1. Data Pipeline Town Hall September 22nd, 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
11/20/2018
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
Special Education IEP
Special Education End of Year
Staff Interchange
TSDL
RITS
Directory
Pre-ID Extract for SBD

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
Teacher Student Data Link 9

10. Open Data Pipeline Collections
11/20/2018
Open Data Pipeline Collections
Snapshots
Student End of Year
Teacher Student Data Link
Special Education End of Year
Student October
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. Civil Rights Data Collection (CRDC)12

13. 2015-16 CRDC LEAs asked to verify contacts and school lists
AWS (Advance Website) is open
Updates are due by September 30th
76 districts have gotten into AWS
71 districts have completed verification
Partner Support: (855) or
Jan Rose Petro

14. CRDC 14

15. Student October 15

16. Student October
Uploading Student Demographics and Student School Association:
Running into errors:
Confirm student is coded correctly
If they are me or request exception
Use syncplicity to request exceptions
CDE already has folder created for every district, use that folder if possible
If you don’t have access or call to get access
16 Student Interchange/October— Morgan Holmgren —

17. 2016-2017 Student October Coding PK Students in a Non-Public School:
If you have a PK student that you would code with a Pupil Attendance Information code of ‘03’ in Special Education December Count.
In the past these students would have been coded with a PAI code of 27 in October
You may now use the ‘03’, so coding doesn’t have to change from one collection to the other.
School code must be for a non-public or headstart school
17 Student Interchange/October— Morgan Holmgren —

18. 2016-2017 Student October Snapshot:
Student October Business Rules are not finalized
There are a few rules that are still be worked on
It is possible you may have errors right now that will appear in the next week or two
Student October Reports are not finalized
Some of the reports in Student October are not finalized
Notably: Summary of Pupil Counts (matches signature page)
Undergoing complete revamp and is not complete
18 Student Interchange/October— Morgan Holmgren —

19. 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
19 Student Interchange/October— Morgan Holmgren —

20. 2016-2017 Student October Office Hours:
11/20/2018
Student October
Office Hours:
Wednesday September 28th, 10am-11am
Tuesday October 4th, 9am-10am
Thursday October 13th, 11am-12pm
Link:
Phone:
20 Student Interchange/October— Morgan Holmgren —

21. 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: 21

22. Student End of Year 22

23. 11/20/2018
End of Year Schedule
THANK YOU to all districts that met the deadline
The Cross LEA phase will begin next week
An will be sent out when you can begin requesting your data to be unlocked.
Districts can still make changes to interchange files and load adjustments now in advance of the open. Please use SE700 level warnings to see which students will need adjustments
Student End of Year — Duncan Anderson —
23 Student End of Year — Duncan Anderson —

24. 11/20/2018
End of Year Schedule
SE704 warnings indicate to a district that a prior year non-graduate has been recovered as a HSED completer.
These students will only be counted with an appropriate adjustment
These students will trigger errors unless an adjustment is made or an exception is requestested
SE702 warnings indicate that a graduate is being claimed by multiple districts
Please use the EOY Contact List cognos report to contact the other districts data respondent
The other claiming district number is in the last column of the error report
Student End of Year — Duncan Anderson —
24 Student End of Year — Duncan Anderson —

25. Cross LEA and Post Cross LEA Trainings
Thank you to all those that attended!
The recording of the presentation is available here:
More documentation and step by step instructions are available here
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. Special Education IEP 27

28. Special Education IEP 2016 Deadline Dates
Thursday, September 1st: Interchange is OPEN!
September
Thursday, November 3rd: SNAPSHOT is available!
Thursday November 17th: Date by which you must have submitted interchange files (IEP Child/Participation, Staff Profile/Assignment)
November
Thursday, December 1st: Official Annual Count Date!
Thursday, December 8th: Special Education December Count Snapshot needs to be created.
Thursday, December 15th: Date by which IEP Child/Participation and Staff Profile/Assignment Interchange Errors must be resolved.
December 28
Special Education IEP — Kristi Gleason —

29. Special Education IEP 2016 Deadline Dates
Thursday, December 1st: Official Annual Count Date!
Thursday, December 8th: Special Education December Count Snapshot needs to be created.
Thursday, December 15th: Date by which IEP Child/Participation and Staff Profile/Assignment Interchange Errors must be resolved.
December 29
Special Education IEP — Kristi Gleason —

30. Special Education IEP TRAINING
Are you new to Data Pipeline?
Please join us for a little Data Pipeline 101 Training.
Per request, will add information about resolving Interchange and Snapshot errors.
You know, you think you have all the interchange errors cleared you work on Snapshot ones and then there a slew of interchange ones.
IDM groups
To join:
Call in number:
DATA PIPELINE 101 TRAINING
September 26, 2016
9:00-10:30 AM
September 27, 2016
1:00-2:30 PM 30
Special Education IEP — Kristi Gleason —

31. Special Education IEP TRAINING
Special Education IEP Interchange Training
October 10, 2016
9:00-10:30 AM
1:00-2:30 PM
October 17, 2016
October 18, 2016
3:00-4:00 PM
To join:
Call in number: 31
Special Education IEP — Kristi Gleason —

32. Special Education IEP Technical Assistance
Kristi Gleason SPED December Count collection coordinator –
SPED December Count Data Team Members:
Lindsey Heitman –
Orla Bolger –
Helpful Guidance:
Kristi, Lindsey, and Orla
Include your 4 digit district code if applicable and your 5 Digit Admin Number
Subject of the inquiry e.g. Pupil’s of Attendance Questions on Private School kid
Include your phone number and extension in the body of the 32
Special Education IEP — Kristi Gleason —

33. Questions?
Phones will be unmuted for a moment and questions can be asked.
If you prefer type in your questions in the chat box. 33

34. Special Education End of Year34

35. Special Education EOY -Duplicates
Tuesday Sept. 20-Wed Sept. 28, 2016
AUs research and make file changes to resolve duplicates. During this time, CDE asks that AUs work together in a timely fashion to facilitate resolution of duplicates.
Wednesday Sept. 28, 2016
Date by which AUs must have resolved all duplicate and data validity issues and created a complete Special Education EOY Snapshot that reflects those data changes.
Started out with about 275 duplicates
Status: about 150 as of this morning
Please contact us if you have questions on how to resolve them!
Those that delete a record may see an SY108 error trigger. This is correct if the student did NOT receive services from your AU at all in school year. If so, please submit an exception request like usual
Special Education EOY - Lindsey Heitman - 35

36. Special Education EOY -Final Report Review
Wednesday Sept. 28 -Wednesday October 5, 2016
FINAL REPORT REVIEW. This is a final opportunity to review your reports in detail and make any corrections you deem necessary to make sure you are reporting valid and reliable data.
Check to be sure you have reported all children who received Part C Evaluations.
Check to be sure you have reported all students detained at a Detention Center within your AU boundaries.
Check to be sure you have reported all students in the correct Path (1, 2 or 3).
Wednesday October 5, 2016
All changes to files identified during report review are required by this date and a complete Special Education EOY Snapshot created.
Complete means that all required data fields are populated for all students reported. All students who must be reported have been reported. All Interchange and Snapshot errors are resolved.
If you find necessary changes while reviewing, please make them as soon as possible
Please do not “Submit to CDE” your final snapshot until you have reviewed reports again after duplicate and/or other changes were made
Special Education EOY - Lindsey Heitman -

37. Final Approval Thursday October 6, 2016
Final Data File Approval and Report Submission. Date by which your complete and final Special Education EOY Snapshot approval is due through electronic submission to the Data Pipeline.
Approve final Special Education EOY Snapshot by clicking “submit to CDE”
Date by which ALL Final signed reports must be received by CDE (DMS)
ALL of the following signed reports are due today! Reports are to be submitted to the Data Management System and must contain all pages of the reports listed below, not just the signature pages:
1: Data Validity Certification Report
2: Number of Children Referred for Part C Evaluations
3: Indicator 11 Number of Students with Initial Part B Evaluation
4: Indicator 12 Number of Children Referred from Part C to Part B
5: Number of Students Exited by Disability and Discrete Age
6: Number of Students Reported by Age Group, Type of Service and Disability
7: Number of Students Reported by Age Group and Type of Referral
8: Year to Year Comparison Report of Number of Students Exited (include explanation of flags)
9: Year to Year Comparison Report of Students Reported by Type of Referral (include explanation of flags)
10: Listing of Students Reported in Error on the Previous December Count 37
Special Education EOY – Lindsey Heitman –

38. Missing Snapshot Records
Check Cognos Special Education EOY: Snapshot Records Report to verify it contains the number of records you’re expecting
If records are missing and you have no errors, it is a criteria issue:
You have not met the criteria that the system needs in order to pull records to snapshot
Missing Records from Snapshot per the criteria?
Records with a PAI code of 23, 24, 31, or 32 are excluded from the Snapshot
Child File and Participation Files should have the same number of records - with matching SASID/LASID combinations on each record per file
Record could be missing from either Child File or Participation File
Are all LASIDS/SASIDS matching between the two files?
We have a query that can find these – so let me know if you need help
Special Education EOY - Lindsey Heitman -

39. 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 39

40. Questions?
Phones will be unmuted for a moment and questions can be asked.
If you prefer type in your questions in the chat box. 40

41. Staff Interchange 41

42. Timeline Interchange is open
Human Resources and Special Education December Count have separate timelines posted:
(both are under Additional Resources) 42
Staff Interchange-Annette Severson or

43. Current Status The two business rules are now fixed:
ST001 –District and/or Administrative Unit code is invalid. 
ST303 - District Code must be a valid member district. 
No other defects known 43

44. Trainings General Trainings:
Tuesday, September 27th from 10 to 11 am
Tuesday, October 25th from 1 – 2 pm
Q and A sessions: Please send any questions prior if possible- that way we can be fully prepared to help
Thursday, December 1st from 2:30 to 4
Tuesday, December 13th from 1 to 2:30 pm
Recorded webinar and power point has been posted for review
Optional survey will be sent the week of each training session 44
Staff Interchange-Annette Severson or

45. Resources http://www.cde.state.co.us/datapipeline/inter_staff
Training Information
File layouts and definitions
Business rules
Templates
Additional Resources:
Summary of Updates
Timeline (HR and Special Ed Dec Count)
Personnel Form
Contacts:
Annette Severson
Kristi Gleason 45
Staff Interchange-Annette Severson or

46. Teacher Student Data Link46

47. Important Dates Interchange: Snapshot: Open November 14, 2016
Remains open throughout the year
Snapshot:
Open Wednesday, February 22, 2017
GOAL: Finalize by June 30, 2017 (prior to data rollover)
Finalize by Friday, August 25, 2017 47

48. Course Instructor File Updates
No file layout updates
Staff Role is now required, must be reported as either: 01
Educator of Record - An individual assigned primary responsibility for a student's learning in a subject/course with aligned performance measures. 02
Contributing Professional - An individual assigned responsibility to provide additional services that support and increase a student's learning in a subject/course with corresponding aligned performance measures.
Jan
TSDL Interchange-Joslyn Robich: and Annette Severson

49. Course Enrollment File Updates
Verified – Indicates the educator reviewed and verified the students were enrolled in the course for the duration reported. This field is no longer required and will be removed in the course enrollment file. This field may be reported with a valid code or left blank in the file.
Added fields:
Term – required for all records
Credits Granted – required for Migrant students only,
for grades 9-12, core content areas only
Final Grade – required for Migrant students only, for grades 9-12, core content areas only 49
TSDL Interchange-Joslyn Robich: and Annette Severson

50. Q & A 50
TSDL Interchange-Joslyn Robich: and Annette Severson

51. TSDL Resources
TSDL Interchange Documentation found at:
File Layouts, Templates, Training, Checklist of Steps, Authority
TSDL Snapshot Documentation found at:
File layout, deadlines, Guide to TSDL Snapshot Reports
Contacts:
Joslyn Robich –
Annette Severson –
Brenda Meyer (migrant) – 51
TSDL Interchange-Joslyn Robich: and Annette Severson

52. RITS 52

53. RITS Changes
Comments box is here! Going forward districts will be able to add information in the comments box in RITS Web and in the comments box in the RITS Match Tool in Pipeline. This will help expedite SASIDS.
Memo went out yesterday with tips on how to use the comments box.
Questions? Please contact Genevieve
53 RITS Consultant-Genevieve

54. RITS Changes
In RITS Web comments box appears under add student but not student search/update 54

55. RITS Changes
*Please note names are not real. They are fictional. This is a test screenshot. 55

56. RITS Common Issues Common issues with small districts/AUs
Putting students in RITS multiple times which causes backlogs
Not keeping a list of who has been submitted
Not looking up see if students already have SASIDS
Not giving sufficient time to get SASIDS
Tying district activities to SASIDS
Not contacting RITS consultant
Lack of training for new hires
Lack of training for school registrars/secretaries
56 RITS Consultant-Genevieve

57. RITS Common Issues Common issues with large districts
Not using Match Tool
Putting students in RITS multiple times
Not giving sufficient time for SASIDS
57 RITS Consultant-Genevieve

58. RITS Tips & Information
Colorado experiencing record enrollments
Please get SASIDS requests in well before deadlines
Contact RITS consultant (Genevieve) if more than 4 days….please be patient as RITS consultant works through voic s & s
Thank you for all you do!!!!
58 RITS Consultant-Genevieve

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. Directory 60

61. Directory
Two new required fields areactive for for Key Personnel (field will be show up on Wednesday Sept 21 in the next Data Pipeline Update)
ICAP Contact
Graduation Guidelines Contact
Contact defaults to Superintendent
If the ICAP Contact and Graduation Guidelines Contact is not the Superintendent please go in and update.

62. Directory 62

63. Directory 63

64. Directory
Colorado Education Directories can be found at:
Make sure that your district information is up to date with addresses and staff.
Data used in SchoolView and other publications.
Contact – Dennis St. Hilaire or call at 5

65. Pre-ID Extract for SBD 65

66. 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) 66
Assessment ∙ Melissa Mincic ∙ or

67. 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 67
Assessment ∙ Melissa Mincic ∙ or

68. Questions?
Phones will be unmuted for a moment and questions can be asked.
If you prefer type in your questions in the chat box. 68

69. Thursday, September 29th, 2016 9 a.m.-10 a.m.
Thank you for joining us today!
Next Town Hall:
Thursday, September 29th, a.m.-10 a.m. 69