1. Data Pipeline Town Hall September 8th, 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
11/14/2018
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
Use Summary on Interchange Documentation
Data Pipeline Survey Results
RITS
Student Interchange
Student End of Year
Student October
Special Education End of Year
Staff Interchange
SBD Pre-ID Data Pull

7. Introductions 7

8. Open Collections in Data Pipeline8

9. Open Data Pipeline Collections
Year Round
Directory
RITS
EDIS
Periodic
December Finance 9

10. Open Data Pipeline Collections
11/14/2018
Open Data Pipeline Collections
Snapshots
Student End of Year
Teacher Student Data Link
Special Education End of Year
Student October
Human Resources Staff Interchange
Special Education December Count IEP and Staff Interchange
Coming Soon
ACCESS Pre-ID 10

11. Questions?
Phones will be unmuted for a moment and questions can be asked.
If you prefer type in your questions in the chat box. 11

12. Use Summary on Interchange Documentation12

13. Use Summary New portion of Interchange Documentation requested by EDAC13

14. Town Hall Survey Results14

15. Q1: Do you believe the frequency of Town Hall weekly is…15

16. Q2: How often would you prefer Town Halls to be held?
11/14/2018
Q2: How often would you prefer Town Halls to be held? 16

17. 11/14/2018
Q3: Do you feel it’s still necessary to receive the information presented during Town Hall on a weekly basis?
Fairly equal divide between hosting Town Halls weekly and bi-weekly Weekly Absolutely! Stay on top of it. Repetition can be helpful New respondents in particular appreciate the weekly frequency Updates, changes to the collections, notice of things that may not be working properly, when something is due Bi-Weekly A lot of it is repetitious from week to week Send out information covered prior to webinar Typically receive collection information from leads. Other At certain times of the year – not every Town Hall is applicable to everyone 17

18. Q4: Why do you tune into Town Hall?
11/14/2018
Q4: Why do you tune into Town Hall?
Almost all data collections are covered
Some respondents handle everything and need to get information for a number of collections
Stay on top of deadlines, bugs in the system, pertinent information
Appreciates others asking questions they may have
Likes that recordings are available to listen to at a later date
Anything related to HR/Anything READ/TITLE 1
Good information and communication tool for districts
A number of responses relayed they don’t attend the Town Halls due to conflicts and getting information from collection leads
Tune into hear a number of experts
Expected to tune in
FOMO
Quality of the information 18

19. Q5: Do you typically get updates for a collection from…
11/14/2018
Q5: Do you typically get updates for a collection from… 19

20. 11/14/2018
Q6: Do you feel there is an opportunity during Town Hall to participate by asking questions?
100% - huge margin
Some folks hold back asking as they don’t want to be identified as not knowing the information
For the most part yet when something is a little controversial it is often hard to get a straight answer
Appreciated adding time at the end of each section to ask questions
Following up on responses in the chat and the presentation is challenging
Yes but sometimes it’s the same people asking the same questions complaining about the same issues
Prefer to speak to someone directly 20

21. 11/14/2018
Q7: Is there anything else you would like to tell us about Town Hall? What works well? What could be improved upon?
Generally the Town Halls are well received
Technical
Frustration around some of the on-going technical issues with the webinar – including hearing the speakers
While it’s gotten better, the frustration around participants not muting their phones when the webinar is open for questions.
Format of the Town Hall
Some speakers speak too long on a particular subject. 10 minutes should be the top with a better balance of time for each subject
Districts would like more departments to participate (e.g. assessment)
Having the Town Hall bi-weekly would be an improvement
A couple of respondents would like the time to be later in the day 21

22. 11/14/2018
Q7: Is there anything else you would like to tell us about Town Hall? What works well? What could be improved upon?
General
Most of the understandings of a collection come from Town Halls where there is participation
Some LEAs don’t attend as there is a lot of information that is not pertinent to their job and they can get the information they need outside of TH’s
Given the repetition factor, bi-weekly would is preferable
Confusion after tuning in which can be frustrating
Special Education specific meetings are preferred to the Town Hall
Town Halls can’t substitute for collection content contained in collection specific trainings but serve as helpful reminders for certain elements of a collection like timelines and status of bugs
A handful of disgruntled folks often overtake the webinar which discourages others form providing feedback 22

23. 11/14/2018
Q7: Is there anything else you would like to tell us about Town Hall? What works well? What could be improved upon?
Ideas for Improvements
As a new person, a step by step Town Hall document would be helpful
When a participant does ask a question, have the presenter repeat the question prior to answering it.
It would be great if a question is asked in the chat box to have the response in chat too
Given the number of hats respondents where it would be nice to receive the power point ahead of time
Consider the audience and screen the presentations to ensure information provided is relevant
Ensure what is presented aligns with documentation around the subject matter. When in conflict correct the documented information 23

24. Town Hall Survey
Thank you EVERYONE who took the time to complete the survey
The information provided is very helpful for us at CDE and across the state to get a better idea of what is working and what can be improved upon
We will take your suggestions and feedback back for reflection. 24

25. Questions?
Phones will be unmuted for a moment and questions can be asked.
If you prefer type in your questions in the chat box. 25

26. RITS 26

27. RITS Do’s To expedite SASIDS remember to:
Include middle names in submission-this is very important!!!
Ensure information is complete and accurate
Train registrars and school secretaries to accurately input data
Use Match Tool for large submissions
If using RITS Web check to see if student already has SASID number
Use “NMN” if there is truly no middle name
Call Genevieve if you have any questions or are unsure about anything
RITS-Genevieve Hale or

28. RITS
Don’ts
Do not upload the same students over and over. Duplicate submissions have to be manually closed out and cause significant delays.
Do not use initials for middle names
Do not send Personally Identifiable Information over unsecured
Do not use student nicknames or non-legal names
No periods in any of the fields in RITS
RITS-Genevieve Hale or

29. RITS Other Useful Information
When inputting LASIDS into RITS Web start with LEA number as this helps to track students moving from district to district.
When inputting LASIDS into Pipeline, use 10 digits (usually student ID number) and zero fill any additional digits if there aren’t 10 digits in the student ID. Pipeline will append the district’s code to the front.
It’s imperative to use legal documentation for names in RITS as this keeps the information accurate for funding and state reporting purposes. Plus this helps with tracking students from district to district. Preferred names should not be used for state reporting purposes.
Updated RITS documentation and RITS enhancements coming next week!!!
RITS-Genevieve Hale or

30. RITS
Finally…
Submissions for SASIDS are really picking up so it may take a few days for a SASID to be issued. If there are outstanding cases in review after several days and you haven’t been contacted, please contact Genevieve as more information is probably needed to process the request.
You may need to send an as voic tends to fill up rather quickly 
Other Data Services staff will be helping out to process SASIDS in the upcoming weeks
Any questions???
RITS-Genevieve Hale or

31. Questions?
Phones will be unmuted for a moment and questions can be asked.
If you prefer type in your questions in the chat box. 31

32. Student Interchange 32

33. 11/14/2018
Student Interchange
Student Interchange Files are now available
Please make sure that if you are uploading for to select the correct year
Pipeline defaults to
Please make sure to use the new formats if uploading for 16-17
A full Student October calendar can be found at:
Student Interchange file layouts are here:
33 Student Interchange/October— Morgan Holmgren —

34. 2016-2017 Student Interchange Changes for this year: REMOVED:
11/14/2018
Student Interchange
Changes for this year:
REMOVED:
Student address, phone, and fields – DEM file
Refugee field – DEM file
Colorado Continuously Enrolled – SSA file
Date Most Recently Enrolled in US – SSA file
New field: Date First Enrolled in US
New fields: Gifted and Talented flags
New code: Post Secondary Program
New code: Public School Finance Status
34 Student Interchange/October— Morgan Holmgren —

35. Questions?
Phones will be unmuted for a moment and questions can be asked.
If you prefer type in your questions in the chat box. 35

36. STUDENT OCTOBER 36

37. 2016-2017 Student October Student October Count Day
11/14/2018
Student October
Student October Count Day
Wednesday October 5, 2016
Count Date
Count Window
Five Day School Week
Wednesday, October 5
Wed., Sept Wed., Oct. 12
Four Day School Week (Mon.-Thurs.)
Tues., Sept Thurs., Oct. 13
Four Day School Week (Tues.-Fri.)
For Preschool Program Using the Nov. 1 Pupil Enrollment Count Date
Tuesday, November 1
Tues., Oct Tues., Nov. 8
37 Student Interchange/October— Morgan Holmgren —

38. Student October
Thursday 15th: Deadline for requesting Alternate Count Day and FRL Variance Waiver from FAST
September
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
38 Student Interchange/October— Morgan Holmgren —

39. 2016-2017 Student October Data Pipeline Trainings
11/14/2018
Student October
Data Pipeline Trainings
There will be a training for first year Student October Respondents
Date and Time will be forthcoming
The first Student October Office Hours will be
Wednesday September 21, 2016, 3pm – 4pm
39 Student Interchange/October— Morgan Holmgren —

40. Student October Questions
11/14/2018
Student October Questions
Questions?
If you have any questions specific to your district please or call at:
Audit Related Questions
Rebecca McRee /
40 Student Interchange/October Morgan Holmgren

41. Questions?
Phones will be unmuted for a moment and questions can be asked.
If you prefer type in your questions in the chat box. 41

42. Student End of Year 42

43. 11/14/2018
End of Year Schedule
Final submission deadline is next week Thursday, Sept 15th
Please make sure you’ve resolved interchange levels prior to creating a snapshot
Ask questions and request exceptions in advance of the deadline
Errors on the interchange level? Please see for more information
Errors on the snapshot level? Please see for more information
Student End of Year — Duncan Anderson —
43 Student End of Year — Duncan Anderson —

44. Exception Requests
Load your exception files into your Student Syncplicity folder in my.syncplicity.com
Send an when the file has been uploaded.
An will be sent back once the exceptions have been loaded.
Please let me know if you need access to your districts Syncplicity folder or more instructions on how to use it.
44 Student End of Year — Duncan Anderson —

45. Cross LEA warnings
Cross LEA warnings have been introduced to the regular process SE700’s and SE800’s
We’ve moved forward warning that traditionally trigger during the cross LEA phase so that districts can work on them during the regular process
These are preliminary warnings based on data submitted by other districts.
Warnings in this range can allow you to get a jump start on Phase II and III of the collection.
Trainings in the beginning of September will provide more information about Phase II and III of the collection.
45 Student End of Year — Duncan Anderson —

46. Cross LEA errors
Several of the SE700 level warnings in the regular process will be elevated to errors in the cross process
Warnings SE702, SE703, SE704, and SE706 will become errors requiring resolution by districts.
Resolving these errors will improve a districts completion rates and ensure more accurate reporting.
Districts will need to work together to resolve error SE702. This error identifies duplicate completers. Please determine which district should be responsible for this completion and have the other district exit the student with a 13.
46 Student End of Year — Duncan Anderson —

47. Cross LEA and Post Cross LEA Trainings
Tuesday, August 30th, 10:00-11:00 am
Thursday, September 1st, 10:00-11:00 am
Wednesday, September 7th, 9:00- 10:00 am
Wednesday, September 21st, 9:00- 10:00 am
Please connect to and call in
Note that all of the trainings will cover the same material. Please choose the one that fits best for your schedule
New respondents are highly encouraged to attend.
47 Student End of Year — Duncan Anderson —

48. Title I Interchange Donna Morganstern 303.866.6209
2 Collection Periods
October Count 2015
Submit students in TA schools who already have, currently are, or will receive Title I services or resources in the current year
Take care to report for the current year by making sure the pull-down menu indicates
End-of-Year and Federal CSPR Reporting
Submit any additional students in TA schools who received Title I-funded services/resources after October Count or any time throughout year and specific resources they received
Data will be pulled when EOY snapshot is taken.
Use the pull-down menu to make sure these are going in as data
Title I Interchange Donna Morganstern 48

49. Title I Interchange for End-of-Year
Update and make sure that any additions during the rest of are included
Include any student who received services paid with TA Title I resources any time during , even if student left school/district or services were stopped
Title I Interchange & EOY webinars:
Wednesday, September 7th, 2-3 p.m.
Friday, September 9th, a.m.
Title I Interchange Donna Morganstern 49

50. Questions?
Phones will be unmuted for a moment and questions can be asked.
If you prefer type in your questions in the chat box. 50

51. Special Education End of Year51

52. Special Education EOY – What’s Left?
11/14/2018
Sept. 7 – All exception requests due to CDE by this date
Sept. 12 – Interchange and Snapshot errors resolved
Sept : Initial Report Review
September
Sept : Resolving duplicates
Sept Oct. 5: Report Review
October 6 - Final submission and signed reports due
October
Special Education EOY - Lindsey Heitman - 52

53. Special Education EOY - Error Free Next Week!!!
Wednesday Sept. 7, 2016
Date by which all Exception requests must be received by CDE to allow sufficient time for processing.
All exception requests ed to CDE
Monday Sept. 12, 2016
Date by which all Interchange and Snapshot errors must be resolved. Generate your complete Special Education EOY Snapshot by passing all Interchange and Snapshot validations in preparation for duplicate checks.
All data records needed for the Special Education EOY Snapshot should be submitted and passed Interchange (level 1) and Snapshot (level 2) edit validations.
All data records needed are included in file
IEP Interchange errors resolved
Special Education EOY Snapshot errors resolved
Monday Sept. 12- Friday Sept. 16, 2016
Report Review Week. This is an opportunity to review your reports in detail and make any data corrections you deem necessary to ensure you are reporting valid and reliable data. Be sure to review your EXIT DATA in order to minimize duplicate reporting of student records by more than one AU.
Exit information has been double-checked, verified, and data records contain up-to-date exit information
Friday Sept. 16, 2016
Date by which all changes are identified and fixed and a complete error-free Special Education EOY Snapshot has been created in preparation for the duplicate checks.
Any changes identified by the Administrative Unit during data review must be resolved by this date (data corrected in file, resubmitted and passed all edits).
Reports have been reviewed to verify that the data are valid and reliable and represent an accurate account of all students the AU is responsible for.
*Duplicate Checks begin on Monday, September 19th*
Special Education EOY - Lindsey Heitman - 53

54. Special Education EOY- Data Checks
Do you have all the little ones your AU evaluated for Part C Services reported (path 1)?
Check Report #2 Number of Children Referred for Part C Evaluations
Reimbursement $ distributed for these records
Do you have any duplicate records with another AU?
The SY260 Warning will help identify these records
Do you have all your exits from Special Education in your AU reported?
Review report #5 Number of Students Exited by Disability and Discrete Age to verify all exits are making it into your Pipeline file
TIP: Compare exit data with your district data respondent 54

55. Date Review Check for Path 2 records (Indicator 12)
Part C to B transition kids – referred from Part C services to Part B Special Education Services and started receiving services on an IEP within this reporting period.
Detention Center kids (reported by AU where Detention Center is located)
Facility kids (reported by AU of residence-PAI code of 22)
Check WARNINGS 55

56. Detention Center Students
Be sure to report students attending a Detention Center located within your Administrative Unit or run by your AU.
These AUs have a Detention Center:
01040
30011
16010
(located in but run by 21020)
64143
39031
51010
62060 56

57. Next Steps 9/19 – 9/28: Duplicate Checks
CDE will run duplicate checks on all AU records and then notify you of any duplicates that need to be fixed.
You should receive the by Wednesday 9/21 (if not sooner)
All changes need to be made and errors cleared by Wednesday September 28
Final Report Review
September 28 – Oct 5
Final snapshot submitted to CDE and signed reports uploaded to the Data Management System by Thursday October 6 57

58. Special Education EOY: Questions?
Special Education EOY contact information Lindsey Heitman – (Primary contact) Kristi Gleason – Orla Bolger – *Please remember to include your AU #, Error code #, and phone number if possible. Thanks. 58

59. Staff Interchange 59

60. Timeline Interchange is now open
Human Resources and Special Education December Count have separate timelines posted:
(both are under Additional Resources) 60

61. Trainings General Trainings: Q and A sessions:
Tuesday, September 13th from 11:00 to 12:00 pm
Tuesday, September 27th from 10 to 11 am
Tuesday, October 25th from 1 – 2 pm
Q and A sessions:
Thursday, December 1st from 2:30 to 4
Tuesday, December 13th from 1 to 2:30 pm
Webinar URL:
Webinar Phone: 61

62. Resources http://www.cde.state.co.us/datapipeline/inter_staff
File layouts and definitions
Business rules
Templates
Additional Resources:
Summary of Updates
Timeline (HR and Special Ed Dec Count)
Personnel Form 62

63. Contact Information
Annette Severson
Kristi Gleason 63

64. SBD Pre-ID Data Pull 64

65. SBD Pre-ID Data Pipeline Pull
CDE will pull data from Data Pipeline
ACCESS for ELLs general/alternate – Approximately 11/10
All other assessments – Approximately week of 12/12-12/16
SBD manual:
Questions?
Melissa Mincic
Jasmine Carey 65

66. Thursday, September 15th, 2016 9 a.m.-10 a.m.
Thank you for joining us today!
Next Town Hall:
Thursday, September 15th, a.m.-10 a.m. 66