1. Data Pipeline Town Hall October 20th, 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
11/17/2018
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 CRDC Student October
Student End of Year
ACCESS for ELLs Pre-ID Extract
Staff Interchange
Human Resources
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 and Staff Interchange 9

10. Open Data Pipeline Collections
11/17/2018
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. Civil Rights Data Collection (CRDC)11

12. 2015-16 CRDC LEAs asked to verify contacts and school lists
AWS (Advance Website) is now closed
Updates are due by September 30th (Oops, missed it!)
181 districts have gotten into AWS
181 districts have completed verification
Partner Support: (855) or
Jan Rose Petro

13. CRDC 13

14. Student October 14

15. 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
15 Student Interchange/October— Morgan Holmgren —

16. 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)
16 Student Interchange/October— Morgan Holmgren —

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

18. 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.
18 Student Interchange/October— Morgan Holmgren —

19. Student October
District Summary and School Summary of Pupil Counts
Reports are live, but we have had trouble with them
If you see something that looks incorrect please get in touch with me and I will take a look
Total Columns will be implemented by the end of the week.
19 Student Interchange/October— Morgan Holmgren —

20. 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
20 Student Interchange/October— Morgan Holmgren —

21. 2016-2017 Student October Office Hours: Thursday October 27 – 2pm-3pm
11/17/2018
Student October
Office Hours:
Thursday October 27 – 2pm-3pm
Tuesday November 1 – 9am-10am
Link:
Phone:
21 Student Interchange/October— Morgan Holmgren —

22. 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: 22

23. Student End of Year 23

24. 11/17/2018
End of Year Schedule
Today is the deadline for the Cross LEA phase
Your district will need to resubmit an error free snapshot by the end of business day if it has been unlocked.
Your Cross LEA Validation Error count will not be 0. Only your Validation Error count needs to be 0 to resubmit
Only exit types can be changed during the final phase of the collection. Sign off forms are due December 7th
Student End of Year — Duncan Anderson —
24 Student End of Year — Duncan Anderson —

25. 2015-16 End of Year Submission
11/17/2018
End of Year Submission
Student End of Year — Duncan Anderson —
25 Student End of Year — Duncan Anderson —

26. Post Cross LEA Trainings
11/17/2018
Post Cross LEA Trainings
Upcoming Post Cross LEA Trainings
Agenda Items include
Process for Phase B
Adequate Documentation
Reviewing Reports to Validate Graduation and Dropout Rates
AYG Reconciliation
Please attend one of the following
Connect to
October am - 12 pm
October 26 2 pm - 3 pm
October 28th 9 am -10 am
Student End of Year — Duncan Anderson —
26 Student End of Year — Duncan Anderson —

27. Questions?
Phones will be unmuted for a moment and questions can be asked.
If you prefer type in your questions in the chat box. 27

28. ACCESS for ELLs Pre-ID Extract28

29. Assessment ∙ Melissa Mincic ∙ mincic_m@cde.state.co.us or 303-866-6281
SBD Pre-ID Extract
Purpose
Student registration for assessment
E.g., test accommodation requests
E.g., printing labels for paper tests
Data clean up is optional
CDE pulls this data to provide to the vendor in preparation for upcoming assessment(s) 29
Assessment ∙ Melissa Mincic ∙ or

30. Assessment ∙ Melissa Mincic ∙ mincic_m@cde.state.co.us or 303-866-6281
SBD Pre-ID Extract
CDE will pull data from Data Pipeline
ACCESS for ELLs general/alternate – 11/10
All other assessments – 12/16
SBD manual:
Questions?
Melissa Mincic
Jasmine Carey 30
Assessment ∙ Melissa Mincic ∙ 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. Staff Interchange 32

33. Trainings One more webinar training available to attend:
Tuesday, October 25th from 1 – 2 pm
Two Q&A sessions scheduled in December
Thursday, December 1st from 2:30 to 4, Q and A session
Tuesday, December 13th from 1 to 2:30 pm 33
Annette Severson

34. Resources http://www.cde.state.co.us/datapipeline/inter_staff
Additional Resources:
Interchange Process and Steps
Staff FAQ document
Trainings:
Staff Interchange Pipeline Steps
Staff Interchange Updates
Business Rules:
All business rules for each file
Business rules guide for each file 34
Annette Severson

35. Human Resources Snapshot35

36. 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: Snapshot created at least once again in 2017
19th- 26th: Review Special Ed data reports and Assist with special education duplication process as needed
February
2nd: Snapshot error free
2nd – 16th: Review reports
16th: Snapshot must be finalized on or before this date
Annette Severson

37. Trainings There will be 3 identical webinar trainings for HR:
Wednesday, October 26th from 1 to 2 pm
Wednesday, November 9th from 1 to 2 pm
Tuesday, November 15th from 10:30 to 11:30 am
There will also be 2 Q&A webinar sessions available:
Wednesday, January 18th from 1 to 2 pm, Q and A session
Tuesday, February 7th from 10 to 11 am, Q and A session 37
Annette Severson

38. Resources http://www.cde.state.co.us/datapipeline/snap_hr
File layout
Business rules
Checklist of Steps
Contact: Annette Severson
(303) 38
Annette Severson

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. Directory 40

41. 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. 41

42. Questions?
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. Special Education IEP Interchange43

44. Trainings
Thank you to those of you who attended one of the four Special Education IEP Trainings. If you missed the training and are responsible for the Special Education IEP Child and Participation Interchange please be sure to review the training document posted on-line here under Trainings  . 44
Kristi Gleason

45. Uploading Special Education IEP Interchange Child and Participation Files
Child – 16 Administrative Units have successfully uploaded a file Participation – 17 Administrative Units have successfully uploaded a file 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. 45
Kristi Gleason

46. Resources
You’ll want to print out copies of the following documents for your reference Timeline File Layouts and Definitions Pupil’s Attendance Information Guidance 46
Kristi Gleason

47. December Count Data Collection
Special Education
December Count Data Collection 47

48. What’s New for 48

49. 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: 49
Kristi Gleason

50. Staff Profile: Updates
Removed Fields:
Staff’s Middle Name
Ending (end) Date at School District
Educator Preparation Program
Updated Definition:
Teacher Probationary Status - The probationary status of the teacher as defined in district/BOCES policy. The local policy should be compliant with Senate Bill (Note: Required for All Teachers; job class codes between 201 and 206). (Note: Required for All Teachers; job class codes between 201 and 206).
Kristi Gleason

51. Staff Profile: Evaluation Ratings
Teacher/SSP Overall Performance Evaluation Rating AND Quality Standards 1 -6 required for:
Specialized Service Professionals (job class codes: 211, 231, 233, 234, 235, 236, 237, 238, and 242)
Librarians (job class code 216)
Teachers (job class codes 201 through 206)
New job class codes 222- Reading Interventionist and 223- Math Interventionist
Principal Overall Performance Evaluation Rating AND Quality Standards 1-7 are required for:
Principals and Assistant Principals (job class codes 105 and 106) 51
Kristi Gleason

52. Staff Assignment: Updates
Field Names Updated:
Passed Colorado State Board of Education Approved Elementary Or Early Childhood Core Content Test
Passed Colorado State Board of Education Approved Secondary Core Content Test In Teaching Area
Removed fields:
Passed HOUSSE Provision
Highly Qualified for Assignment
Kristi Gleason

53. Staff Assignment: Code Updates
New job class codes:
222 = Reading Interventionist
223 = Math Interventionist
Updated job class code 241:
Removed codes:
Job class code 413 (Speech-Language Paraprofessional)
Employment Status code 24 (Other)
Speech-Language Pathology Assistant
The speech-language pathology assistant (SLPA) serves as a member of an educational team, and holds an authorization by CDE to perform tasks prescribed, directed, and supervised by a certified speech-language pathologist (SLP), in implementing services for children/students with speech, language, cognitive, voice, oral-muscular, augmentative/alternative communication disorders, and hearing impairments in accordance with 1CCR , 4.11. 53
Kristi Gleason

54. Highly Qualified Status
No longer required as it was under No Child Left Behind
Continuing to collect data elements that might be needed for Every Student Succeeds Acts (ESSA) requirements
ESSA requirements are currently being determined and will be implemented for reporting
More information will be provided when available 54
Kristi Gleason

55. 2016-17 IEP Changes CHILD FIELDS REMOVED Student’s Address
11/17/2018
IEP Changes
CHILD
FIELDS REMOVED
Student’s Address
Student’s Address City
Student’s Address State
Student’s Address Zip
Student’s Primary Telephone
Student’s Secondary Telephone
Student’s Address 55
Kristi Gleason

56. 2016-17 IEP Changes PARTICIPATION Remove Primary Disability Code 07:
11/17/2018
IEP Changes
PARTICIPATION
Remove Primary Disability Code 07:
Code 07 – Physical Disability not valid in 2016
Add Exit Code 05 and adjust Exit Code 14 to align with Student End-of-Year:
Code 05: Transfer to a school located in a different country – A student who transfers to a public school located in another country.
Code 14 will change to: Transfer to a School Located in a Different State 56
Kristi Gleason

57. 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

58. Have questions? Need some assistance?
11/17/2018
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. 58
Kristi Gleason

59. Questions?
Phones will be unmuted for a moment and questions can be asked.
If you prefer type in your questions in the chat box. 59

60. Thursday, October 27th, 2016 9 a.m.-10 a.m.
Thank you for joining us today!
Next Town Hall:
Thursday, October 27th, a.m.-10 a.m. 60