1. Data Pipeline Town Hall October 18th, 2018
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. Colorado Department of Education Identity Management
Access Management
Frequently Asked Questions 1-12 #12 Where can I find the Identity Management role mappings for Data Pipeline and other applications? agementGroups.xls 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 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
Civil Rights Data Collection
Non-public Schools
Kindergarten School Readiness
Student October
Student End of Year

8. Open Collections in Data Pipeline

9. Open Data Pipeline Collections
Year Round
Directory
RITS
EDIS
Periodic
Non-public schools
Interchanges
Student
Special Education IEP
Staff 9

10. Open Data Pipeline Collections
11/27/2018
Open Data Pipeline Collections
Snapshots
Student End of Year Snapshot (Cross LEA deadline Thursday 10/18)
Special Education End of Year Snapshot (closes 10/4/2018)
Student October
Coming Soon
Kindergarten School Readiness
Human Resources
Special Education December Count 10

11. 2017-18 Civil Rights Data Collection (CRDC)

12. Superintendents were contacted by e-mail two weeks ago
CRDC
Superintendents were contacted by two weeks ago
Access the Advanced Website (AWS) to:
Confirm or update superintendent, primary and alternative contacts
Validate your district’s list of schools
Deadline is October 31, 2018
Log onto
Use district name, 7-digit username and password provided
If username listed is only 6 digits, add a leading zero
To prepare for CRDC, go to the CRDC Resource Center
For help contact the CRDC Partner Support Center
Telephone:

13. Non-Public Pupil Count/Directory

14. Data Pipeline Non-Public Pupil Count/Directory Dennis St. Hilaire st
Data Pipeline Non-Public Pupil Count/Directory Dennis St. Hilaire
NOTE*** IdM – The only group that works for the Non- public Pupil Count is the PIPELINE-000-NPS~LEAUSER group. If you are using LEAAPPROVER please change it over to LEAUSER. The LEAUSER group once you have assigned this group will allow you to get into the collection in Data Pipeline.
Identity Management
PIPELINE-0000-NPS~LEAUSER

15. New Data Pipeline Collection
Data Pipeline Non-Public Pupil Count/Directory Dennis St. Hilaire
New Data Pipeline Collection
What is the Data Pipeline Non-Public Pupil Count/Directory?
Collects Pupil counts of non-public school students by grade
Identifies non-public schools that are used for funding, nutrition, federal programs and special education. The codes in the non- public directory are used throughout CDE. For most districts this collection should not take much time to complete.
Non-Public Pupil Count/Directory Documentation

16. Data Pipeline Non-Public Pupil Count/Directory Dennis St. Hilaire st
Data Pipeline Non-Public Pupil Count/Directory Dennis St. Hilaire

17. Data Pipeline Non-Public Directory Dennis St. Hilaire st.Hilaire_d@cde.state.co.us
Questions Dennis St. Hilaire Phone

18. Kindergarten School Readiness Data Reporting
11/27/2018
Kindergarten School Readiness Data Reporting
Upload Slide deck, data reporting fact sheet

19. Collection Status Current Status of Collection:
Percentage of Districts with Data Uploaded: 8.79%
Percentage of Districts with Submitted Data: 2.20%
Thank you!!
Known Bugs:
Duplicate schools showing on assessment list
Issue across Data Pipeline
Collection Close Date:
Anticipated Close Date: 12/6/18

20. Reminders Changes to 2018-2019 Collection: Updates to business rules
FRL must sum to total number of students by domain
Columns H, I, and J should sum to Column E on each line
A combination of race/ethnicity fields must sum to the total number of students by domain
Columns K, N, O, P, Q, R, S, and T should sum to Column E on each line
The addition of an exception file for schools that do not have any kindergartners to report
Waivers must go before the State Board and are not waivers from the collection, only from the use of an approved assessment tool

21. Steps for Completing the Collection
Step 1: Please select your assessment tool first
As demonstrated on this recording, please select your assessment tool used prior to uploading your file. This is under the “Assessment Used” tab under the “School Readiness” tab in Pipeline.

22. Steps for Completing the Collection
Step 2: Gather your data.
DRDP-K and COR Users: Aggregate your data.
Don’t forget breakouts by FRL, gender, race/ethnicity
GOLD® Users: Pull the Colorado Kindergarten Readiness Report.
Navigate: “Reports” to “Colorado Kindergarten Readiness” at the bottom.
Please select “School” under “Output” in GOLD®. This ensures the correct file layout.

23. Steps for Completing the Collection
Step 3: Upload your file to Data Pipeline.
Make sure to check for errors in the Batch Maintenance screen or Error Report screen.
Step 4: Don’t forget to click “Submit”!
After you have uploaded the report and have no errors in your submission, please don’t forget to:
Click on the “Submit to CDE” button
Please also don’t forget to send in your sign-off form (requires Superintendent’s signature)
Step 5: Please or call me if you have any concerns along the way!
Phone:

24. Recent Trainings and More Information
Wednesday, 8/29-DRDP-K Webinar
Tuesday, 10/2-Steps to Complete the Collection Webinar
The School Readiness website: gartenschoolreadinessdatacollection
Sections on FAQs, Additional Resources, listing of Trainings

25. Contact Tara Rhodes (KSR Data Collection Questions)
11/27/2018
Contact
Tara Rhodes (KSR Data Collection Questions)
Early Learning Business Analyst
Anji Gallanos (General School Readiness Questions)
P-3 Office Director 25

26. Student October

27. Student October Wednesday, August 29, 2018
Snapshot Opens: Districts may begin creating snapshots without error free interchange files
Wednesday, September 26, 2018 – Wednesday, October 10, 2018
11 Day Count Window for schools or districts with 5-day week
Four Day School Week Count Windows
Monday-Thursday Schools: September 25, 2018 – October 11, 2018
Tuesday-Friday Schools: September 25, 2018 – October 11, 2018
Wednesday, October 3, 2018 – Count Day
Official Count Day: used to create snapshot records in data pipeline
Thursday, November 1, 2018 – Preschool Alternate Count Day
Districts may choose to use this count day for preschool students without approval from CDE.
Applies to all Preschool students

28. Student October
September 15th: Deadline for requesting Alternate Count Day & FRL Variance Waiver from Auditing.
September
Thursday the 4th: Target for first upload of Student Interchange files
Thursday the 11th: Target for error free in the Interchange files
Thursday the 18th: Target for first Student October Snapshot
Thursday the 25th: Target for error free Student October Snapshot
October
Tuesday the 6th 5 pm: Soft deadline: Student October snapshot submission date
Friday the 9th 5 pm: Legislated snapshot submission deadline!!!
Wednesday, November 28th 5 pm: Deadline to resubmit data to CDE!
November
December
Thursday, December 6th 5 pm: Signature pages due to CDE

29. Student October Upcoming Office Hour:
Thursday, October 25, :00 p.m. to 2:00 p.m.: Data Validation and Cognos Reports
Phone:

30. Student October
Please note that this time of year the volume of calls, s, issues to fix, errors and exceptions to address etc. is extremely large so it may take up to 4-5 days to get a response. Please plan accordingly if you are working on a deadline.
Please include your phone number and district number on your s as this will help me to more quickly contact you. Also, if requesting exceptions please note for what collection/year they are for if you’re not sure who to . All Student October exceptions/errors go to Genevieve and all Student End of Year exceptions/errors go to Amanda.

31. Student October
CDE staff worked on the ASCENT business rules this week and as of Wednesday they are working properly.
A new migrant student list will be uploaded later today that will have migrant students that have been added since the last upload so any outstanding migrant student discrepancies should clear. We will be uploading a new list at least weekly to keep up with the changing numbers of migrant students who are being added weekly.

32. Student October
Thank you to the districts that alerted us to the fact that there was an issue with students being pulled into the October Count Snapshot who had an entry date of October 3rd. The problem has been resolved and should no longer be an issue this year or subsequent years.

33. Student October
*ECE Clarification Starting with the 2018 Student October Count, additional documentation is not required for retained kindergarteners submitted for full-time funding IF the student was reported with a READ status of “significant reading deficiency (SRD)” in the READ data submission in the summer prior to the pupil enrollment count date. If the student was not reported with an SRD status in the READ data submission, then the district will need to provide documentation as outlined in the Student October Count Audit Resource Guide for any retained kindergarten student submitted for full-time funding.

34. Student October Snapshot Criteria
For a SASID to be added to the snapshot it must: Be in both the Demographic and Student-School Association files
as well as be error free in both those files
And
Meet the following criteria (fields referenced are in the Student School Association file):
The field [PRIMARY_SCHOOL] = ‘1’ AND
[SCHOOL_ENTRY_DATE] <= count date for the current school year AND
[SCHOOL_EXIT_DATE] is null OR [SCHOOL_EXIT_DATE] >= count date for the current school year AND
OR student is included in Alternate Count Date or Transfer Exception File, approved and uploaded by CDE
One of these conditions is met:
The student’s age as of the count date >= 2 and <= 21 OR
The student’s age as of the count date <=21 (typically under 2) and there is an age waiver for the district or district and school code OR
[PRIMARY_DISABILITY] (from the Demographics file) <> ‘00’ then calculated age as of December 31 of the reporting school year <= 21
Student October Process and Checklist

35. Student October Transfer Enrollment Exceptions
Students transferring to your district after the count day during the 11 day window who are not eligible to be counted by another district
Includes in-state and out-of-state transfer students
Must meet criteria outlined in the Student October Count Audit Resource Guide section on Transfer Enrollment Exceptions
You must fill out the Transfer Date Exception template to have the student counted. It is found at:
under the heading of “Templates”

36. Student October
*Please note that the templates on the Student Interchange web page
Which include the following:
Student Demographics Template
Student School Association
Student Advanced Course Completion
Have not changed from the previous school year however titles for the templates have been updated with this school year.

37. Student October
Some Questions to Ask Yourself When Selecting a PAI or Non-Program School code
Where is the student attending?
Who is getting the funding (or who is paying who for the student’s education)?
Who has the accountability for the student?

38. Student October PAI Code Clarification
Districts would use the 03 code for expelled students only if the student(s) is at a non-school site. In other words, they are truly not at a physical school site. Otherwise, use the other schools’ code if at another school.

39. Student October When uploading Student Interchange Files:
You may choose to Tag the file OCT
Tagging is not required
It may make things easier

40. Student October Things to know for tagging
Tagging means that the file will only be pulled into that tagged snapshot
Be consistent. If you tag for one file then tag for the other
If tagging when creating snapshot use the Student October Tagged Records Only option
If tagging use the correct tag option when looking at error records
If you make changes to records tagged OCT, do not change any untagged records and vice versa
The tag sould be the same in both the DEM (demographic) and SSA (Student School Association) files (either OCT or None)
CDE recommends creating naming convention for files that are going to be uploaded that includes the tag
Example: DEM_OCT_ xlsx
*Note if you use a tag OCT for the file loads but then use Pipeline’s “add record” to insert new records, then a tag will not be assigned to the records using this option. Tag for that record will be blank (none).

41. Student October Should I Tag?
Consider work needed if you tag vs. work needed if you do not tag
Tagging may make it easier for you to know which data sets you are working with
If you tag =OCT for Student October make sure that Student October data (OCT) is as of count date
Advantages
Easier to verify data
Clearer that you are including the correct students and data
Easier data management
Disadvantages
Possibly more work

42. Student October Warnings Losing Leading Zeros
Do not require exceptions
Do not prevent students from being included in snapshot or from submitting snapshot
There for informational purposes or that there is a possible data issue
Losing Leading Zeros
Opening a file in Excel and where format is not already set to ‘text’
Files will not upload properly and will create errors
CDE has a guide to keeping leading zeros on Student Interchange Website at:

43. Student October Student Doesn’t Show up in Snapshot
Student has error in DEM or SSA file
Primary School = 0 in SSA file
October Snapshot only includes records where Primary School = 1
If a student isn’t showing up in snapshot this is often the first place to look
Enrollment Dates in SSA file do not overlap with Count Day
Student only included in one of DEM or SSA file, but not both
Cognos Reports:
Snapshot Records Excluded Due to Profile Errors
Students Excluded from Student October Snapshot

44. Student October
Student October Contact Genevieve Hale

45. School Auditing Office Contact
Webpages: Contact: Rebecca McRee

46. Student End of Year Cross LEA Phase

47. Today is the Cross LEA deadline
Student End of Year
Today is the Cross LEA deadline
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.)
Exceptions - Notify us in an so we know you’ve saved your exceptions in Syncplicity.
Only exit types can be changed during the final phase of the collection.

48. Student End of Year Cross LEA Deadline: Thursday, October 18th
All districts must have an error-free snapshot by today.
To submit your snapshot to CDE:
1. Log into the CDE Data Pipeline
2. Click on Student Profile on the left menu
3. Click Status Dashboard
a. Use the drop downs to select the appropriate values
i. File Type: Student End of Year
ii. School Year:
iii. Organization/LEA: defaults to your organization
b. Click the Submit to CDE button
c. Click OK

49. Adjustment File Instructions
Follow the instructions in the Adjustment File Instructions PDFs on the End of Year Snapshot webpage at

50. Thursday, October 25th, 2018 9 a.m.-10 a.m.
Thank You
Next Town Hall:
Thursday, October 25th, a.m.-10 a.m.