1. Data Pipeline Town Hall December 7th, 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
EDAC Data Burden Survey
Directory
Student End of Year
Student October
Kindergarten Readiness
Special Education December Count
Human Resources Snapshot
Teacher Student Data Link
Pre-Id Pull for Assessment
AEC in Data Pipeline

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 (Closes 12/7/2017)
Designated Agency (Due 8/31/2018)
Pre-ID
Interchanges
Student
Special Education IEP ( )
Staff ( )
Teacher Student Data Link (Snapshot opens in February) 9

10. Open Data Pipeline Collections
11/22/2018
Open Data Pipeline Collections
Snapshots
Student End of Year for (Next Deadline 12/7/2017)
Special Education December Count
Human Resources
Coming Soon 10

11. EDAC Data Burden Survey

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

13. EDAC Data Burden Survey Questions
Q: What do I do if I don’t recognize a collection?
A: Please contact Dennis St. Hilaire. He can assist you in determining what the collection contains and whether or not it pertains to you.
Dennis St. Hilaire
Jan Petro

14. EDAC Data Burden Survey
Thank you!!!
EDAC needs your participation to make our point.
Due date: Friday February 9, 2018
3 responses submitted 
(2 districts, 1 administrative unit)
Jan Petro

15. Directory

16. 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 16

17. Data Pipeline Directory17

18. Data Pipeline Directory18

19. Data Pipeline Directory
Publications are starting to get populated with Directory data please make sure that your data is up to date. We do not know of changes unless you update your directory information.
Here are some of the sites that the directory updates:
SchoolView Data Center
SchoolView School and District Dashboard
Education Directories
EDFacts (US Department of Education)
CDE is working on adding Directory information to Parent Dashboards (DISH)

20. Data Pipeline Directory
Directory Contact
Fax:
Questions Call 20

21. 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.
We are hoping to complete this in the next couple weeks. 21

22. Student End of Year

23. What’s next. Student EOY – Duncan Anderson – Anderson_d@cde. state. co
What’s next? Student EOY – Duncan Anderson –
Today’s the final day! Please make sure that your superintendent signoff form is submitted by the end of the day

24. THANK YOU. Student EOY – Duncan Anderson – Anderson_d@cde. state. co
THANK YOU!!! Student EOY – Duncan Anderson –
Data won’t be able to be changed after today.
Your graduation and dropout rates are embargoed from public release until January 18th. Please only use them for internal planning until that time
Please take the 10 question EOY survey: I really value your feedback and ideas!

25. Important Student EOY – Duncan Anderson – Anderson_d@cde.state.co.us

26. Questions? Student EOY – Duncan Anderson – Anderson_d@cde.state.co.us
Student Interchange will remain open (for the most part) so you can continue loading files.
Student Profile Cognos reports are available including:
Homeless Detail Report
Migrant Student List
NEW Students with an assigned Anticipated Year of Graduation
Please contact Duncan Anderson if you have any questions/need training/discover problems

27. Student October

28. Morgan Holmgren – Holmgren_m@cde.state.co.us – 303-866-6961
Student October
Signature Page
Please send in your Signature Page as soon as possible.
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
Data Release Date
CDE will release the Student October Pupil Membership data to the public on Tuesday, January 9, 2018.
Morgan Holmgren – –

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

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

31. Kindergarten School Readiness Data Reporting
11/22/2018
Kindergarten School Readiness Data Reporting
Upload Slide deck, data reporting fact sheet

32. Collection Status Current Status of Collection:
Percentage of Districts with Uploaded Data: 91.76%
Percentage of Districts with Submitted Data: 80.22%
Thank you!!
Collection Close Date: 12/7/17
Today!
Quick Reminders:
Please work to clean up your errors
Please make sure you click “Submit to CDE”

33. Tips for Completing the Collection
Please select your assessment tool first!
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

34. Tips for Completing the Collection
If you use GOLD® for kindergarten assessment, please make sure you select “School” under “Output”.
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.

35. Tips for Completing the Collection
Please make sure your file is saved as an Excel workbook.
Teaching Strategies downloads into an .txt file- you will need to save as an .xlsx for upload into Pipeline.

36. School Readiness & P-3 Program Manager
11/22/2018
Contact
Emily Kielmeyer
School Readiness & P-3 Program Manager
Tara Rhodes
Early Learning Business Analyst 36

37. Special Education December Count

38. Special Education December Count Timeline
November 1st
Snapshot Opens
November 16th
Upload IEP/Staff Interchange at least once
Child ALL Participation 2 have not uploaded yet
Creating a Snapshot will provide additional information on Staff report Status
December 1st
Official Count Date
December 14th
Snapshot Created
53 AUs have created a Snapshot
10 of these are missing Staff data 3 of these are missing Student data
December 21st
Interchange files error free Request individual support if needed to meet this date
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 –

39. Kristi Gleason – gleason_k@cde.state.co.us 303-866-4620
December 21st
There are exactly 11 days until IEP and Staff Interchange Errors are to be resolved. Be sure you have successfully uploaded ALL IEP and staff data at this time. Data will be as of the Annual Count Date “December 1st” If you have questions about the errors please reach out to a staff member and we’d be happy to help work through a resolution.
Kristi Gleason –

40. 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 –

41. Kristi Gleason – gleason_k@cde.state.co.us 303-866-4620
Reporting Staff
Below is some guidance on reporting staff. Guidance will depend on the structure Admin Units, BOCES, and District determined for reporting.
Every district will have someone with the STF role reporting regular education data. They may also be reporting special education data for their district as well.
Every district will have a respondent with the HRD role for Human Resources
If the district is reporting ALL staff the Admin Unit would NOT include them in their files. To do so would be to append records resulting in duplicates.  
If the district is just reporting regular education staff only, Admin Units will need to report the special education staff data.
If a staff member, like a nurse, provides service to regular education students and special education students there would be a record in the special education staff file and a record in the district reported records. Time reporting is required.
The Admin Unit code can be included in ALL staff files. It won’t hurt the Human Resources Collection
The Admin Unit code must be included in Staff Profile and Assignment for special education staff and EDID must match between the two
The Special Education Flag must = 1 for special education staff
Kristi Gleason –

42. Kristi Gleason – gleason_k@cde.state.co.us 303-866-4620
Hints and Tips
Be sure to check s for status of an upload or snapshot then batch maintenance and status dashboard but 1st.
If a file doesn’t process please reupload quickly it to ensure it does or reach out to the team for assistance.
If a student exits December 1st – funding may be applicable
ESSA DC234 checks endorsements and ESSA reporting – looking into this business rule to see if it is accurately triggering.
Records not in December Count
Records pop in these reports if there are interchange errors, the records don’t meet the Snapshot criteria, and files didn’t process. Files that don’t process are difficult for the Admin Unit to know about.
Kristi Gleason –

43. Kristi Gleason – gleason_k@cde.state.co.us 303-866-4620
Resource Reminder
Special Education IEP -iep
nformationcodeflowchart
icodes
Staff Interchange
Special Education December Count december
Kristi Gleason –

44. Kristi Gleason – gleason_k@cde.state.co.us 303-866-4620
Facility Data
You will find facility data as of December 1st in your Syncplicity folders. If you have a question about the data reach out the facility contacts.
Kristi Gleason –

45. Kristi Gleason – gleason_k@cde.state.co.us 303-866-4620
Phone Number
Hi I’m your friendly phone number.
Please don’t be afraid of me.
If you don’t feel comfortable including me in your be sure it’s in IDM.
Kristi Gleason –

46. 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!

47. Human Resources Snapshot

48. 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

49. Current Status
Work in Progress for HR200 -Matching Endorsement not found
Notification will be sent once this issue has been resolved, in the meantime please ignore these error/warning messages
Thank you for your patience as we work on this edit!
Edits HR203 – License not found (warning) and HR208 – License not found (error) should now be fixed
Edits HR201 and HR202 are working correctly, so you may address those errors at this time

50. Resources Staff Interchange: http://www.cde.state.co.us/datapipeline
Human Resources:
Teacher Qualifications under ESSA (In-Field Status Information):

51. Contact Information
Annette Severson:
Phone:
Fax:
In s or voic messages, please include:
District Code
Error code(s) if applicable
Where assistance is needed; such as ‘files won’t upload’ or ‘getting error HR##’, or ‘what is next’, etc.

52. Teacher Student Data Link

53. TSDL Interchange Timeline
Prior to TSDL files:
Statewide Standard Course Code Submission
Open year round
Student Interchange Files uploaded
Staff Interchange Files uploaded
Interchange:
Open Wednesday, November 15th 2017
Remains open throughout the year

54. Tuesday, December 12th 1 -2 pm Tuesday, February 13th 1 -2 pm
Webinar Trainings
Date/Time
Topic
Tuesday, December 12th 1 -2 pm
TSDL Interchange Updates and Process
Tuesday, January 9th 1 -2 pm
TSDL Interchange Edits Guide
Tuesday, February 13th 1 -2 pm
TSDL Snapshot Process
Tuesday, March 13th 1 -2 pm
Overall Process Review
(Interchange and Snapshot)
Tuesday, April 10th 1 -2 pm
TSDL Snapshot Edits and Reports
Tuesday, May 8th 1 -2 pm
TSDL Interchange Review
Tuesday, June 12th 1 -2 pm
Reports Review and Finalizing Steps
Tuesday, July 10th 1 -2 pm
Status Check – Who’s Remaining?
Tuesday, August 14th 1 -2 pm
Final Review
To join any session: URL: and call in number:

55. TSDL Interchange Resources
Course Code Documentation found at:
TSDL Interchange Documentation found at:
Deadlines
File layouts and definitions
Defects
Business Rules
Trainings
Additional Resources – Frequently Asked Questions
Contact:
Annette Severson: or

56. Pre-ID Pull for Assessment

57. 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

58. Assessment ∙ Melissa Mincic ∙ mincic_m@cde.state.co.us or 303-866-6281
2017 Pre-ID Extract Dates*
Assessment
Data Source
Date
ACCESS for ELLs
October count snapshot file
11/09/17
CMAS*
PSAT/SAT
DLM
October count final file
N/A
*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

59. Tentative 2018 SBD Review Dates
Assessment
Tentative Review Dates 1
ACCESS for ELLs
03/15-03/28 2
CMAS
Science/social studies
ELA/math
CoAlt science/social studies
CSLA
05/21-05/31 3
PSAT/SAT
TBD 4
DLM
Assessment ∙ Melissa Mincic ∙ or

60. Assessment ∙ Melissa Mincic ∙ mincic_m@cde.state.co.us or 303-866-6281
SBD Reviews Contacts
Questions? Contact me:
Melissa Mincic
Assessment ∙ Melissa Mincic ∙ or

61. AEC in Data Pipeline

62. AEC Pipeline Collections
Two Collections:
Renewal/Application for AEC Designation
Selection of Measures (Planned and Actual)
What’s new:
Collection through pipeline, not collections themselves
Why pipeline?
Less reliance on Syncplicity
Flexibility with how data is entered
Right now you need to know:
Work with your Local Area Manager (LAM) to get AEC~LEAAPPROVER role assigned to the appropriate individuals in your district/BOCES

63. AEC Pipeline Collections
Timeline:
Month
Renewal/Application Designation Collection
Selection of Measures Collection (Planned and Actual)
January
Training
Notify B Sanders of new schools seeking AEC designation by 1/31/2018
February
March
Renewal/Application collection opens 3/1/2018
Office hours for Renewal/Application collection will be available, TBD
Planned measures for 2018 AEC SPF collection opens 3/1/2018
April
Renewal/Application collection closes 4/27/2018
Planned measures for AEC SPF closes 4/27/2018
May
Planned measures for 2019 AEC SPF opens 5/1/2018
Actual measures for 2018 AEC SPF opens 5/1/2018
June
Planned measures for 2019 AEC SPF opens 6/29/2018
Actual measures for 2018 AEC SPF opens 6/29/2018

64. AEC Pipeline Collections
Watch The Scoop for notifications and schedules for training webinars for these collections.
Outreach for trainings for these collections and additional information about these collections will be sent to districts with alternative education campuses as those resources are available.
Reach out to B Sanders with questions:

65. Thursday, December 14th, 2017 9 a.m.-10 a.m.
Thank You
Next Town Hall:
Thursday, December 14th, a.m.-10 a.m.