1. Data Pipeline Town Hall November 16th, 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 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
Student October
EDAC Data Burden Survey
Kindergarten Readiness
Special Education IEP/December Count
Human Resources Snapshot
Pre-Id Pull for Assessment

8. Open Collections in Data Pipeline

9. Open Data Pipeline Collections
Year Round
Directory (November Elections and Non-Public)
RITS
EDIS
Periodic
December Finance
Kindergarten School Readiness
Designated Agency (Due 8/31/2018)
ACCESS for ELLs (extract will be executed on November 17th)
Interchanges
Student ( & )
Special Education IEP ( )
Staff ( )
Teacher Student Data Link (Snapshot opens in February) 9

10. Open Data Pipeline Collections
11/8/2018
Open Data Pipeline Collections
Snapshots
Student End of Year for (Next Deadline 11/30/2017)
Special Education December Count
Human Resources
Student October (Final Submission 11/28/2017)
Coming Soon 10

11. Directory

12. Data Pipeline Directory
Reminder to Update School Board Membership in Data Pipeline Directory after Election Day 11/7/2017
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 12

13. Data Pipeline Directory13

14. Data Pipeline Directory14

15. Data Pipeline Directory
Directory Contact
Fax:
Questions Call 15

16. 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. 16

17. Student End of Year

18. What’s next. Student EOY – Duncan Anderson – Anderson_d@cde. state. co
What’s next? Student EOY – Duncan Anderson –
The Post-Cross LEA phase is here! Resolve remaining errors by the end of the month

19. Important Student EOY – Duncan Anderson – Anderson_d@cde.state.co.us
You can view your errors in the regular End of Year error report screens. Note SE722 and SE903 are exactly the same.
Only snapshot records that have SE722/903 errors can be updated during this phase. Other changes will require an exception be approved by Duncan
Once exceptions are created based on documentation, you will need to update your snapshot using the Snapshot Update screen

20. Important Student EOY – Duncan Anderson – Anderson_d@cde.state.co.us
Snapshot update screen:
This needs to be done after new exit types, adjustments or exceptions have been added
You can still create new adjustments as needed during this phase, so research those former dropouts!

21. Important Student EOY – Duncan Anderson – Anderson_d@cde.state.co.us
Don’t forget to review your reports! Important reports to review include graduation and dropout rates and student lists.
Signoff forms can be signed off once you’re error free

22. Questions? Student EOY – Duncan Anderson – Anderson_d@cde.state.co.us
Please contact Duncan Anderson if you have any questions

23. Student October

24. Morgan Holmgren – Holmgren_m@cde.state.co.us – 303-866-6961
Student October
Friday 15th: Deadline for requesting Alternate Count Day and FRL Variance Waiver from FAST
September
Monday 2nd: Count Day
Thursday 5th: Target for first student interchange upload
Thursday 12th: Target for error free interchange files
Thursday 19th: Target for creating first snapshot
Thursday 26th: Target for error free snapshot
October
Tuesday 7th 5pm: Soft deadline for snapshot submission
Friday 10th 5pm: Snapshot submission deadline
Tuesday 28th: Last day to resubmit snapshot
November
Morgan Holmgren – –

25. Morgan Holmgren – Holmgren_m@cde.state.co.us – 303-866-6961
Student October
Duplicate Process and Making Changes
Data is still locked
We are hoping that districts will be able to have their data unlocked later today
s will go out automatically when your data is unlocked
If you data is unlocked your will need to submit your data to CDE again
If you find students who should have their coding changed you can modify their coding now in the:
Demographic and School Association file
Even when the snapshot is locked
Morgan Holmgren – –

26. Morgan Holmgren – Holmgren_m@cde.state.co.us – 303-866-6961
Student October
Finishing the collection:
Student Profile -> Status Dashboard and click ‘Submit to CDE’
Must have LEAAPPROVER role in IDM to complete this step
Once data is submitted it will be locked, must request unlock to make changes ( or call me to request)
Morgan Holmgren – –

27. Morgan Holmgren – Holmgren_m@cde.state.co.us – 303-866-6961
Student October
Signature Page
The Student October signature page will be available to LEAs to download once CDE has run the Duplicate Process.
I will send out an to all districts once the signature page is available, please don’t print it out and get it signed until you have made sure your data is accurate, that you have no duplicates to resolve, and your data is locked for the rest of the collection.
Please send in your Signature Page by Wednesday, December 6
Or request an extension – me to get extension –
If you can please scan and the signature page rather than faxing, but faxing is still an option
Morgan Holmgren – –

28. Morgan Holmgren – Holmgren_m@cde.state.co.us – 303-866-6961
Student October
Morgan Holmgren – –

29. Student October
More Information on Student Interchange and October
Student October Resource Guide
Student Interchange Website:
Student October Website:
Questions
Contact Information:
Morgan Holmgren

30. EDAC Data Burden Survey

31. EDAC Data Burden Survey
Jan Petro
Jan Petro or Dennis St. Hilaire

32. EDAC Data Burden Survey Questions
Q: How do I know to whom to send the collections?
A: EDAC has grouped the collections by unit, so LEAs may send to similar units (i.e., Assessment, Nutrition, Special Education) Also a LAM can run an “Export All Users” query from IDM.
Q: Migrant regions work with numerous districts, should district time be included in responses?
A: Yes, the migrant region respondent should answer for all migrant- related work, including that of the multiple districts represented. Include all district-associated time within your responses following the 1 hour minimum guideline.
Jan Petro

33. EDAC Data Burden Survey
Thank you!!!
EDAC needs your participation to make our point.
Due date: Friday February 9, 2018
2 responses submitted 
Jan Petro

34. Kindergarten School Readiness Data Reporting
11/8/2018
Kindergarten School Readiness Data Reporting
Upload Slide deck, data reporting fact sheet

35. Collection Status Current Status of Collection:
Percentage of Districts with Data Uploaded: 58.79%
Percentage of Districts with Submitted Data: 43.41%
Thank you!!
Quick Reminders:
Please make sure you click “Submit to CDE”
Only need Teaching Strategies to complete report
Please don’t forget your charters!
Collection Close Date: 12/7/17
THREE weeks away!
Please try an upload if you haven’t done so yet

36. Step 1: Completing the Collection
Step 1: Please select your assessment tool
This is done in Pipeline under “School Readiness”
Video tutorial (approx. 2 min long) is linked here
Guide document with screenshots under “File Layout” on the website

37. Step 2: Completing the Collection
Step 2: Work on obtaining your file.
If using GOLD®, please ensure the following prior to downloading the Colorado Kindergarten Readiness report:
Teachers have finalized all six domains (indicated by a green circle with a checkmark)
The rating of “Not Observed” is not chosen
Schools are set up as individual sites within GOLD®
The status of finalized data in GOLD® can be checked using the Assessment Status Report in GOLD®- however, there is some lag between finalizing data and seeing it as finalized.
The Assessment Status Report in GOLD® can also be found under the “Reports” section.

38. Step 3: Completing the Collection
Step 3: Pull the Colorado Kindergarten Readiness Report in GOLD®.
Navigate to the “Reports” area.
Select the Colorado Kindergarten Readiness Report (it’s at the bottom of the “Reports” area).
Please make sure you select “School” under “Output”.
Please make sure it is saved as an .xlsx document.

39. Step 4: Completing the Collection
Step 4: Upload file into Data Pipeline.
If Pipeline will not accept your file, please check:
Make sure your file is an .xlsx file. Teaching Strategies downloads into an .txt file- you will need to save as an .xlsx for upload into Pipeline.
Please also check that you have downloaded the correct output from GOLD®. If you only have 4 columns in your Excel file, you have downloaded the “District” report. You will need to download the “School” report from GOLD®.
I know these naming conventions are confusing- just please remember to select “School” under “Output” in GOLD®.

40. Steps 5 and 6: Completing the Collection
Step 5: Submit data and sign-off form to CDE.
After you have uploaded the report and have no errors in your submission, please don’t forget to:
Click on the “Submit to CDE” button
Send in your sign-off form
Step 6: Please or call me if you have any concerns along the way!
Phone:

41. Timeline Goals for November Goals for December
Trainings/Office Hours mid-November
Training webinar from 11/8 linked here
Thursday, 11/16 from 2-3pm (Office Hours; Focus: Assessment Status Report)
Tuesday, 11/28 from 1-2pm (office hours)
Join us here:
Call in: ; Room
Goals for December
Collection Close Date: 12/7/17 (3 weeks away!)
Additional Information at website
schoolreadiness

42. School Readiness & P-3 Program Manager
11/8/2018
Contact
Emily Kielmeyer
School Readiness & P-3 Program Manager
Tara Rhodes
Early Learning Business Analyst 42

43. Special Education IEP Interchange/December Count

44. Special Education December Count Timeline
November 1st
Snapshot Opens
November 16th
Upload IEP/Staff Interchange at least once
December 1st
Official Count Date
December 14th
Snapshot Created
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
Kristi Gleason –

45. Special Education IEP/DEC Status
CHILD
61 of 65 Administrative Units have uploaded a file
PARTICIPATION
60 of 65 Administrative Units have uploaded a file
Upload Child file and then the Participation file.
DECEMBER COUNT SNAPSHOT
Staff
17 AUs have Staff data included in their Snapshot
Student
26 AUs have Student data included in their Snapshot
Kristi Gleason –

46. December 21st – Interchange Error Free
If you think you may have trouble meeting this important date requirement and have done as much as you can, call the Special Education Team around the week of the 11th to make arrangements for individual technical assistance support.
Kristi Gleason –

47. Kristi Gleason – gleason_k@cde.state.co.us 303-866-4620
Upcoming Trainings
To join:
Call in number:
Training
Date
Time
December Count
Monday, November 13, 2017
10:00 am – 11:00 am
Technical Assistance around the 11/16/2017 Interchange Upload Requirement
Staff Interchange
Tuesday, November 14, 2017
2:30 pm – 3:30 pm
Jennifer Simons and DSU offering office hour around the new Demonstrate In-Field Status fields
Tuesday, November 28, 2017
December Count Office Hours
Tuesday, December 19, 2017
Technical Assistance around the 12/21/2017 IEP/Staff Interchange Error Resolution Requirement
Tuesday, January 16, 2018
1:00 pm – 2:00 pm
Technical Assistance Around Snapshot Completions, Review Reports, Duplicates
Tuesday, February 6, 2018
Technical Assistance Around Final Steps toward Collection close 02/15/20148
Kristi Gleason –

48. Kristi Gleason – gleason_k@cde.state.co.us 303-866-4620
Bugs
Licensure - it may take us a bit to research SAM and ESSA possible issues.
CDE is working on a
CDE is continuing to work on a number of improvements and modifications to the Staff Approval Matrix Reports and Processes
Updating messages and/or creating new ESSA business rules.
If a teacher is in a Schoolwide school they MUST have a valid license - Error
Kristi Gleason –

49. Staff Approval Matrix - WARNINGS
Warning Code
Message
Steps to correct
DC208
Staff reported in this Job Class Code do not hold a valid license as of the collection date of December 1st.
Please see the SAM: Certified Staff Report for additional details.
DC209
Staff reported in this Job Class Code is required to hold an appropriate endorsement for the assignment.
DC210
Staff reported in this Job Class Code do not hold an appropriate endorsement for the majority (50% or more) of student disabilities in the caseload.
Please see the SAM: Caseload Summary Report for additional details.
DC211
SAM Warning - SAM Warning - Staff reported in this Job Class Code is required to hold a valid CDE license. The reported EDID does not yield any results in the licensing data base.
Kristi Gleason –

50. License Issues
You may see ESSA Errors and SAM Warnings relative to License and Endorsement Issues. The SAM 1.5 Report may help you identify what the issue is along with checking in the licensure database. Pay attention to JCC, Administrator/Instructional Area Code, and Teaching Subject Area Codes.

51. New Validity Checks - Staff
Data Element Name
Error/ Warning Code
Message
EMPLOYMENT_STATUS
DC223
The only allowable Job Class Codes for Interns are: 211, 231, 233, 234, 235, 236, 237, 238, 242.
OVERALL_RATING_TEACHER
DC230
Staff reported as Purchased Services (employment status code 23) must be reported with an overall teacher rating of 00 for N/A.
DC232
This school is listed with an evaluation waiver. Staff reported at this schools should either report 00 for N/A in the Teacher/SSP Overall Rating or a valid code of 01, 02, 03 or 04.
The code 07 for teacher/SSP overall rating must only be used under circumstances where the teacher/SSP was deemed to have an inaccurate rating through the course of a review, grievance, or appeal process. The number of records submitted exceeds 10. If teacher/SSP evaluation data are reported correctly, please contact the Educator Effectiveness office at for an exception and include a detailed explanation in your message.
HIGHEST_LEVEL_EDUCATION_COMP
DC233
The subject area of degree 1, 2 or 3 does not match the teaching subject area reported for this teacher. Without this, the 'Demonstrates In-Field Status 1' cannot be reported with code 02 for Degree in Subject Area. Either update the reported Subject Area of Degree 1, 2 or 3 fields in the Staff Profile file or update the 'Demonstrates In-Field Status 1' field to a different code (03=36 Semester Hours; 04=Passed Exam; or 05=Out of Field; or 06=HQ via 24 Semester Hours).
TEACHING_SUBJECT_AREA
DC234
A matching endorsement for the teaching subject area code reported was not found for this teacher in the licensure database. Without this, the 'Demonstrates In-Field Status 1' cannot be reported with code 01 for Subject Area Endorsement on Teaching License. Please update the field 'Demonstrates In-Field Status 1' to another code (02= Degree; 03=36 Semester Hours; 04=Passed Exam; 06=HQ via 24 Semester Hours or 05=Out of Field).
DC235
The subject area of degree 1, 2 or 3 does not match the teaching subject area reported for this teacher. Without this, the 'Demonstrates In-Field Status 2' cannot be reported with code 02 for Degree in Subject Area. Either update the reported Subject Area of Degree 1, 2 or 3 fields in the Staff Profile file or update the 'Demonstrates In-Field Status 2' field to a different code (00=N/A, 13=36 Semester Hours; 14=Passed Exam; or 16=HQ via 24 Semester Hours).
EDID
DC236
Warning: There is not a corresponding Student Snapshot record at the same school with this edid.

52. New Validity Checks - Student
Data Element Name
Error/ Warning Code
Message
SERVICE_PROVIDER_PRIMARY_EDID
DC224
If Pupil's Attendance Information Code is any of the following codes , Primary Service Provider EDID is required and cannot be zero-filled.
DC225
The following students have a Primary Service Provider Edid reported that is not included in the Staff Snapshot. Please verify if the staff has an error free record at the Interchange.
SERVICE_PROVIDER_SECOND_EDID_1
DC226
The following students have a Secondary Service Provider Edid 1 reported that is not included in the Staff Snapshot. Please verify if the staff has an error free record at the Interchange.
SERVICE_PROVIDER_SECOND_EDID_2
DC227
The following students have a Secondary Service Provider Edid 2 reported that is not included in the Staff Snapshot. Please verify if the staff has an error free record at the Interchange.
SERVICE_PROVIDER_SECOND_EDID_3
DC228
The following students have a Secondary Service Provider Edid 3 reported that is not included in the Staff Snapshot. Please verify if the staff has an error free record at the Interchange.
SERVICE_PROVIDER_SECOND_EDID_4
DC229
The following students have a Secondary Service Provider Edid 4 reported that is not included in the Staff Snapshot. Please verify if the staff has an error free record at the Interchange.
DC235
The student's primary service provider Edid does not have a corresponding Staff Snapshot record at the same school.
DC236
The student's first secondary service provider Edid does not have a corresponding Staff Snapshot record at the same school.
DC237
The student's second secondary service provider Edid does not have a corresponding Staff Snapshot record at the same school.
DC238
The student's third secondary service provider Edid does not have a corresponding Staff Snapshot record at the same school.
DC239
The student's fourth secondary service provider Edid does not have a corresponding Staff Snapshot record at the same school.
For Staff reported at School Code 9980 you may ignore this warning.

53. Thank you for joining us today!
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)
Lauren Rossini (303) (Staff Approval Matrix)
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!

54. Human Resources Snapshot

55. HR Timeline by Month November 1st: Snapshot Opens
16th: Interchange Files uploaded at least once
December
1st: Official Count Date
14th: Snapshot created at least once
21st: Interchange files error free
January
18th: Snapshot created at least twice
18th – 26th: Review Special Ed data reports and Assist with special education duplication process as needed
February
8th: Snapshot error free
8th – 15th: Review reports
15th: Snapshot must be finalized on or before this date

56. Demonstrates In-Field Status Review
Webinar training held Tuesday
Power point slides and recording will be posted at: under ‘Trainings’
Teacher Qualifications Under ESSA Website:
Contact: Jennifer Simons: or

57. Reporting Combinations
Demonstrates In-Field Status 1
Demonstrates In-Field Status 2
01 (Subject Area Endorsement on Teaching License)
00 (N/A),
12 (Degree),
13 (36 Semester Hours),
14 (Passed Exam) or
16 (HQ via 24 Semester Hours)
02 (Degree, BA or higher)
03 (36 Semester Hours in Subject Area)
04 (Passed Exam in Content Area)
00 (N/A) or
06 (Highly Qualified) via 24 semester hours in subject area)
00 (N/A)
05 (None (teacher is out of field))

58. HR200
Error Message: A matching endorsement for the teaching subject area code reported was not found for this teacher in the licensure database.
Current issue with licensure status- systems have a delay that we are trying to get corrected
If educator does have matching endorsement on an active license, you may disregard this error while we get the systems aligned

59. HR201 If teacher does not have degree in teaching subject area:
Error Message: The subject area of degree 1, 2 or 3 does not match the teaching subject area reported for this teacher. Without this, the ‘Demonstrates In-Field Status 1’ cannot be reported with code 02 for Degree in Subject Area…
If teacher does not have degree in teaching subject area:
Update the Demonstrates In-Field 1 Status code
If teacher has degree in teaching subject area…
Report matching subject area of degree in Staff Profile file for their record
Report highest level of education with code 16 or higher (BA or above)
Be sure teaching subject area and subject area of degree are matched in the ESSA crosswalk 03
36 semester credit hours in subject area 04
Passed State Board of Education approved content exam in subject area 06
Highly Qualified via 24 semester hours in subject area 05
None (teacher is out of field)

60. HR202 If teacher does not have degree in teaching subject area:
Error Message: The subject area of degree 1, 2 or 3 does not match the teaching subject area reported for this teacher. Without this, the ‘Demonstrates In-Field Status 2’ cannot be reported with code 12 for Degree in Subject Area…
If teacher has degree in teaching subject area…
Report matching subject area of degree in Staff Profile file for their record
Report highest level of education with code 16 or higher (BA or above)
Be sure teaching subject area and subject area of degree are matched in the ESSA crosswalk
If teacher does not have degree in teaching subject area:
Update the Demonstrates In- Field Status 2 code 00
N/A – no other method applicable 13
36 semester credit hours in subject area 14
Passed State Board of Education approved content exam in subject area 16
Highly Qualified via 24 semester hours in subject area 15
None (teacher is out of field)

61. HR208
Error Message: If job class code is 206 OR if school is SW and job class code is 201 THEN there must be a valid license associated with the SSN in the licensure table. If not, then error.
Currently- this error is occurring for all teachers without a license. This item is being addressed and should be fixed soon

62. Resources Human Resources Snapshot information:
Annette Severson:
Reminder: Thanksgiving week (November 20th – 24th)
I will be out of the office and unavailable.  I will assist with the staff interchange and/or human resources snapshot upon my return on Monday, November 27th. 

63. Pre-ID Pull for Assessment

64. Student Assessment Data Cycle
Pre-ID Extract
Student Testing
SBD Review
Results Release
Pre-ID Extract
Districts update student data for October count in Data Pipeline
CDE downloads October count data from Data Pipeline
CDE submits data to vendor system
Assessment ∙ Melissa Mincic ∙ or

65. Assessment ∙ Melissa Mincic ∙ mincic_m@cde.state.co.us or 303-866-6281
SBD Review Timeline*
Assessment
Data Source
Dates
ACCESS for ELLs
October count snapshot file
11/09/17
CMAS*
CO SAT/PSAT 10
DLM
October count final file
12/17
*A new feature in PAnext will allow districts to upload a file with all data for student transfers
between districts for CMAS and CoAlt science/social studies versus complete the
transfer online individually.
Assessment ∙ Melissa Mincic ∙ or

66. Thursday, November 30th, 2017 9 a.m.-10 a.m.
Thank You
Next Town Hall:
Thursday, November 30th, a.m.-10 a.m.