1. Town Hall May 1, 2014

2. Introductions

3. Webinar Etiquette
Mute Your Phone (*# Mutes and Un-mutes Individual Phones) also 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!
Enter your Name and your District when logging into the webinar (no password will be needed)
For today’s event, 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

4. Agenda Student End of Year FERPA/Privacy
Directory 4 Day School Week Application
Town Hall Summer Schedule Recommendations
Special Education Discipline
Special Education End of Year

5. Student End of Year

6. Student End of Year is open
Identity Management groups are available.
Acronym is SEY
Examples:
MOFFAT_2 PIPELINE-2800-SEY~LEAVIEWER Read-Only Role
SILVERTON_1 PIPELINE-2820-SEY~LEAUSER Submit and Modify Role
CENTER_26_JT PIPELINE-2810-SEY~LEAAPPROVER Approver Role
Work with your LAM to get the role assigned
Only assign one role
Role needs to be assigned by May 15th 6

7. End of Year Student End of Year snapshot Please create snapshots
Student Profile
Snapshot
Select Student End of Year and fill drop downs
Press the create snapshot.
Please create snapshots
All districts must create an End of Year snapshot by June 5th 7

8. End of Year – Screen Shot8

9. End of Year resources End of Year (EOY) website
Data pipeline site -> snapshot -> End of Year
Schedule posted on EOY snapshot page
Document on how to assign EOY groups posted
Document on EOY process posted
File layout and definitions are posted
Known issues are posted – updated weekly 9

10. Common defects Please reference the known issue document
Posted on Data Pipeline -> snapshot -> End of Year website
Summary field shows status
Not working means known issue
Resolved means has been fixed
Weekly updates – every Wednesday
Check release notes in Data Pipeline 10

11. Common defects Multiple defects in End of Year collection
Please assume the system is in error before changing data
Developers are working on resolving these issues 11

12. End of Year trainings Email will be sent with agenda
Upcoming trainings
Tuesday, May 20th from 9:00 to 10:00
Wednesday, May 21st from 12:00 to 1:00
Thursday, May 29th from 3:00 to 4:00
Focus on snapshot and End of Year questions 12

13. Maintaining Student and Educator Privacy and Data Security

14. Maintaining Student and Educator Privacy and Data Security
CDE is committed to ensuring the security and privacy of all student and educator data
CDE safeguards student data in accordance with the Family Educational Rights and Privacy Act (FERPA)
Educator data is protected by state legislation:
Section (3), C.R.S.
Section , C.R.S.
SB 191 rules (1 CCR )
CDE’s goal is to meet and exceed the requirements under FERPA 14

15. Data Transfers And Email
In order to protect student and educator privacy and ensure security, we ask that you not send personally identifiable information (PII) using
Reason: is not secure
What is PII? Data that can potentially identify a specific individual Some examples:
Social Security number, name, home address, address, DOB, telephone, and gender
Rather, PII information should be sent using our Secure File Transfer Protocol (SFTP) server 15

16. Secure File Transfer Protocol (SFTP) Registration
CDE’s Secure File Transfer Protocol server can be accessed at
Quick and easy (less than 5 minutes) registration process 16

17. Secure File Transfer Registration17

18. Secure File Transfer Protocol Server registration
Password should contain upper case, lower case, and numbers 18

19. Secure File Transfer Protocol (SFTP) Server registration
From: [Add to Address Book]
To:
Subject: CDE-Transfer account activation link
Date: Apr 28, :22 AM
Dear Joe Piper,
Thank you for registering for an account. To activate your account, click on the link below.
If you are having problems with the link above, you can manually enter your username and activation code here:
Your username is:
Your activation code is:
 Please note: This was sent from an address that cannot accept incoming s. Please do not reply to this message.
You will then receive an “activation” .
Press the link to activate 19

20. Sending and Receiving Files
If CDE needs data from you that contains PII, CDE will send you a request using the SFTP program.
You will receive an sent through the SFTP program: you will be prompted to log into the SFTP server and attach the file there
Correspondingly, if CDE needs to send you a file containing PII, the file will be added to the SFTP server.
You will receive an indicating this.
You can log into the SFTP server to access the file and can download it from there
Before you send a file, CDE must first initiate the request and you can reply with the attachment. Therefore, please first send an to the collection owner letting the owner know you wish to send a file.
SFTP server s should not be used for regular communication; only to note sending/receiving files
Files on the SFTP server are purged after a period of time – you will receive an regarding this 20

21. What can be sent by email?
You can send SASID or EDID without identifying PII (for instance, without full name and DOB)
For instance, if you want to send a Cognos error report, you can send that, but first please remove name and DOB from the file
If you are unsure what you can send, please contact the collection owner first
If you inadvertently include PII in an , the PII reference will be removed in any responses to the 21

22. 4 Day School Week

23. 4 Day School Week
4 day school week applications opens Monday February 3rd 2014 closes Friday, May 9th 2014.
Application will be for the school year.
It is mandatory to complete the 4 day school week application if a school has less than 160 school days.
Currently we have 76 Districts submitting for 4 day school week for by completing the application in the Directory.

24. 4 Day School Week

25. 4 Day School Week Information you need to supply and enter:
Make sure you select school year in upper left corner.
First year school/district went on 4 day school week
Are all schools on 4 day school week
Day of week not in session
Actual number of school days scheduled
Number of elementary hours scheduled (Cannot be less than 990)
Number of secondary hours scheduled (Cannot be less than 1080)

26. 4 Day School Week Information you need to supply and enter: (Cont.)
Date current year calendar adopted by local school board. (can use a future date if board has not voted yet.)
Reason of school/district going on 4 day school week
If district is on turnaround or priority improvement additional documentation will need to be sent to Jhon Penn at
Copy of respective school calendar
Building class schedules, assembly schedules, bell schedules including lunch
Professional development calendar

27. 4 Day School Week 0050 BENNETT 29J 0110 SANGRE DE CRISTO RE-22J 0170
DEER TRAIL 26J
0230
WALSH RE-1
0250
SPRINGFIELD RE-4
0260
VILAS RE-5
0270
CAMPO RE-6
0290
LAS ANIMAS RE-1
0310
MC CLAVE RE-2
0500
SALIDA R-32
0560
SANFORD 6J
0740
SIERRA GRANDE R-30
0770
CROWLEY COUNTY RE-1-J
0860
CUSTER COUNTY SCHOOL DISTRICT C-1
0890
DOLORES COUNTY RE NO.2
0930
KIOWA C-2
0940
BIG SANDY 100J
0950
ELBERT 200
0960
AGATE 300
0970
CALHAN RJ-1

28. 4Day School Week 1050 ELLICOTT 22 1060 PEYTON 23 JT 1070 HANOVER 28
1120
EDISON 54 JT
1160
COTOPAXI RE-3
1195
GARFIELD RE-2
1220
GARFIELD 16
1330
GILPIN COUNTY RE-1
1340
WEST GRAND 1-JT.
1350
EAST GRAND 2
1380
HINSDALE COUNTY RE 1
1400
LA VETA RE-2
1410
NORTH PARK R-1
1420
JEFFERSON COUNTY R-1
1430
EADS RE-1
1440
PLAINVIEW RE-2
1460
HI-PLAINS R-23
1590
PRIMERO REORGANIZED 2
1600
HOEHNE REORGANIZED 3
1620
AGUILAR REORGANIZED 6

29. 4 Day School Week 1750 BRANSON REORGANIZED 82 1760 KIM REORGANIZED 88
1780
GENOA-HUGO C113
1790
LIMON RE-4J
1850
FRENCHMAN RE-3
1990
PLATEAU VALLEY 50
2000
MESA COUNTY VALLEY 51
2010
CREEDE SCHOOL DISTRICT
2190
WEST END RE-2
2505
WELDON VALLEY RE-20(J)
2535
MANZANOLA 3J
2560
CHERAW 31
2610
PARK COUNTY RE-2
2660
LAMAR RE-2
2670
HOLLY RE-3
2680
WILEY RE-13 JT
2700
PUEBLO COUNTY 70
2720
RANGELY RE-4
2730
DEL NORTE C-7
2740
MONTE VISTA C-8

30. 4 Day School Week 2790 MOUNTAIN VALLEY RE 1 2800 MOFFAT 2 2865
PLATTE VALLEY RE-3
3010
CRIPPLE CREEK-VICTOR RE-1
3050
OTIS R-3
3060
LONE STAR 101
3070
WOODLIN R-104
3090
KEENESBURG RE-3(J)
3120
GREELEY 6
3146
BRIGGSDALE RE-10
3147
PRAIRIE RE-11
3148
PAWNEE RE-12
3230
LIBERTY J-4
8001
CHARTER SCHOOL INSTITUTE
9030
MOUNTAIN BOCES

31. Special Education Discipline

32. DISCIPLINE INTERCHANGE IDM Roles
Interchange User roles:
LEA Viewer: able to view data. Read only access
LEA User: able to upload, edit, and submit data to Interchange
EXAMPLES
DOUGLAS_COUNTY_RE_1 PIPELINE-0900-DIS~LEAUSER Submit and Modify Role
DOUGLAS_COUNTY_RE_1 PIPELINE-0900-DIS~LEAVIEWER Read-Only Role 32

33. DISCIPLINE SNAPSHOT IDM Roles
Special Education Discipline Administrative Unit User roles:
LEAVIEWER Read – Only Role
LEAVIEWUSER – Create Snapshot, unable to Approve or submit data to CDE
LEAAPPROVER – Create Snapshot, Approve, submit Approved data to CDE (does not have to be the Special Education Director as they will still be responsible for signing reports)
EXAMPLES
LARIMER_R3_PARK PIPELINE SPI~LEAVIEWER Read-Only Role
LARIMER_R2J_THOMPSON PIPELINE SPI~LEAUSER Submit and Modify Role
LARIMER_R2J_THOMPSON PIPELINE SPI~LEAAPPROVER Approver Role 33

34. SPECIAL EDUCATION DISCIPLINE COLLECTION OPEN
As of May 1st, if you have the SPI role associated with your Administrative Unit you should be able to see the Special Education Discipline under
Discipline
Status Dashboard
Snapshot
Special Education Discipline Reports for Administrative Units may be found in COGNOS under Special Education Discipline

35. BUGS DISCIPLINE INTERCHANGE 1264 Include Batch Number on Error Report
3219 Respondents with the DIS role and the SPI role can’t see discipline functions in COGNOS – programmers still looking into the issue

36. VENDORS
I’ve heard from a few folks issues with IC not having the right codes. Deloitte, Lisa Bradley, Annette Severson, and myself were in communication with the vendors over a year and a half ago and discussed the interchange fields and codes. The codes for Special Education Did Not change for the most part with the exception of expulsions being an 03 across the board. Another field was created to let us know if services were or were not provided. The codes for Safety and Discipline Indicators did not change but not all codes were included. The file layouts have been available for roughly two years now with advance communication to vendors. Let us know if you have other issues with vendor systems.

37. Contact Information
Kristi Gleason – Collection Coordinator
Additional Team Members
Lindsey Heitman
Kathy Baca
Sonia Vargas

38. Special Education End of Year

39. is officially OPEN On your marks--get set--go! 
Don’t forget to buckle up, we will no doubt hit a few bumps along the ride.
The sooner you start resolving the “working errors”, the better. -June 18th first deadline.
I promise I will get an updated bug status list posted online, so you know which errors are working/fixed and which are not.

40. Speaking of bumps….
The Cognos Error Detail and Summary reports not reflecting the most current file upload and snapshot. (prior batch)
So SY228, SY241, and SY242 may have gone away, it’s just that cognos is not working properly at the moment.
My SPED EOY error reports are not working right now-please let me know if any of you are not able to open them either.
Programmers trying to resolve issue
(Subliminal messages) Technology is our friend. I don’t want to throw my computer out the window. Repeat. 40

41. Bug Status
SY228: (Extended School Year Services) Rule was deactivated and will remain inactive going forward. (Interchange rule SE078 will make sure the ESY field has a valid code)
SY241: Exceptions uploaded (error should go away for those not in sample list this year
SY242: Exceptions uploaded (error should go away for those not in sample list this year)
Both should resolve after you run your next snapshot (unless you ARE a part of the sample and required to submit the contact info) 41

42. Bug Status
SY057: "Date Evaluation Completed [Path 3] must be between four months prior to the current school year and the end of the current school year (Example: ) if not zero-filled"
should be fixed-could someone please let me know if they think it is still not working correctly
SY168: "Reason for Delay in Initial Eligibility Meeting [Path 2] must be 00 if Date of Initial Eligibility Meeting is not zero-filled and calculated age is <3"
should be fixed- please let me know if not 42

43. Child File Clarification
Special Education IEP Interchange Child File Layout document updated on 4/30.
Link:
Changed Record Expectation to: In the Special Education Child file the LEA should submit 1 record per LEA for any student who was referred, evaluated for, and or received special education or related services at any point during the current reporting period.
Number of records should match the Sped Participation file exactly. 43

44. How to find Special Ed. documentation
Data Pipeline Website home page: 44

45. How to find Special Ed. documentation
Click Interchanges: 45

46. How to find Special Ed. documentation
Click Special Education IEP:
Data elements & definitions
Template for all 3 files 46

47. Additional Resources Under Special Education IEP/Additional Resources47

48. Snapshot Documentation
From Data Pipeline home click Snapshots: 48

49. Special Education End Of Year Snapshot documentation
Timeline
Exception Instructions 49

50. Contact Information
Lindsey Heitman- Collection Coordinator
Additional Team Members:
Kristi Gleason –
Orla Bolger –
Kathy Baca 50

51. Thank you for joining us today.
Next Town Hall
May 8, 2014