1. Data Pipeline Town Hall November 8, 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 Directory Non-public Schools Kindergarten School Readiness Student October Student End of Year Special Education December Count Human Resources Teacher Student Data Link

8. Open Collections in Data Pipeline

9. Open Data Pipeline Collections
Year Round
Directory
RITS
EDIS
Periodic
Non-public schools
Kindergarten School Readiness
December Finance
Human Resources
Designated Agency
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 December 3rd: final review of graduation and dropout rates begins
Special Education December Count
Student October
Coming Soon
Pre Id Extract 10

11. Directory Board Elections

12. Data Pipeline Directory
Reminder to Update School Board Membership in Data Pipeline Directory after Election Day 11/6/2018
2 items need completed post election:
1.) Information needs entering in Data Pipeline Directory 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 12

13. Data Pipeline Directory
Directory Contact
Fax:
Questions Call 13

14. Non-public schools

15. Non-Public Schools
Identity Managament Group – NPS LEA USER is the only group that works with this collection.
PIPELINE-0000-NPS~LEAUSER
What is the Non-public School data used for:
Funding
Nutrition
Special Education
Federal Programs

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

17. Non-Public Schools
Documentation/File Layouts and Other Forms: public_schools You can find a listing of non-public schools at: Public%20School%20Building%20Codes-en-us.xlsx

18. Non Public Schools
Collection Closes December 1st. If you have any questions you can contact me Dennis St. Hilaire at

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

20. Collection Status Current Status of Collection:
Percentage of Districts with Data Uploaded: 43.41%
Percentage of Districts with Submitted Data: 29.12%
Thank you!!
Known Bugs:
Resolved: Some districts’ reports out of GOLD® are triggering SR071
Please feel free to re-try your upload
Collection Close Date:
Anticipated Close Date: 12/6/18 (Less than a month!)

21. Reminders Please make sure to save your file as an .xlsx
Seeing file uploads at .txt files- this will cause an upload error
Please remove any spaces in the file name
This is also not allow you to upload
Please make sure to select your assessment tool first
If you do not have any kindergartners to report, please contact me and fill out an exception file.
Waivers must go before the State Board and are not waivers from the collection, only from the use of an approved assessment tool

22. 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

23. 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 23

24. Student October

25. Student October Timeline
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

26. Student October Timeline
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

27. Student October Trainings
Remember! Tomorrow, November 9th is the deadline for snapshots!
Next week is the duplicate count process.
Please refer to this training for more information:
18officehourduplicateprocessandsubmission

28. Student October Trainings
The Duplicate Count Process & Submission PowerPoint training and webinar are now posted at:
And at
(this bottom link also has other duplicate count resources/information)

29. Student October Trainings
Revised ASCENT Slots should be received by today.
A new foster care file was uploaded on Tuesday, November 6th.
If your OC134 error is not correct please let me know.
Still some issues with other errors. OC1, OC86
Not all exceptions are allowable. Be sure you’re referring to the Student October Count Audit Resource Guide in conjunction with the file layouts for the particular files you’re working on such as Demographic , SSA October Count Snapshot.

30. Student October Request
Please include your direct phone number and your 4 digit district code on your s as this will help me to more quickly contact you.
Also, please, please, please include the names of the files you upload into Syncplicity in your s as this saves time trying to locate the file. Remember to use the Syncplicity file folders with “student” at the end.
Districts may create sub-folders within their Syncplicity file folders in order to keep things organized.

31. Student October Updates
A revised Title I list was uploaded on 11/7 if you were receiving Title I errors.
If you receive an OC134 error please go ahead and update your district records to mark the student as free lunch eligible unless you think the error is an error in which case please contact me.

32. Student October Updates
IMPORTANT PLEASE READ and REFERENCE!
The CDE School Auditing Office has posted a memo to their website that addresses retained kindergarten students.
The document link is:
This document is located on the pupil count page under “Resource Guides”: 

33. Student October Updates
Issues with COGNOS reports:
“Summary of Homeless Students by Primary Nighttime Residence.” Duplicate lines (one for shelters and one for shelters/transitional living) issue has been corrected and the report is working as it should.
Working to fix issues with COGNOS report “Students Excluded from Student October Snapshot.” Report should only be pulling students that are actually in error either in the demographic or school association files. Currently the Demographic Error Indicator Column and School Association Error Column are not pulling the data as it should.

34. Student October Updates
Issues with COGNOS reports:
“Pupil Count by Language, Section 504 & Program Service” has issues that CDE is working to fix. The General education column is populating incorrect counts. There are also other rows of disaggregated data that are now obsolete.
The Student October Contact List is missing some contacts. CDE is looking into this.
Let me know if other issues with COGNOS reports

35. Student October Updates
SP125 error bug was put into production Tuesday night however there is still an issue.

36. Student October Updates
November 9th is close at hand!!! Only a day to go!!!
As of now here’s where all the LEAs stand
56 LEAs have submitted a Student October file
That means we have 130 LEAs to go. That’s a lot!!!
These numbers just reflect submittals not necessarily submittals that are error free

37. Student October Updates
Congratulations to Districts Who Have Completed & Submitted their snapshot!!! I super appreciate your conscientiousness!!!!
For those of you who are finished remember to press the “Submit to CDE” button 

38. Student October Reminder
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

39. Student October Reminder
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”

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

41. Student October Tips 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).

42. Student October Tips 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

43. Student October Tips 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:

44. Student October Tips 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

45. Student October Tips
A little wry joke to brighten your day: One day I sat thinking, almost in despair; a hand fell on my shoulder and a voice said reassuringly, “Cheer up, things could be worse.” So I cheered up, and sure enough, things got worse. “A smile is a curve that sets everything straight.” -Phyllis Diller Thank you for all your hard work! We’re slowly but surely getting to the finish line!!!

46. Student October Contact
Student October Contact Genevieve Hale

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

48. Student End of Year Post Cross LEA Phase

49. Post Cross LEA Phase Timeline
Thursday 11/29/2018: validation phase ends
Monday 12/03/2018: final review of graduation and dropout rates begins
Thursday 12/06/2018: final approval of data summary reports

50. Post Cross LEA SE903 Errors
These students were coded as transferring to another public school in Colorado (’13’) but Data Pipeline is not showing them as enrolled later in the school year.
Please verify the educational status of these students after exiting your district and change their Exit/Withdrawal Type Code as appropriate.
Exit codes can be changed to 40, 00, 01, 02, 12, 14, 15, 16, 18, 19, 21, 50, 70, 90, 91, 92, 93 or 94.

51. Post Cross LEA SE903 Exceptions
If you do have Adequate Documentation of a transfer in state, you’ll need to request an exception and save the documentation to your Syncplicity folder.
Confirmation of Enrollment and Attendance/Records Request: A formal request for a student's education records to be used after the student has begun attending a new school.
Request for Confirmation of Enrollment and Attendance: For use by the previously attended school district in instances when the current district program has not provided dates of Enrollment and Attendance as confirmation of a cross-district student transfer.

52. Post Cross LEA – Resolving Errors
Districts can only update the Exit Types for SE903 errors during this phase of the collection.
While unlikely, it is possible to trigger other errors during this phase of the collection. Please contact Amanda Callinan if you have other errors in the snapshot error report as they will require exceptions in order to clear. You cannot change records on your own during this phase.

53. Post Cross LEA – Review Cognos Reports
The Post Cross LEA phase also provides time for districts to ensure a final review of their snapshot, graduation rates, and dropout rates.
These rates are finalized except for changes made due to Post-Cross LEA errors and AYG Reconciliation.
Important Cognos reports to review:
End of Year School Membership
EOY School Membership and Dropout for Grades 7-12
EOY On-Time Graduation and Completion Rates

54. Post Cross LEA – Submit to CDE
Student Profile
Status Dashboard
File Type - > Student End of Year
Year ->
Organization/LEA
Submit
Submit to CDE

55. Special Education December Count

56. Next December Count Training
Next December Count Training Webinar:
Wednesday November 14th from 11:00 –12:30
Topic: December Count content - Student and Staff and error resolution tips 
Login Information:
Call-in number:

57. SAM OFFICE HOURS Webinar
Upcoming Staff Approval Matrix (SAM) Office Hours Webinar:
Wednesday December 5th from 1:00 –2:00  
 Link to SAM training slides posted online: under ‘Staff Approval Matrix Trainings’ section
Login Information:
Call-in number:

58. Special Education December Count Important Dates
Thursday November 1st: Snapshot available
Wednesday November 28th: Interchange files uploaded – Sped Child, Sped Participation, Staff Profile, Staff Assignment
November
Saturday December 1st: Official Count Date (or last date prior your school was in session)
Thursday December 20th: All Interchange errors resolved and at least one December Count snapshot created
December
Wednesday January 23rd: All errors resolved – complete snapshot
January 24 – 31 : Report Review
January
February
February 4 – 14: Resolving duplicates
February : Final Report Review
February 21st : Final Deadline

59. Helpful Reporting Resources
At this link you will find the following helpful resources:
Special Education Grant Codes
PAI Coding Chart (PRINT!!)
Educational Environments
Facility Code Lists

60. Helpful Reporting Resources
At this link you will find the following helpful resources:
Staff Approval Matrix Training
Sped ESSA In-Field Crosswalk
December Count Exceptions Template

61. Special Education December Count – Questions?
Special Education December Count contact information
Lindsey Heitman – (Primary contact)
Orla Bolger –
*Please include your AU #, Error code # (if applicable), and phone number in s 
Resources
Special Education IEP Interchange:
Special Education December Count Snapshot: 61

62. Human Resources

63. Human Resources Timeline
November
1st
HR Snapshot Opens
28th
Staff Interchange files must be uploaded
December
20th
Staff Interchange files error free
January
23rd
HR Snapshot created
24th –31st
Review Special Education Staff Report
February
14th
HR Snapshot error free
15th - 21st Snapshot Review
21st
Final Deadline

64. Cognos -> Staff Profile -> Staff Licensing Status
Notes and Status
Reminder: License information available for ALL staff reported in the Staff Profile file
Cognos -> Staff Profile -> Staff Licensing Status
Displays current license if applicable for each record
Based on the SSN reported in the staff profile file
If there is no current license, record is not included in the report
HR071 edit is now fixed; was displaying error for Quality Rating 5 incorrectly

65. Human Resources Snapshot information:
Resources and Contact Information
Human Resources Snapshot information:
Annette Severson:
Staff Interchange information:
Lindsey Heitman:
Human Resources– Annette Severson –

66. Teacher Student Data Link

67. PAUSED for majority of students REQUIRED for migrant students:
Collection Status
PAUSED for majority of students
REQUIRED for migrant students:
8th -12th grade only
Receiving partial or full credit for at least 1 course in your district
TSDL– Annette Severson –

68. Explanation of Pausing Collection
Resulting from LEA feedback:
challenges with collection
Desire to ensure the collection is relevant and accurate
Recent policy change allows CDE to pause data collection
During this year, CDE will re-examine the TSDL collection with a stakeholder workgroup
Clarify the intendent and purposes of the collection to meet policy objectives
Better understand the impact and explore possibilities to reduce the burden
TSDL– Annette Severson –

69. Impact on LEAs without Migrant Students
Course Instructor File does not need to be uploaded
Local Course Codes are not required to be mapped within SSCC
Course Enrollment file does not need to be uploaded
TSDL snapshot does not need to be created or finalized
TSDL– Annette Severson –

70. Impact on LEAs with Migrant Students
Course Instructor File does not need to be uploaded
Local Course Codes must be mapped via Statewide Standard Course Code System (SSCC) for any 8th – 12th grade courses attended by migrant student(s)
Course Enrollment file must be uploaded for 8th-12th grade migrant students only
TSDL snapshot must be created and finalized for the migrant students
TSDL– Annette Severson –

71. November January June – August TSDL Timeline 2018-2019
SSCC Open- Map Local Course Codes
7th
TSDL Interchange Opens
January
17th
TSDL Snapshot Opens
June – August
Finalize TSDL Snapshot
* Remember, only Migrant Students are required to be included.
TSDL– Annette Severson –

72. 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

73. Thursday, November 15th, 2018 9 a.m.-10 a.m.
Thank You
Next Town Hall:
Thursday, November 15th, a.m.-10 a.m.