1. Data Pipeline Town Hall May 25th, 2017
The goal of the webinar is to provide updates on the Data Pipeline and current and upcoming collections. These webinars also provide a forum for districts, BOCES, and Administrative Units to have questions answered about Data Pipeline.
We will begin the webinar shortly
Dial in number is
Data Pipeline support is

2. Webinar Etiquette
Mute Your Phone (*# Mutes and Un-mutes Individual Phones); many phones have a mute button on them.
If you receive a call and need to pick up, please disconnect from the webinar. Otherwise, all town hall participants hear your hold music!
We will hold the Q&A session at the end of the presentation:
Type it in the Chat Box for a response OR
Raise Your Hand:
A presenter will call your name
After your name is called, un-mute your phone and speak your question/comment
Please be respectful of others time; we may need to have a separate conversation later to best help you 2

3. Important Reminder Lists are generated from IdM groups
LEAs are responsible for maintaining the groups
Please be sure to update accounts for changes including no longer at your LEA, change of , names, adding phone numbers.
Thank you
May 25, Kick-backs = 65 3

4. What is PII?
Student Personally Identifiable Information (PII) is defined by state and federal laws as information that, alone or in combination, personally identifies an individual
This includes direct identifiers (i.e. name, SASID, etc.)
Includes information that when combined is identifiable
Colorado’s new Student Data Transparency and Security Act introduces a number of new requirements for how Student PII is collected, used and shared
CDE has prepared guidance on how to comply with this and other privacy laws which can be found here:

5. How to Share Data
Check local policies for restrictions, requirements, etc.
Ensure that you are following local policies when transmitting PII to any third party
Use secure methods to transfer any PII to CDE
Call CDE ( ) with questions about how to transmit PII securely
Use Syncplicity to encrypt s to CDE
Avoid sending PII via unencrypted or to unsecured faxes when sharing data between or within districts
Do not use PII in trainings, presentations, etc.
Do not share PII with unauthorized individuals
Do not share passwords

6. Introductions

7. Today’s Agenda Open Collections in Data Pipeline Directory
Student End of Year
School Discipline and Attendance
Special Education End of Year
Special Education Discipline
READ
Civil Rights Data Collection (CRDC)
SBD

8. Open Collections in Data Pipeline

9. Open Data Pipeline Collections
Year Round
Directory (School Code Changes Open)
RITS
EDIS
Periodic
READ (April 3rd –June 30th)
School Discipline and Attendance (May 3rd – July 12th)
Interchanges
Staff
Student
Special Education IEP
TSDL
Discipline Action Interchange 9

10. Open Data Pipeline Collections
9/19/2018
Open Data Pipeline Collections
Snapshots
Teacher Student Data Link (Now Open-8/25/2017)
Student End of Year for
Special Education Discipline (Now Open-8/23/2017)
Special Education End of Year (Open- 10/5/2017)
CMAS (Open 5/22/2017-6/1/2017)
Coming Soon
CoAlt: English Language Arts and Mathematics (DLM) SBD (Open June 19th – June 27th) 10

11. Directory

12. School Code Changes
If you have the following school code changes you will need to submit a school code change request.
New School Code
Closing a School
School Name Change
School Grade Change
The electronic request forms can be found at: ChangeForms
School code changes are due on June 30th 2017!

13. Student End of Year

14. Now Open Student EOY – Duncan Anderson – Anderson_d@cde.state.co.us
The End of Year Collection is Open. Districts are able to create snapshots using their Student Interchange Data.
The first deadline is to create a snapshot by the end of next week. Snapshots can have errors, however this ensures that you’re on track with this collection.
You can find the training here:
Student End of Year Fundamentals Webinar 
Student End of Year Fundamentals Powerpoint 
annual report with the following information:
• Levels of school readiness demonstrated by students enrolled in kindergarten
• Disaggregated results by school district, school, grade level, free or reduced lunch eligibility status, gender, and ethnicity

15. School Discipline and Attendance (SDA)

16. 2016-17 Timeline Date Event May 3rd (Wednesday) Collection Opens
May 9th (Tuesday)
Webinar Training
May 15th (Monday)
May 23rd (Tuesday)
Attendance Webinar Training
June 2nd (Friday)
Suggested Date for having No Reportable Incidents tab updated
June 9th (Friday)
Suggested Date for having at least 1 file uploaded
June 16th (Friday)
Suggested Date for having all files uploaded
June 23rd (Friday)
Suggested Date for having all files error free
June 30th (Friday)
Suggested Date to have SDA data finalized
July 12th (Wednesday)
Deadline for SDA to be finalized

17. What must be Reported in SDA?
Attendance info- count of all student days and partial days for ALL public schools (online, charter, etc.)
All students disciplined during the school year
Include the student and incident:
If the student is disciplined with any of the following (for any behavior):
Classroom Suspension
In-School Suspension
Out of School Suspension
Expelled
Referred to Law Enforcement
If the incident would fit a listed behavior code other than code “12- Other Violation of Code of Conduct” regardless of action taken
Annette Severson

18. Webinar Training Information
Training –power point and recording is now posted and available at: dance
Online Attendance Webinar power point and recording will be posted soon, at same location above
Annette Severson

19. Annette Severson 303-866-6824 severson_a@cde.state.co.us
9/19/2018
Data Pipeline Website
Periodic Collections -> School Discipline and Attendance
Overview
Deadlines
File Layouts
Business Rules
Templates
Trainings
Additional Resources
Direct Link:
Contact: Annette Severson or (303)
Annette Severson

20. Special Education End of Year

21. Special Education EOY - Status
Timeline
Next due date: Wednesday July 12 – IEP Interchange Child and Participation File errors resolved and at least 1 snapshot created
Updates
Special Education EOY Contact List – updated and should be pulling all data respondents with an SPE or EOY role now. Located under Cognos Reports/Special Education EOY
Reminders
Use Syncplicity for Exception requests now – no longer able to send via
SY108 errors: instead of submitting an exception request, please report record and exit as of 07/01 if they did not attend in your AU at all in or should have been exited last year
New warning SY282 for records that may be transfers instead of dropouts (may want to hold off on submitting your SY247 exceptions until August)
Resources
Special Education IEP Interchange: iep
Special Education EOY Snapshot:
Special Education EOY - Lindsey Heitman - (303)

22. Special Education IEP Interchange – 2 Files
Child File
Demographic information
1 record per student
Participation File
Special Education services information
1 record per student
LEVEL 1 EDIT VALIDATIONS
Timeline
Monday May 8th - both files should have been uploaded per Sped Discipline timeline
Wednesday July 12th - date to have all IEP Interchange errors resolved (Child/Participation Files)
Thursday Sept. 7th – date all exception requests due to CDE (Syncplicity)
Tuesday Sept. 12th – date to have all Interchange and Snapshot errors resolved
Special Education EOY - Lindsey Heitman - (303)

23. Special Education EOY: Exception Process
Syncplicity – online platform used for secure file sharing
Let us know if you do not yet have a folder. We will send you an with a link to set it up
Once you’ve setup Syncplicity, access your folder at this link:
File name is your AU code (16010)
Used for Exception requests, questions that include PII, facility students information, etc.
CDE to notify us you’ve placed something in the folder. We don’t get specific notification
User Guide:
Special Education EOY - Lindsey Heitman - (303)

24. Special Education EOY – SE378
Warning SE378:
WARNING - Due to the current PAI code reported (23, 24, 31, or 32), this student will not be pulled into the SPED End of Year snapshot and will receive error SY108. Students who are no longer attending in your AU should be exited for Sped EOY purposes. If this student exited services from your AU at some point during this reporting period, please adjust the following fields to what they were on the Date of Exit so the record does pull into the Snapshot. School Code, District of Attendance, PAI code, Date of Exit, Basis of Exit.
What is going on with this warning???
Record is being excluded from your snapshot because of its PAI code
BUT Record should be included in your snapshot because it wasn’t exited last year or the student attended in your AU for part of 16-17
*coincides with the SY108 snapshot error
How to get record into your snapshot:
“Backdate” the following fields to what they were on the Date of Exit from your AU: PAI Code, School Code, District of Attendance
and be sure to include the Date of Exit and Basis of Exit
Special Education EOY - Lindsey Heitman - (303)

25. SE378 Example Example Sped student scenario:
student left school from your AU in April 2017 and is detained in Marvin Foote Youth Services Detention Center 9802 (located in AU 03030) rest of school year.
You update the PAI code to a 24 to reflect this status (because you’re the AU of Residence) and student is now excluded from your Sped EOY Snapshot
However, student attended in your AU from August to April, so record should be in your snapshot with an exit to a detention center reported
Exit Reason = 13
* Back date PAI Code to what it was when student was last attending in your AU so record will get pulled into your snapshot.
Special Education EOY - Lindsey Heitman - (303)

26. Special Education EOY: Questions?
Special Education EOY contact information
Lindsey Heitman – (Primary contact)
Kristi Gleason –
Orla Bolger –
*Please include your AU #, Error code # (if applicable), and phone number in s 26

27. Special Education Discipline

28. DISCIPLINE ACTION STATUS
As of May 24th there were 8 districts who haven’t yet reported discipline events, an exempt status, or successfully uploaded a file. (see extended timeline for the May 8th requirement specialeducationdisciplinetimeline )
Administrative Units can see the District Status for the following interchange files in Cognos under Special Education Discipline “District Activity Report”
Discipline Action
Student Profile
Student School Association
Be sure to check if the files processed, if there are any errors, or haven’t been uploaded yet.
Special Education Discipline – Kristi Gleason –

29. TIMELINE DATE REMINDERS
AROUND THE CORNER Thursday, June 8th, 2017 Administrative Unit should have created a snapshot by Thursday, June 22nd, 2017 Districts should have reported the majority of the records by this date Wednesday, July 12th, 2017 Date by which all Discipline Action and Special Education Participation Errors must be resolved.
Special Education Discipline – Kristi Gleason –

30. BUSINESS RULE GUIDANCE
A NEW RESOURCE EXCEPTIONS Download the Excel Template include records that with errors which allow exceptions. Place the exception template in the Administrative Unit Syncplicity folder (Districts please work with the Administrative Unit) and let us know there is an exception. Once the exception has been uploaded the next time a snapshot is created the error should go away. DISTRICT ACTIVITY REPORT Check the status of interchanges INCIDENT AND SCHOOL ENROLLMENT DATE COMPARISON REPORT SD017 – The school and the dates reported in the Discipline file and the School Assocociation File MUST be in SYNC.
Special Education Discipline – Kristi Gleason –

31. TRAINING
Join me at one of the following training sessions (content is repeated)
May 30TH, 2017
10:00-11:00 am OR 2:00 – 3:00 PM
To join:
Call in number:
Districts and Administrative Units should plan to attend.
Special Education Discipline – Kristi Gleason –

32. NEW RESOURCES Interchange – Discipline
No Reportable Discipline Actions/Superintendent Sign-Off Form
Snapshot– Special Education Discipline
Snapshot Business Rule Guidance idance
Reports
Superintendent Sign-Off Form – required for ALL districts due on August 23, Please don’t send until the Administrative Unit has finalized the collection on this date.
SDA & Special Education Discipline Data Comparison Report
Special Education Discipline & Special Education End of Year Expulsion Comparison Report
Special Education Discipline – Kristi Gleason –

33. Contact Information
If you have ANY questions about the Special Education Discipline Data Collection please feel free to contact us.  We are just a phone call away!
Kristi Gleason Collection Lead
Lindsey Heitman
Please include the following team members in your communications
In the subject line of the if you would please include the following information:
District Number (four digit code)
Administrative Unit Number (5 digit code)
Subject of the along with any business rules or name of a report if applicable.
In the body of the
Please include your phone number!
Thank you 33 33

34. READ

35. READ Updates
At this time, districts should have completed or are currently working on:
Submitting files to resolve errors
Submitting information required for the completion of the READ budget planning survey
June 16: Districts complete submission of READ files and Budget Planning Survey by end of day – all submissions are finalized and will be locked
Once READ file is error free be sure to click the “submit to CDE” tab in the Status Dashboard to lock your data
Districts who submit programs in the “other” category within the survey will be notified by CDE and survey approval will be pending

36. READ Updates Current Defects Recently Corrected Issues
Some READ extracts still include the Testing Accommodations field even though it has been removed from the READ file. Please make sure to delete this column before uploading your data.
Recently Corrected Issues
RD257 – “District has a duplicate SASID with another district who has submitted their file” has been changed to a warning instead of an error
Now also includes the district code in which there is a duplicate SASID

37. READ Resources
READ Collection resources can be found at: ne
Upcoming webinars
Recorded webinars
Data collection timeline
Data elements & definitions
File layout
Business Rules
Additional resources such as FAQ document, assessment cut scores, template for submitting budget planning survey, etc.
Whitney will be out of the office 5/23-6/1
Please contact Donna Bright with any questions regarding the READ collection
Phone:

38. Civil Rights Data Collection (CRDC)

39. Jan Rose Petro 303-866-6838 petro_j@cde.state.co.us
CRDC
Deadline Friday, May 12, 2017 has passed.
Colorado Progress
180 certified
0 100% complete (have not certified)
1 over 90% complete
5 less than 90% complete
AWS (Advance Website)
Partner Support: (855) or
Jan Rose Petro

40. Jan Rose Petro 303-866-6838 petro_j@cde.state.co.us
CRDC
Deadline Friday, May 12, 2017 has passed.
LEAs that do not certify MUST request an extension
Extension request form available Monday May 15th
Justify the reasons why not completed. Also list
Challenges preventing completion
Current status
Planned efforts to complete
Tasks and timeline
Requested extension date
Office of Civil Rights will review and approve
Jan Rose Petro

41. Jan Rose Petro 303-866-6838 petro_j@cde.state.co.us
CRDC
CRDC contacts are
wonderful!!!
THANK YOU!!!
Jan Rose Petro

42. CRDC Phones will be unmuted for a moment and questions can be asked.
If you prefer type in your questions in the chat box. 42

43. SBD

44. Assessment ∙ Melissa Mincic ∙ mincic_m@cde.state.co.us or 303-866-6281
SBD Review Timeline*
Assessment
Dates 1
ACCESS for ELLs
03/16-03/29 2
CO SAT/PSAT 10†
05/15-05/24 3
CMAS
Science/social studies
CoAlt science/social studies
ELA/math (PARCC)
CSLA
05/22-06/01 4
CoAlt: English Language Arts and Mathematics (DLM)
06/19-06/27
*DACs and data respondents will receive updates about collections as needed.
†Will count for accountability reporting beginning in 2017
*SBD manual page 2*
Assessment ∙ Melissa Mincic ∙ or

45. Assessment ∙ Melissa Mincic ∙ mincic_m@cde.state.co.us or 303-866-6281
SBD Manual & Webinar
Assessment Unit homepage ↓
Trainings
Data Trainings
SBD Manual
SBD Webinar
*SBD manual page 2*
Assessment ∙ Melissa Mincic ∙ or

46. Data Pipeline Assessment Collections User Roles
Description
LEA viewer
Can only view data and reports
LEA user
Can view data and reports
Can download, edit, and upload data
LEA approver
Can approve data†
*Assigned by Local Access Manager (LAM). Individuals may be assigned roles in
several or all SBD collections but may only have one user role per collection.
†Districts can ensure that SBD data have been submitted using the Status
Dashboard tab in Data Pipeline.
*SBD manual page 6*
Assessment ∙ Melissa Mincic ∙ or

47. Accountability Comparison Reports
CDE providing calculated values for accountability fields
Continuously in District
Continuously in School
Date First Enrolled in U.S.
Assessment ∙ Melissa Mincic ∙ or

48. Student Location Report
*SBD manual page 32*
Assessment ∙ Melissa Mincic ∙ or

49. Melissa Mincic Mincic_m@cde.state.co.us 303.866.6281
SBD Reviews Contacts
Melissa Mincic

50. Thank you for joining us today!
Remember to nominate your favorite teacher.
Application materials are due on Thursday, June 1, 2017
Next Town Hall:
Thursday, June 1st, a.m.-10 a.m.