1. 2017-2018 Special Education IEP
Kristi A. Gleason
(303)
October 24th and 25th, 2017

2. 9/14/2018
Special Education IEP
Welcome to the Special Education IEP Content and Data Pipeline Process Training!
URL
Dial in number is
Special Education IEP contact information
Kristi Gleason –
Lindsey Heitman –
Orla Bolger –

3. Special Education IEP Interchange
9/14/2018
December count Lens
With a little bit of End of Year thrown in
Special Education IEP Interchange

4. Special Education IEP Interchange
TRAINING TOPICS
Special Education IEP Interchange
Data Pipeline System
Data Pipeline
Processes
Data Pipeline Website
IEP Interchange
Tips on Files
Other Resources
Syncplicity
Identity Management
Accessing the System
System Elements
Cognos
File Upload
Special Education Tab
Error Reports

5. Special Education IEP Interchange

6. Data Pipeline Page http://www.cde.state.co.us/datapipeline
Description
Data Pipeline Home
Interchanges
Snapshots
Year-Round Collections
Periodic Collections
Frequently Requested Codes
Trainings
Civil Rights Data Collection
Resources
Contact Us

7. Data Pipeline Home Page
Overview
Single Sign-On

8. Town Hall Trainings
Town Hall’s occur every Thursday from 9-10 am during the school year with a modified summer schedule.
URL
Dial in number is

9. Resources http://www.cde.state.co.us/datapipeline/resources
Data Pipeline
Definitions
Mandatory Data Pipeline Collections: Legislation & Uses
Collection Dates
CSIS Presentation on New Data Elements & ESSA
Configure Internet Explorer to download Excel Files from Cognos
Convert CSV file to Excel and not lose the leading zeros
Identity Management (IdM)
Identity Management Groups
Identity Management Access
FAQ

10. Glossary of Terms Definition Term Cognos
A type of report in which the user can view applicable reports that are formatted in a user friendly environment
Data Pipeline
A streamlined approach to efficiently move required education information from school districts to the CDE
ESSU Data Management System
Statewide system for students receiving Special Education and other services
Interchange
The method of providing data to CDE in which LEA’s may choose from multiple file formats to submit data transactions throughout the year.
LAM
Local Access Manager responsible for assigning the appropriate access to CDE applications
LEA
Local Education Agencies
IdM
Identity Management. A single sign on system, allowing the user to navigate between the applications without entering user ID information a second time.
Snapshot
A date in time when data is pulled from the appropriate interchanges, validated by additional business rules, and approval given that signifies it was accurately reported for a specific point in time by an LEA

11. INTERCHANGES Special Education IEP
The method of providing data to CDE in which local education agencies (LEAs) may choose from multiple formats of flat files to submit data transitionally throughout the year.
There are seven interchanges:
Discipline
Special Education IEP
Staff
Standard Course Codes Student
Student
Teacher/Student Data Link
Title 1
Data from the Interchanges in Blue are included in the Special Education December Count Data Collection.
See the Special Education December Count File Layout for more information

12. SNAPSHOTS End of Year Human Resources READ
End of Year
Human Resources
READ
Special Education December Count
Special Education Discipline
Special Education End of Year
Student October
Teacher Student Data Link

13. Frequently Requested Codes
We Welcome 2 New Administrative Units: Durango & Colorado River BOCES
Go to this link to find out more

14. Special Education IEP Interchange
Overview
Deadlines
File Layout and Definitions
Child specialeducationchildfilelayoutanddefinitions
Participation specialeducationparticipationfilelayoutanddefinitions
Business Rules
File Formatting
Templates
Trainings
Additional Resources

15. Overview
The Special Education IEP Interchange is a set of two files which contain Special Education data for the school year:
Special Education Child
The Special Education Child File contains data related to the student’s demographic information.
Special Education Participation.
The Special Education Participation file contains data related to the student’s participation in special education.
This information is used to make up the following snapshots:
Special Education December Count
Special Education End-of-Year
Special Education Discipline.

16. Special Education December Count Timeline http://www. cde. state. co
November 1st
Snapshot Opens
November 16th
Must have all interchange files uploaded at least once
December 1st
Official Count Date
December 14th
Must create snapshot at least once
December 21st
Interchange files error free
January 18th
All errors resolved (interchange and snapshot)
Jan 19th – 25th
Review Staff and Student Reports
January 25th
Validity Certification Reports due
Jan 26th – Feb 8th
Student Duplication Process
February 15th
Snapshot must be finalized

17. Special Education IEP Interchange – 2 Files
Child File
Demographic information
1 record per student
Participation File
Special Education services information
1 record per student
Student data is used to meet federal reporting requirements, calculate Indicators 5,6,9, 10 Significant Disproportionality, generate sample lists for Indicator 8 Parent Surveys and record review, and determine ECEA funding for Students with Disabilities.

18. Special Education Child File
9/14/2018
Special Education Child File
Admin Unit/SOP Code
Student’s Ethnicity: Hispanic or Latino
Student's State ID (SASID)
Student’s Race: American Indian or Alaska Native
Local ID (LASID)
Student’s Race: Asian
Student's First Name
Student’s Race: Black of African American
Student's Middle Name
Student’s Race: White
Student's Last Name
Student’s Race: Native Hawaiian or Other Pacific Islander
Student's Gender
Student’s District of Residence
Student's Date of Birth
State of Parent’s Residence for Non-Residence Students
ELL Status
District of Parent’s Residence for non-Resident Students

19. Screen Shot of the Child File Layout
Definitions
Every Field Name included in the File Layout will have a corresponding “Definition”
We also include any changes in the document at the bottom of it.

20. Child File
2018specialeducationchildfilelayoutanddefinitions
The purpose of the Child File is to capture and verify the attributes of children with disabilities while he/she attended your AU at any point during the current reporting period.
Dependencies
Student has been assigned a SASID (if required). For students without a SASID, this field is zero-filled and LASID is required
A record with the student’s SASID and LASID combination also exists in the Special Education Participation File
Record Expectation
One record submitted for any student who was referred, evaluated, and/or received education services at any point during the current reporting period.

21. Child File – things to keep in mind
Age of Student for Business Rules - as December 1st
Disability as of December 1st
Educational Environments as of December 1st (Goes by the Age of the student)
Students are being served on December 1st
ELL Status should match the value that is determined in the Special Education December Count based on data in the Student file.
A students Ethnicity AND Race are required.

22. Student Special Education Participation File
9/14/2018
Student Special Education Participation File
Admin Unit/SOP Code
Pupil's Attendance Information
Secondary Service Provider EDID 3
Reason for Delay in Completing Evaluation Part C
Reason for Delay in IEP Implementation C to B
Student's State ID (SASID)
State of Attendance
Secondary Service Provider EDID 4
Eligibility and Services Path 1
Eligibility and Services Path 2
Local ID (LASID)
Educational Orphan
Hours of Special Education Services per Week
Date Child is Referred to the Part C System
Date of Parental Consent to Evaluate Part B
Student's First Name
Parentally Placed in a Private School
Total School Hours per Week
Date Child is Found Eligible for Part C Services
Date Evaluation Completed Part B
Student's Last Name
Special Education Funding Status
Extended School Year Services
Date of Referral to Administrative Unit from the Local Community Centered Board
Reason for Delay in Completing the Evaluation Part B
Student's Gender
Date of Entry to Special Education
Basis of Exit
Date of Parental Consent to Evaluate C to B
Date of Initial Eligibility Meeting Part B
Student's Date of Birth
Date of Exit from Special Education
Special Education/Part C Referral
Date Evaluation Completed C to B
Date Initial IEP was Finalized Part B
Primary Disability
Educational Environment
Current Eligibility and Services
Reason for Delay in Completing Evaluation C to B
Reason for Delay in Finalizing the Initial IEP Part B
School Code
Primary Service Provider's EDID
Date Referred for Part C Evaluation
Date of Initial Eligibility Meeting C to B
Date IEP was Implemented Part B
Program Code
Secondary Service Provider EDID 1
Date of Parental Consent To Evaluate Part C
Reason for Delay in Initial Eligibility Meeting C to B
Reason the IEP was Never Implemented Part B
Grade Level
Secondary Service Provider EDID 2
Date Evaluation Completed Part C
Date IEP was Implemented C to B
Eligibility and Services Path 3
District of Attendance

23. Participation File
2018specialeducationparticipationfilelayoutanddefinitions
The purpose of the Participation file is to collect information on the services students in Special Education are receiving.
Dependencies
Student has been assigned a SASID (if required). For students without a SASID, this field is zero-filled and LASID is required
A record with the student’s SASID and LASID combination also exists in the Special Education Child File
Record Expectation
One record submitted for every student who was referred, evaluated, or received special education services in your Administrative Unit or State Operated Program.
Include resident students eligible for services regardless or where they receive services
Students parentally placed in a private school within the boundaries of your AU and do not receive any services from yours or any other AU.

24. Participation File – things to keep in mind
School Code and Grade Level will come from the Student School Association when a December Count Snapshot is created. Data should be in sync
Educational Orphan – CDE will be emphasizing this more this year $$$$
Parentally Placed In Private School are required to be reported
Date of Entry to Special Education
Educational Environment – As of December 1st Age – not grade.
Primary Provider must have a Cannot be zero- filled.
Pupil’s of Attendance Guidance einformationcodeflowchart
paicodes

25. Special Education December Count Student Criteria
9/14/2018
Special Education December Count Student Criteria
Date of Entry to Special Education is December 1st or prior to December 1st of the reporting school year. A record with a Date of Exit from Special Education prior to December 1st would not be included in the December Count.
Data from the Student Enrollment Interchange will be based on the default tagging.
Pull all error-free records that meet the Dec 1st criteria from the Student Participation file and match them with records in the Student Profile interchange (Student Demographic file and School Association file).  The Student Profile Interchange is the authoritative source for (SASID, LASID, Student’s First Name, Student’s Middle Name, Student’s Last Name, Student’s Gender, Student Date of birth, Student’s Ethnicity, Student Race American Indian, Student Race Asian, Student Race Black, Student Race White, Student’s Race Native Hawaiian or Other Pacific Islander, Grade level). 

26. Special Education December Count Student Criteria
9/14/2018
Special Education December Count Student Criteria
The Special Education Child file, the Special Education participation file and the Student Profile file will be joined based on the following criteria:  SASID, LASID, school year, district (or Admin Unit), and error free records.
If the student is not part of a district then these fields will be pulled from the Special Education Child file.
All additional fields will be pulled from the Special Education Student Participation file, except for federal race student and the ELL status, which are calculated.

27. Tips on Files
Refer to the File Layout and Definitions document for the file you or the vendor is creating. (Files to be available Interchange Opening)
Excel, CSV, or Text formats are accepted
First Record = Headings or Titles
can be labeled to make the most sense to you
Pipeline system ignores these headers-essentially skips it to the 2nd row with actual data
Codes must match codes within file layout
Include leading zeros
No spaces in file name
No blank fields
Be sure the file is not open when uploading
Be sure you haven’t lost all your leading zeros on a CSV file or it won’t upload (steps for saving them posted online)
1 record per student and should reflect the student’s latest Sped status within the reporting year
Be sure your SASIDs and LASIDs match between the record on Child and on Participation
Simple Excel template for Child and Participation Files posted online under Templates (however, it is not necessary to use a template if your file already extracts in one of the accepted formats)

28. Syncplicity
Syncplicity is an online platform used for secure file sharing. A web browser is all that is needed to access and securely share files. CDE staff will only work with individuals authorized by the district to be granted access to upload and download files through Syncplicity. Districts should always follow local policies when distributing secure files. Any communications that contain sensitive student or educator data or personally identifiable information (PII), including but not limited to student/educator name, State Assigned Student Identifier Numbers (SASID) and State Assigned Educator Identifier Numbers (EDID), and demographics, must be sent to CDE through Syncplicity. This information must not be ed.
ctions

29. Example of IEP Record (in excel)
9/14/2018
Example of IEP Record (in excel)
CHILD
AU/SOP Code
SASID
LASID
First Name
Middle Name
16010
Spongebob
Snicklefritz
PARTICIPATION
AU/SOP Code
SASID
LASID
First Name
Last Name
16010
Spongebob
Snicklefritz

30. Example of IEP Record (in excel)
9/14/2018
Example of IEP Record (in excel)
CHILD
AU/SOP Code
SASID
LASID
First Name
Middle Name
16010
Spongebob
Snicklefritz
PARTICIPATION
AU/SOP Code
SASID
LASID
First Name
Last Name
16010
Spongebob
Snicklefritz

31. Other Resource Documents You May Need
Under Additional Resources on the IEP Page How to load the Special Education IEP Files especialeducationiepfiles Data Collection Guide for Enrich Users Save CSV Leading Zeros Grade to Age Table Pupil’s Attendance Information Code Flow Chart Pupil’s Attendance Information Codes December Count Educational Environment Guidance Allowable Approved Facility Schools and Other Agency

32. Pupil’s Attendance Information
Pupil’s Attendance Information (PAI Code) – For each record submitted provide a code from either:
A - Pupils Attending an Educational Program Operated by the Reporting Administrative Unit, including students served under Schools of Choice and on a tuition contract.
Administrative Units should use one of the codes for students attending an educational program operated by the reporting AU.
State Operated Programs must use code 19 for students in their educational program.
B - Resident Pupils Attending an Educational Program Not Operated by the Reporting Administrative Unit. Do not include students served by another administrative unit under Public Schools of Choice, even if you are paying tuition.
Use one of the codes for students attending an educational program not operated by the reporting administrative unit.
Report students based on where they receive their educational services.

33. Educational Settings
Codes are strictly based on the AGE of the student on December 1st of the reporting period
Birth through Two – Codes in the 100 series
Ages 3-5 –Codes in the 200 series
Ages 6-21 – Codes in the 300 series

34. Other Resource Documents You May Need
Under Special Education December Count Page Process Manual decembercount_process_manual Student Data Content Guide decembercountdatacontentguide Student Code Table decembercountstudentcodetables

35. A few tips Create a folder to save your files into
We recommend a simple versioning process to keep track of the files uploaded.
We suggest you “Create a Rule” for handling the Data Pipeline System Generated s as you will need to refer to them throughout the Data Pipeline Process.

36. DATA PIPELINE SYSTEM

37. 1st Step - Access Privileges
In order to Access the Data Pipeline System, you must first be given a role in Access Management or Identity Management (IdM) Superintendents create a user or a group of users known as the Local Access Manager (LAM) group. The Admin Unit LAM is responsible for approving and administering access to CDE systems

38. Single-Sign On and the SPE Role
The Special Education IEP Interchange has ONLY 1 Role PIPELINE-#####-SPE~LEAUSER ##### = 5 Digit Administrative Unit Code You’ll Create a Single-Sign On User Account User Name = Password = see this link for more information on passwords, LAMs, roles and groups

39. Identity Management Roles
Special Education IEP Roles
SPE~ LEAUSER – upload and modify staff interchange files OR
EXAMPLE:
ARAPAHOE_5_CHERRY_CREEK PIPELINE SPE~LEAUSER Submit and Modify Role
Staff Interchange Roles:
STF~ LEAUSER – upload and modify staff interchange files OR
STF~LEAVIEWER – view (only) staff interchange data
Special Education December Count Snapshot Roles:
DEC~LEAAPPROVER – Approves, creates, views Snapshot OR
All Administrative Units will need someone with the DEC Approver Role
DEC~LEAUSER - creates, views Snapshot OR
DEC~LEAVIEWER- views snapshot

40. Identity Management (IdM)
Restrictions A User can’t have more than one role in a group. Someone needs to have the “DEC Approval” role for the district/administrative unit in order to finalize the Special Education December Count Data Collection

41.
*single sign-on used for all CDE applications listed here
*LAMS: Click Access Management to add or modify IdM accounts

42. Accessing the Data Pipeline
*single sign-on login used for all CDE applications listed here

43. Single Sign On
Username is the address associated with your IdM account
Password specified by you

44. Data Pipeline System File Upload Special Education Pipeline Reports
Batch Maintenance
Format Checker
Data File Upload
Validation Report
Special Education
Status Dashboard
Snapshot
File Extract Download
ERROR REPORTS
Pipeline Reports
Error Report
Cognos Reports (A type of report in which the user can view applicable reports that are formatted in a user friendly environment)
Special Education IEP

45. DATA PIPELINE PROCESSES

46. 1st Step: Format Checker
Once the file is created, you have the option to run it through the Format Checker to ensure all the bytes are correct.
The system checks the first row of data only.
All fields PASS = Ready to upload

47. Passed Format Checker but did it really?

48. Step 2: Data File Upload Click on File Upload/Data File Upload
Choose File Type and School Year. Organization should populate with your AU.
Click on Browse to locate File
Choose Replace
Hit Submit
Note message in green below. A Batch ID will be created.

49. File Upload: Email Confirmation
Check to ensure file was successfully uploaded
Below is an in a case where the file didn’t successfully upload. Additional details are provided

50. Step 3: Batch Maintenance – Very Important Step
Check Batch Maintenance to ensure files have processed successfully.
Processed Indicator will say “YES”. If blank or “No”, file did not upload
Check Record Count, Error Count, and make sure submitted date and time look accurate.
ALWAYS CHECK FIRST – errors don’t immediately show up on batch maintenance. Especially in regard to Snapshot errors.

51. File Did Not Process If this happens be sure:
there are no spaces in the name of the file
the file isn’t open when you upload it
the bytes/fields are accurate and there are no blank fields
Run file through Format Checker again. If file Passes re-upload to Data File Upload

52. Checking IEP Interchange Errors – 2 places
9/14/2018
Checking IEP Interchange Errors – 2 places
1. Data Pipeline-Cognos Reports-Special Education IEP:
Detail and Summary Error Report for each File
All errors located here so be sure to check before final submission

53. Cognos Reports
Example: Special Ed Child Error Detail Report

54. Pipeline Error Reports
9/14/2018
Pipeline Error Reports
Another option for accessing Interchange and Snapshot level error reports
Dataset: Special Education IEP Interchange
File Type: choose the file name for Interchange errors and “Special Education Child”
Choose Error Type: Errors and Warnings, Errors, Warnings
Search
Export to Excel to view errors in detail

55. Reading an Error Report
You can choose to see
Errors and Warnings
Just Errors
Just Warnings
A Specific Error
RITS error – checks Name, Gender, Date of Birth. Many times it’s just the Last and First names that are reversed.
If there is NO Data next to an error that typically means there are blank rows.
Go back to your file and move all data to the top. Delete several rows after the last row of data.

56. Fixing incorrect data
Be sure the change is made in your source file first
Recreate or regenerate the file and reupload.
Now sometimes when you fix one error others pop up. So don’t get discouraged. This can happen at the Snapshot level too when changes are made to correct a snapshot error it might generate an Interchange error.
Remember to look at some of the resource documents to determine how to fix the error.

57. Interchange Process

58. Exit/No Show Tips for 2017-18 A tip for next Sped EOY:
August/September (right after school year begins) might be a good time to check your enrollment records for no shows.
Student could then be exited in the reporting year they last attended instead of a missed exit in the next year.
Example: Student did not come back to school in August 2017.
Would it have been possible to compare your records and identify the no-shows at beginning of school year, so you could have exited them in the collection (which wasn’t due to be error free until September 12, 2017)?
There were about 700+ exits reported in regular EOY, but not Sped EOY (i.e. graduates, transfers to another state, drop outs, etc.)
New Warning (or cognos report) coming next year for records reported as graduates in regular EOY and not exited in Sped EOY – possibly other exit types too
Looking at a new process for capturing missed exits

59. Thank you for Joining Us Today

60. Special Education IEP Interchange: Questions?
If you have ANY questions about the Special Education IEP Interchange please feel free to contact us. No question or concern should remain unanswered of unresolved.
We are just a phone call or away!
Kristi Gleason (303)
Lindsey Heitman (303)
Orla Bolger (303)
protocol – please include:
Administrative Unit #
Phone number where you may be reached. Be sure to get that added in Access Management.
Subject of the
NOTE: Never send files or reports via – contact us to determine best technical assistance avenue.
Thank you for joining us today!