1. Data Pipeline Town Hall January 7, 2016
Happy New Year!
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
11/16/2018
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
Special Education December Count
Human Resources
Student October
Student End of Year
Non-Public Directory
Directory (Board Membership)
SBD/PreCoded Id
Course Codes 6

7. Introductions 7

8. 11/16/2018
Vendor Update
I’m Linda Lamirande and I am your contact person for the 11th Grade Alternate.

9. Colorado PowerSchool Users
6th Annual PS User’s Conference
Date: Thu, Jan 21 and Fri, Jan 22, 2016
Time: 8:00 AM – 4:00 PM each day
Location: Cherry Creek School District, Centennial, CO
Cost:
Early Bird Rate – One day: $150 per person, Two days: $175 person
Rate increases December 15th. Regular registration rate – One day: $200 per person, Two days: $225 per person.
*Groups of 3 or more enter the discount code PSGROUP at checkout for $25 off per person. 
Registration: Deadline: January 15, 2016
To Register: Coloradoleague.org>Calendar>Jan 21

10. Open Collections in Data Pipeline10

11. Open Data Pipeline Collections
Year Round
Directory
Continue to send in Non-Public student counts.
Reminder after the election of Thursday, November 3rd to update your School Board Membership if there were any changes.
RITS
EDIS
Periodic
Finance (February 28th 2016)
SBD Pull for CMAS: PARCC and Science & Social Studies (December 18th 2015) 11

12. Open Data Pipeline Collections
Snapshots
Special Education December Count
Human Resources 12

13. Special Education
December Count 13

14. What’s on the horizon
Due Date
Special Education Timeline
Monday
January 11th, 2016
All Staff and student data included in the interchange files and error free at the interchange level.
Wednesday
January 13, 2016
Date by which you must have generated your Complete Special Education December Count Snapshot dataset by passing all Interchange and Snapshot validations in preparation for report review.
Complete December Count Snapshot. All Special Education December Count records are submitted and have passed all Interchange and Snapshot validations.
All required fields are reported.
Thursday
January 14, 2016 – Thursday
January 21, 2016
Snapshot Report Review - STAFF and STUDENT. This is your opportunity to review reports in detail and make any data corrections you deem necessary to make sure you are reporting valid and reliable data. 
In order to move onto the next phases of the collection, be cognizant of other’s efforts, and meet strict federal reporting deadlines it’s imperative a complete snapshot is created by end of day on January 13th. 14

15. Age to Grade Exceptions
If you have Age to grade exceptions you’ll need to get those in well before January 13th to ensure you are error free by that date.
You may find the exception template under Snapshot Special Education December Count Additional Resources. (DC104) 15

16. Exceptions
under Additional Links
Error Code
Error Type
DistrictCode
AdminCode
SchoolCode
GradeLevel
Sasid
Edid
Disability
Comments and Explanation
DC104 E
12345
080 10
EXAMPLE: Student is 18 years old in 11th grade, grade level is reflective of credits earned, or, student was detained in grade 6 twice.[Be sure to include student Age and details of grade placement.] 16

17. Special Education Director/ Child Find Coordinator
The Exceptional Student Services Unit has asked that the warnings stating you don’t have a Special Education Director or Child Find Coordinator become an error requiring an exception (DC033 and DC043)
If you have this scenario and receive one or both of these errors, you will need to send us a justification through the exception template in order to clear the error. 17

18. Report Webinar Date: January 14th Time: 1pm-2pm
For whom: AU directors and data respondents
Where: Adobe Connect web address:
Call-in number:
What: December count produces a number of important reports (e.g., indicator-related reports, funding-related reports). In this webinar, we will discuss tips on how to best utilize these reports: which reports need extra attention, which reports need sign from AU directors, and which reports are due when. We will also discuss the newly developed Reports Checklist. We created the checklist given the feedback from the field. It’s our hope that the checklist will help you organize the reports and increase efficiency during the submission. 18

19. (Contract Days) x (Hours/Day)
FTE
Mode Contract Days/Hours per Day by Job Class Category*
Provides Mode Contract Days per job classification category
Provides Mode Hours per Day by job classification category
Both of these numbers are used to determine FTE
FTE Calculation:
(Contract Days) x (Hours/Day)
(Mode Contract Days) x (Mode Hours/Day) 19

20. MODE Contract Days Report
The Mode Contract Days and Hours Per Day by Job Classification Category Report will help you with the FTE calculation
The report is broken down by district and job classification category
Where there is an asterisk in the report state totals are used. (State figures used since district mode is less than acceptable minimum – 140 contract days and 6.5 hours per day) 20

21. Highly Qualified
Lack of evidence supporting a highly qualified status will result in an error for Title 1 school records and a Warning for Non-Title 1 Schools
For Additional Information Contact:
Jennifer Phillips Simons 21

22. Error Reports
When you are researching errors pay close attention to the records receiving the errors in the report.
Are there elements in the record that don’t reflect the latest file you submitted? Perhaps you may need to recreate a snapshot.
Are there duplicate records there that you shouldn’t be seeing? Is the district and AU reporting the same data? Are there records that were uploaded under a different role that may need to be removed? 22

23. Caseload Business Rules Staff
DC19
Message: Job Classification Codes 202 and 238 must have a student caseload.
DC20
Teaching grade level must be an EXACT match to the grades of the students reported on the caseload.
DC191
Message: These staff have 1st graders on the student side, but 1st grade is not marked yes in the snapshot, please verify the assignment record is included in the snapshot and has 1st grade marked
Logic: If an EDID is associated with a 1st grader on any of the provider fields in the participation file there must be a detail record for the staff with 1st grade marked as 1 (yes). Student record marked with 1st grade must make it to snapshot. DC
Same as DC191 for each grade level 23

24. Caseload Business Rules Student
DC114 – For all students, at least one provider must have a job class code of 202 or 238
The system looks at the Student Included Report and then goes out to the Staff Included reported to ensure that the EDIDs reported in the Participation file in one of the provider fields is either a 202 or a 238
DC115 – The Student grade level being reported are not consistent with the reported grade range of the associated staff
In other words the grades for student and associated staff need to be consistent
These two rules are inter-related. We are working on a
modification to the message for DC115 to help direct you back to
DC114 issue of not reporting a 202 or a 238 24

25. Caseload Business Rules Student
DC221:
Message: The following students have no staff reported in the snapshot, please verify your interchange data and errors to be sure the staff records are included in the file and error free at the interchange
Logic: Provider EDID reported on December Student Snapshot records does not appear in December Staff Snapshot. 25

26. Staff Caseloads
ALL staff reported as Teachers (Job Class Code 202) or Speech Language Pathologists (Job Class Code 238) MUST have a student caseload (SSN must be reported in either the primary provider/service coordinator or secondary provider field of at least one student record).
Two ways to report:
Method A – Exact Caseload Grade Match
Most accurate (preferred method)
Grades selected on staff record must exactly match the grades of the individual students on the caseload
Method B – By Elementary/Middle/High School Grade Range
Should be used for staff who serve a particular school building
Grades selected on staff record must cover the entire grade range and may not include any grades not specified in the range.

27. Staff not assigned to specific elementary or secondary setting
Administrative staff who are not assigned to a specific elementary or secondary setting and who are reported with the following Job Class Codes:
102, 104 (SPED Director/Assistant Director)
320, 322, 344 (Accountant, Admin/Executive Assistant, Personnel Officer)
380, 381, 382 (Computer Technology)
(Office/Administrative Support)
Must be reported as:
School Code = ‘9980’ – District Wide
Grades K-12 = ‘1’ – Yes

28. Tips/Hints
Before researching Caseload Match Errors be sure the following criteria is met please
All records that are to be reported are reported
All records are error free at the interchange
All records meet the Special Education December Count Snapshot criteria for student and staff.
Ensure there are no records in the Pipeline report “Records Not in Dec.”
All interchange files (IEP, Staff, Student) have successfully uploaded before you created a snapshot.
Data in the snapshot accurately reflects the latest data reported. 28

29. Contact information
Kristi Gleason (303) Lindsey Heitman (303) Orla Bolger (303) S Include District # and Administrative Unit # Phone Number in your Subject of the (This information helps us so much upfront – thank you!) Communication to the field will be provided on an as needed basis to keep folks up to date on bugs and other matters! 29

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. Human Resources 31

32. Schedule NEXT WEEK: Monday, January 11th Wednesday, January 13th
Interchanges must be error free
Wednesday, January 13th
Snapshot must be error free
Only exception would be errors related to licensure status 32

33. Current Defects Licensure Status inaccurate
HR077 – causing an error when code 05 is used 33

34. Licensure Status Issue Impacts
HR058: This Title I teacher is marked as Highly Qualified for Assignment, yet evidence of the valid teaching license is missing. ..
HR094: This teacher is marked as Highly Qualified for Assignment, yet evidence of the valid teaching license is missing. ..
HR106: All Title I teachers (jobclass code 206 or assigned in a Title I school wide building) must have a valid Colorado teaching license or waiver. 34

35. Other HQ Edits
All other HQ edits are working properly and can be corrected at this time:
For assistance with these errors/warnings, please reference the full message and the Highly Qualified Edits and Reporting Fields Training slides at:
HR059
HR095
HR103
HR060
HR096
HR104
HR061
HR097
HR105
HR062
HR098
HR063
HR099 35

36. Tips/FAQs
Create a new Human Resources snapshot to reflect any updated staff interchange file data
It can take an hour for the EDID information to be in sync with any updates in EDIS
Wait to work on any FTE related errors until you have confirmed ALL records are included in the snapshot
HR092 is reviewing all records for the same EDID, may only display one of those records though 36

37. (Contract Days) x (Hours/Day)
FTE Issues
Job class code, hours per day and contract days are all used to calculate FTE
Mode Hours Per Day and Mode Contract Days by job class category is provided in a cognos report
Calculation is (based on per record):
(Contract Days) x (Hours/Day)
(Mode Contract Days) x (Mode Hours/Day) 37

38. Additional Assistance Needed?
Please contact me at
Volume is increasing- I will do my best to respond to your inquiry quickly
Please review documentation posted at:
Continue uploading data files and creating snapshots; there is no limit! 38

39. Questions?
Phones will be unmuted for a moment and questions can be asked.
If you prefer type in your questions in the chat box. 39

40. Student October 40

41. Student October Updates
Data Release
Thursday January 14, 2016
Please keep your Pupil Membership data embargoed until that date
If you have any questions please contact Morgan Holmgren at: 41

42. Student End of Year 42

43. Public Release The public release date is January 21st
All graduation and dropout reports and data should be embargoed until that date.
Please contact Duncan Anderson with any questions or for additional information.
Call: 43

44. Non-Public Directory 44

45. Non –Public School Directory
What is non-public school Directory?
Collects non-public school pupil counts that are used for census and is used for allocation of funds/grants.
Where can I find a list of non-pubic schools in my district: It is located on Data Pipeline Home under Frequently Requested Codes 45

46. Non-Public School Directory
Where can I find a blank survey form:
Let me know if there is a non-public school that is new or has never been reported. 46

47. Non-Public School Directory
What flow through funds may be impacted if a non-public school does not report.
NCLB
Special Education
CPP
US Department of Agriculture food programs 47

48. Non-Public School Directory
Please send me the completed forms at:
Dennis St. Hilaire Or
Fax
Phone 48

49. Questions?
Phones will be unmuted for a moment and questions can be asked.
If you prefer type in your questions in the chat box. 49

50. Directory Board Membership50

51. Data Pipeline Directory
Update School Board Membership in Data Pipeline Directory
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 51

52. Reminder to keep directory information up to date.52

53. Questions?
Phones will be unmuted for a moment and questions can be asked.
If you prefer type in your questions in the chat box. 53

54. Statewide Standard
Course Codes 54

55. Statewide Standard Course Codes
Please make sure you are replicating/uploading course codes for the school year
Course code mappings are required for Teacher Student Data Link collection
All courses should be mapped and loaded by end of February 2016.
TSDL snapshot opens on February 29th
More information 55

56. Statewide Standard Course Codes
What courses need to be mapped?
Please continue to map all courses
When should I start converting to SCED version 3.0?
As soon as possible.
Next year CDE will be limiting courses to version 3.0 codes.
Biggest change in the conversion is the prior to secondary codes mapping to the subject areas
There is a crosswalk on the website.
When can districts start uploading codes?
This is being researched. Request has been made to make it available. 56

57. More information Statewide Standard Course Codes Website
Replication steps documentation
Questions?
Kevin Smith 57

58. Questions?
Phones will be unmuted for a moment and questions can be asked.
If you prefer type in your questions in the chat box. 58

59. 11/16/2018
Weekly Maintenance 59

60. Tuesday weekly maintenance
Just a reminder CDE does weekly maintenance on Tuesdays between 5:00 PM and 10:00 PM.
Typically 15 to 30 minute outages
Need weekly maintenance – Correct defects
Implement requested changes
Please minimize use during this time. 60

61. 11/16/2018
Feedback 61

62. How can CDE help? Concerns and feedback How can CDE help?
Do you have a system change you would like?
Defect CDE needs to correct?
System wide change?
Please contact me:
Kevin Smith

63. Questions?
Phones will be unmuted for a moment and questions can be asked.
If you prefer type in your questions in the chat box. 63

64. Thursday, January 14th 9 a.m.-10 a.m.
Thanks for joining us today!
Next Town Hall:
Thursday, January 14th 9 a.m.-10 a.m. 64