1. Data Pipeline Town Hall October 27th, 2016
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 3

4. Importance of Data Privacy
11/7/2018
Importance of Data Privacy
Federal and state laws govern data privacy, confidentiality and security and require CDE to collect data that may include personally identifiable information (PII).
Name, address, personal identifier
Other indirect identifiers (e.g., date or place of birth)
Information that, alone or in combination, is linked or linkable to a specific student that would allow a reasonable person in the school community, who does not have personal knowledge of the relevant circumstances, to identify the student with reasonable certainty. (§ 99.3) 4

5. How to Share Data Check local policies for restrictions
Use secure-file transfer protocols
Call CDE with questions about how to transmit PII securely
Do not send PII over or fax
Do not use PII in trainings
Do not share PII with unauthorized individuals
Do not share passwords
For more information 5

6. Today’s Agenda Open Collections in Data Pipeline Student October
Student End of Year
ACCESS for ELLs Pre-ID Extract
Directory
Special Education IEP
Special Education December Count

7. Introductions 7

8. Open Collections in Data Pipeline8

9. Open Data Pipeline Collections
Year Round
Directory
RITS
EDIS
Periodic
December Finance
Interchanges
Staff
Student
Special Education December Count IEP 9

10. Open Data Pipeline Collections
11/7/2018
Open Data Pipeline Collections
Snapshots
Student End of Year
Student October
Coming Soon
ACCESS Pre-ID (Extract Nov 10th)
Human Resources (Snapshot Nov 3rd)
Directory - Update Board Membership (November) 10

11. Student October 11

12. Student October
Thursday 15th: Deadline for requesting Alternate Count Day and FRL Variance Waiver from FAST
September
Wednesday 5th: Count Day
Thursday 6th: Deadline for first student interchange upload
Thursday 13th: Suggested date for error free interchange files
Thursday 20th: Deadline for creating first snapshot
Thursday 27th: Suggested date for error free snapshot
October
Monday 7th 5pm: Suggested snapshot submission date
Thursday 10th 5pm: Legislated snapshot submission deadline
Tuesday November 29th: Last day to resubmit snapshot
November
12 Student Interchange/October— Morgan Holmgren —

13. 2016-2017 Student October Steps in the October Process:
Upload Student Interchange Files
Resolve Errors
Either by changing coding or requesting exceptions
Request Exceptions via Syncplicity using the exception template
Create Snapshot
By changing coding in Student Interchange Files
Or requesting exceptions
Validate data using Cognos reports
Don’t Forget: Home School Data (Under Student Profile in Pipeline)
13 Student Interchange/October— Morgan Holmgren —

14. Student October
14 Student Interchange/October— Morgan Holmgren —

15. 2016-2017 Student October Student Transfers within the window:
If a student enrolled in your district during the count window, but after the count day. Can you count them?
Maybe. Yes when:
Student was not enrolled in another Colorado School District on the Count Day or on that district’s approved alternate count day
Student was enrolled in a Colorado or other state’s schools during this school year prior to enrolling in your district
To get counted you must submit Transfer Enrollment Exception Request to me.
15 Student Interchange/October— Morgan Holmgren —

16. Student October
District Summary and School Summary of Pupil Counts
Reports are up and running and we believe that the data is now being reported accurately.
If the data is not correct, please make sure you have created a snapshot since Wednesday morning
District and School Report on Ethnicity/Race & Gender
Updated this week to include 64 PK students
Will appear as PK SPED students, not CPP in this report
16 Student Interchange/October— Morgan Holmgren —

17. 2016-2017 Student October Cognos Reports to Review
Most reports are useful in their own way here are a few to focus on when creating snapshots, reviewing OC errors, and prepping for the duplicate process
Students Excluded from Student October Snapshot
Lists students excluded from snapshot because they did not meet October Requirements
Snapshot Records Excluded Due to Profile Errors
Lists students excluded from snapshot because of DEM or SSA errors
District Summary of CPP Allotments
If you have errors related to CPP/ECARE slots this report should help
District Summary of Post Secondary Programs
To Review your ASCENT slots
Summary of Pupils Being Reported by Another District
A report to allow the resolution of duplicates prior to duplicate process
Will soon include students who were reported in a facility on Oct 5
17 Student Interchange/October— Morgan Holmgren —

18. 2016-2017 Student October Office Hours: FAST Duplicate Count Webinar
11/7/2018
Student October
Office Hours:
Thursday October 27 – 2pm-3pm
Tuesday November 1 – 9am-10am
Link:
Phone:
FAST Duplicate Count Webinar
Tuesday November 1 – 1:30pm – 2:30pm
18 Student Interchange/October— Morgan Holmgren —

19. Questions?
Phones will be unmuted for a moment and questions can be asked.
If you prefer type in your questions in the chat box.
Contact Morgan Holmgren: 19

20. Student End of Year 20

21. 11/7/2018
End of Year Schedule
The Post -Cross LEA phase will open later today
Your district will not be unlocked for this phase of the process. Instead you’ll update your snapshot.
Only exit types can be changed during the final phase of the collection. Sign off forms are due December 7th and will not be available until December 1st.
Please see for additional documentation including Trainings, Instructions, and Exception Template
Student End of Year — Duncan Anderson —
21 Student End of Year — Duncan Anderson —

22. Post Cross LEA Trainings
11/7/2018
Post Cross LEA Trainings
Post Cross LEA Trainings
Recorded Post Cross LEA Training (2016) 
Agenda Items include
Adequate Documentation
Reviewing Reports to Validate Graduation and Dropout Rates
AYG Reconciliation
Please attend one of the following
Connect to
October 28th 9 am -10 am
November 1st 11 am - 12 pm
Student End of Year — Duncan Anderson —
22 Student End of Year — Duncan Anderson —

23. SE903/SE904 Exceptions
You may have documentation that indicates that a student receiving an SE903/SE904 error should not be coded as a dropout
Please create a Exception Request for these students
Upload the Exception Request to Syncplicity using the same procedure used in other portions of the collection. Duncan when you’ve submitted your request
If you have not created EOY exceptions, please contact Duncan to step up a Syncplicity folder
23 Student End of Year — Duncan Anderson —

24. SE903/SE904 Exceptions
In addition to the Exception Request, you will also need to upload Adequate Documentation
Upload scans of that Documentation to Syncplicity using the same procedure used with Exception Requests
Please include the File Name of the student’s documentation in your Exception Request file under the district explanation column
24 Student End of Year — Duncan Anderson —

25. AYG Reconciliation
Students receiving a SE712 warning may be subject to AYG reconciliation
These students were reported by another district closer to October 1st in a different high school grade level than is being reported by your district
In this case, the AYG will be set based on their grade level of the other district
This may impact graduation rates. This change may not be shown until after the Post Cross LEA Validation phase closes
25 Student End of Year — Duncan Anderson —

26. Questions?
Phones will be unmuted for a moment and questions can be asked.
If you prefer type in your questions in the chat box. 26

27. ACCESS for ELLs Pre-ID Extract27

28. Assessment ∙ Melissa Mincic ∙ mincic_m@cde.state.co.us or 303-866-6281
SBD Pre-ID Extract
Purpose
Student registration for assessment
Data clean up is optional
CDE pulls this data to provide to the vendor in preparation for upcoming assessment(s)
Optional data clean up deadlines
ACCESS for ELLs general/alternate – COB Thursday, 11/10
All other assessments – COB Friday, 12/16
CMAS (Science/social studies, ELA/math, CoAlt, CSLA)
DLM
SAT/PSAT 28
Assessment ∙ Melissa Mincic ∙ or

29. Assessment ∙ Melissa Mincic ∙ mincic_m@cde.state.co.us or 303-866-6281
SBD Pre-ID Extract
Please provide the Assessment Unit your feedback!
SBD manual:
SBD training webinar:
Questions?
Melissa Mincic
Jasmine Carey 29
Assessment ∙ Melissa Mincic ∙ or

30. Questions?
Phones will be unmuted for a moment and questions can be asked.
If you prefer type in your questions in the chat box. 30

31. Directory 31

32. Directory (Virtual)
Virtual School Status New Field 32

33. Directory (Virtual) 33

34. Directory (Virtual) New required field for 2016-17
Default “Not Virtual”
Full Virtual = The school has not physical building where students meet with each other or with teachers, all instruction is virtual.
Virtual With Face to Face Options = The school focuses on a systematic program of virtual instruction but includes some physical meetings among students or with teachers.
Supplemental Virtual = The school offers virtual courses but virtual instruction is not the primary means of instruction.
Not Virtual = The school does not offer any virtual instruction. 34

35. Data Pipeline Directory
Reminder to Update School Board Membership in Data Pipeline Directory after Election Day 11/8/2016
2 items need completed post election:
1.) Information in Data Pipeline Directory needed to comply with CRS (1)(d)
Name
Home Address
Office
Length of term
2.)Send in certificates of appointment /election or board minutes noting election.
Fax:
Questions Call 35

36. Directory
Reminder to make sure that school addresses are up to date along with telephone numbers.
Make sure that the staff information is up to date.
Key membership
Principal name and
Directory upcoming items in February.
Begin thinking about school code changes for
Begin thinking about 4 day school week 36

37. Non-Public Directory
If you get Non-Public Forms please forward them to:
Dennis St. Hilaire
Fax:
Blank Non-Public Forms can be found at:
If a non-public school closes within the boundaries of your district please let me know. 37

38. Questions?
Phones will be unmuted for a moment and questions can be asked.
If you prefer type in your questions in the chat box. 38

39. Special Education IEP Interchange39

40. Uploading Special Education IEP Interchange Child and Participation Files
Be sure to upload a Child file first and then a Participation file first time around. Now is a great time to upload the files and work through any errors. Let us know if you have any questions or require any assistance. 40
Kristi Gleason

41. Tips to keep in mind LASID & SASID Must be unique and unduplicated
Must match between Child and Participation 41

42. Resources http://www.cde.state.co.us/datapipeline/inter_sped-iep
You’ll want to print out copies of the following documents for your reference
Timeline
File Layouts and Definitions
Pupil’s Attendance Information Guidance 42
Kristi Gleason

43. December Count Data Collection
Special Education
December Count Data Collection 43

44. S.A.M. 44

45. S.A.M. You saw that right! SAM is coming to Town!.
Okay it’s not really Yosemite Sam but the Staff Approval Matrix is which is the next best thing!
To find out more please join us one of the following dates for information on the process.
All Administrative Units and Special Education Director’s should plan to attend 1 of the trainings.
Tuesday, November 1, :00 pm – 2:30 pm OR
Tuesday, November 8, :00 am – 11:30 am
To join:
Call in number: 45
Kristi Gleason

46. Special Education December Count Timeline
November
3rd: Snapshot Opens
17th: Interchange Files uploaded at least once
December
1st: Official Count Date
8th: Snapshot created at least once
15th: Interchange files error free
January
19th: Interchange and Snapshot Errors must be resolved
20th - 26th: Review Staff and Student Reports
26th: Complete December Count Snapshot, Interchange and Snapshot Errors must be resolved, Staff and Student Data Validity Certifications signed and uploaded to DMS
February
1st-9th: Research and resolve duplicates and data validity issues
9th: All duplicates resolved, new snapshot created and all Interchange and Snapshot errors resolved
9th-16th: Final Report review
16th: Special Education Closed, Data Submitted to CDE, ALL Final Reports are signed and submitted to DMS
Kristi Gleason

47. Have questions? Need some assistance?
11/7/2018
Have questions? Need some assistance?
We are available via phone or . Kristi Gleason (303) Lindsey Heitman (303) Orla Bolger (303) S Include District # and Administrative Unit # Phone Number in your Subject of the NEVER send files or reports via – contact to determine best technical assistance avenue. 47
Kristi Gleason

48. Questions?
Phones will be unmuted for a moment and questions can be asked.
If you prefer type in your questions in the chat box.
Kristi Gleason (303) 48

49. Thursday, November 3, 2016 9 a.m.-10 a.m.
Thank you for joining us today!
Next Town Hall:
Thursday, November 3, a.m.-10 a.m. 49