1. Data Pipeline Town Hall August 25th, 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
12/3/2018
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 Identity Management
SPED EOY
Directory
Non-Public Directory
Civil Rights Data Collection
RITS
Staff Interchange
Student End of Year
Teacher Student Data Link (TSDL)
Student Interchange
Student October

7. Introductions 7

8. Open Collections in Data Pipeline8

9. Open Data Pipeline Collections
Year Round
Directory
RITS
EDIS
Periodic
December Finance 9

10. Open Data Pipeline Collections
12/3/2018
Open Data Pipeline Collections
Snapshots
Student End of Year
Teacher Student Data Link
Special Education End of Year
Coming Soon
Student October
ACCESS Pre-ID
Human Resources Staff Interchange 10

11. Identity Management 11

12. Identity Management Upgrade
New Delegated Administration application (Oracle 11g) cut over occurred on Tuesday August 2nd.
177 LEA’s have made the switch as of yesterday!
Over 7200 users created in the new version
CDE has concluded the Q&A webinar’s as of Tuesday 8/23
Let us know if you have questions or comments through the help desk
Issues with the self serve password reset being addressed
Updating the error and success messaging
Please wait 5 minutes for before resubmitting
Domain name changes need to come through CDE
CDE has tools to automate this process 12

13. Identity Management Upgrade
Questions or concerns about the rollout? 13

14. SPECIAL EDUCATION EOY 14

15. Special Education EOY – What’s Left in 15-16?
12/3/2018
Sept. 7 – All exception requests due to CDE by this date
Sept. 12 – Interchange and Snapshot errors resolved
Sept : Initial Report Review
September
Sept : Resolving duplicates
Sept Oct. 5: Final Report Review
October 6 - Final submission and signed reports due
October
Special Education EOY - Lindsey Heitman - 15

16. 2 Week Notice!!! *Only about 2 weeks left to finish clearing errors!!!
Wednesday Sept. 7, 2016
Date by which all Exception requests must be received by CDE to allow sufficient time for processing.
All exception requests ed to CDE
Monday Sept. 12, 2016
Date by which all Interchange and Snapshot errors must be resolved. Generate your complete Special Education EOY Snapshot by passing all Interchange and Snapshot validations in preparation for duplicate checks.
All data records needed for the Special Education EOY Snapshot should be submitted and passed Interchange (level 1) and Snapshot (level 2) edit validations.
All data records needed are included in file
IEP Interchange errors resolved
Special Education EOY Snapshot errors resolved
*Only about 2 weeks left to finish clearing errors!!!
Please contact Lindsey Heitman if you need help. (303)
Special Education EOY - Lindsey Heitman - 16

17. Error Viewing
Errors SY107, SY108, SY109 – to view error details be sure to choose second Excel option (Excel 2007 Format) when exporting to Excel.
*The errors will be broken out and displayed at the bottom of the report.
Special Education EOY - Lindsey Heitman -

18. Reports Documentation
12/3/2018
Reports Documentation
Data Pipeline Documentation Website Home – Snapshots – Special Education End-of-Year: Reports Section:
**NEW - Special Education EOY Cognos Report Definitions and Logic
**NEW - Special Education EOY Reports Checklist posted - (please print and review with your director)
Posted at this link under
Special Education EOY - Lindsey Heitman -

19. Special Education EOY: Reports Webinar
Tuesday, August 30, 2016 from 2:00 – 3:30
Login:
Call-in number:
*reminder will be sent to respondents and directors
Special Education EOY - Lindsey Heitman - 19

20. Special Education EOY Contact Information
Special Education EOY Contacts Lindsey Heitman – (Primary contact) Kristi Gleason – Orla Bolger – *Please remember to include your AU #, Error code #, and phone number. Thanks.
Special Education EOY - Lindsey Heitman - 20

21. Directory 21

22. Directory Changes for 2016-17
Changes are being implemented by programming into the directory you will see the fields shortly in Data Pipeline.
Key Personnel:
Districts are required to list the ICAP Contact and Graduation Guidelines Contact.
Both key personnel will be mandatory and will have an error if not complete

23. School Level Information:
Directory
School Level Information:
The following flag is new
Career and Technical Education School – This is a checkbox if the school meets the definition.
Definition: A Career and Technical education school is a public elementary/secondary school that focuses primarily on providing secondary students with an occupationally relevant or career-related curriculum, including formal preparation for technical or professional occupations. 23

24. Directory Every school is required to select one of the following:
Full Virtual - The school has not physical building where students meet with each other or with teachers, all instruction is virtual.
Virtual with Face to Face Options - The school focuses on a systematic program of virtual instruction but includes some physical meetings among students or with teachers. 24

25. Directory
Supplemental Virtual - The school offers virtual courses but virtual instruction is not the primary means of instruction.
Not Virtual - The school does not offer any virtual instruction.
*Note – these fields are required by the USDoE for EdFacts reporting for 25

26. Directory
Charter Management Organizations (CMO) (Charter Schools Only)
Charter Belongs to CMO or EMO
CMO/EMO Name
Employer Identification Number
CMO/EMO Physical Address
CMO/EMO Physical City
CMO/EMO Physical State
CMO/EMO Physical Zip
MCO/EMO Mailing Address
CMO/EMO Mailing City
CMO/EMO Mailing Zip 26

27. Directory
Type CMO EMO or Other
Contract Number that Authorizes Charter School
Date of Contract
Renewal of Contract Date
*Note – These fields are required for EdFacts Data Set from the USDoE. For more details please look at the file layouts and definitions for
Additional details can be found on the file layouts and definitions of the directory.
If you have any questions please Dennis St. Hilaire at 27

28. Non-Public Directory 28

29. Non-Public Directory
There have been requests to add non-public schools to the directory for If you have a non-public school that needs to be added please send to Dennis St. Hilaire the following information: Name of School School Addresss School Phone Number Grade Range of the School If the school is non-profit Y/N Non-Public codes are used for Special Education, Nutrition, ESEA etc.

30. Non-Public Directory Non Public school codes can be found at: 30

31. Civil Rights Data Collection31

32. 2015-16 Civil Rights Data Collection
The Advanced Website (AWS) is scheduled to open this week.
Districts will have until the end of September to update their contact information
OCR is working on the new data element headers; so those are not available as yet
Projected to open early December and close the end of March
Information can be found at:

33. 2015-16 Civil Rights Data Collection

34. RITS 34

35. RITS Do’s To expedite SASIDS remember to: Submit student names early
Include middle names in submission-this is very important!!!
Ensure information is complete and accurate
Use Match Tool for large submissions
If using RITS Web check to see if student already has SASID number
RITS-Genevieve Hale or

36. RITS
Don’ts
Do not upload the same students over and over. Duplicate submissions have to be manually closed out and cause significant delays.
Do not send Personally Identifiable Information over unsecured
Do not use student nicknames or non-legal names
RITS-Genevieve Hale or

37. RITS Other Useful Information
Create an entirely new SASID for children in the Witness Protection Program. Never update an existing SASID with the new names. Student and family safety are the priority.
May update names/gender of transgender students.
With respect to migrant students from Mexico, there is a Binational Initiative to promote the use of the Transfer Document which provides the student his/her grades so that he/she may enroll in school when he/she returns to Mexico/USA. The student’s credits are accepted, thus, the student is placed appropriately. Parents need to notify the schools when they are traveling so that the school has ample time to complete the document. Contact CDE’s Migrant Education Office for more information:
RITS-Genevieve Hale or

38. RITS Other Useful Information
If having issues with getting accurate information for children in facilities contact Brittany Hanley at CDE’s Office of Facility Schools at or at
Every district has an out-of-district coordinator that liaisons with districts regarding students in facilities. Often this person is the same person as the CWEL liaison listed in the next bullet.
If having issues with getting information for children in foster care go to your district’s Child Welfare Education Liaison (CWEL) for list of district liaisons go to this link
See: (Child Welfare Education Liaison (CWEL) Directory)
RITS-Genevieve Hale or

39. RITS
Finally…
Submissions for SASIDS are really picking up so it may take a couple of days for a SASID to be issued. If there are outstanding cases in review after several days and you haven’t been contacted, please contact Genevieve as more information is probably needed to process the request.
Stay tuned for some upcoming RITS enhancements…
Any questions???
RITS-Genevieve Hale or

40. Staff Interchange 40

41. Timeline Interchange opens Thursday September 1st (next week!)
Human Resources and Special Education December Count have separate timelines posted:
(both are under Additional Resources) 41

42. Staff Profile Updates Removed Fields:
Staff’s Middle Name
Ending (end) Date at School District
Educator Preparation Program
Teacher Probationary Status definition updated:
The probationary status of the teacher as defined in district/BOCES policy. The local policy should be compliant with Senate Bill (Note: Required for All Teachers; job class codes between 201 and 206). 42

43. Staff Assignment Field Updates
Updated field titles:
Passed NCLB Colorado State Board of Education Approved Elementary Or Early Childhood Core Content Test
Passed Colorado State Board of Education Approved Secondary Core Content Test In Teaching Area
Removed fields:
Passed HOUSSE Provision
Highly Qualified for Assignment 43

44. Staff Assignment New Jobclass Codes
Added jobclass codes:
These new codes are required to report the fields:
Teaching Subject Area
Teacher/SSP Overall Performance Evaluation Rating
Teacher/SSP Quality Standards 1-6
222
Reading Interventionists
Teachers who conduct assessments and provide consultative or direct services (interventions and instruction) in the area of reading to meet the individual needs of students through the use of evidence-based practices to improve reading achievement.
Special Education Assignment Flag = 0 or 1
223
Math Interventionists
Teachers who conduct assessments and provide consultative or direct services (interventions and instruction) in the area of mathematics to meet the individual needs of students through the use of evidence based practices to improve mathematics achievement. 44

45. Staff Assignment Updated Codes
Updated job classification code of 241:
Removed job classification code 413 – Speech Language Paraprofessional
Removed employment status code 24 - Other
241
Speech-Language Pathology Assistant
The speech-language pathology assistant (SLPA) serves as a member of an educational team, and holds an authorization by CDE to perform tasks prescribed, directed, and supervised by a certified speech-language pathologist (SLP), in implementing services for children/students with speech, language, cognitive, voice, oral-muscular, augmentative/alternative communication disorders, and hearing impairments in accordance with 1CCR , 4.11.
Special Education Assignment Flag = 1 45

46. Trainings General Trainings: Q and A sessions:
Tuesday, September 13th from 11:00 to 12:00 pm
Tuesday, September 27th from 10 to 11 am
Tuesday, October 25th from 1 – 2 pm
Q and A sessions:
Thursday, December 1st from 2:30 to 4
Tuesday, December 13th from 1 to 2:30 pm 46

47. Recently Updated Resources
File layouts and definitions
Business rules
Templates
Additional Resources:
Summary of Updates
Timeline (HR and Special Ed Dec Count)
Personnel Form 47

48. Contact Information
Annette Severson
Kristi Gleason 48

49. Student End of Year 49

50. 12/3/2018
End of Year Schedule
Final submission deadline is Thursday, Sept 15th
Please make sure you’ve resolved interchange levels prior to creating a snapshot
Ask questions and request exceptions in advance of the deadline
Errors on the interchange level? Please see for more information
Errors on the snapshot level? Please see for more information
Student End of Year — Duncan Anderson —
50 Student End of Year — Duncan Anderson —

51. Exception Requests
Load your exception files into your Student Syncplicity folder in my.syncplicity.com
Send an when the file has been uploaded.
An will be sent back once the exceptions have been loaded.
Please let me know if you need access to your districts Syncplicity folder or more instructions on how to use it.
51 Student End of Year — Duncan Anderson —

52. Cross LEA warnings
Cross LEA warnings have been introduced to the regular process SE700’s and SE800’s
We’ve moved forward warning that traditionally trigger during the cross LEA phase so that districts can work on them during the regular process
These are preliminary warnings based on data submitted by other districts.
Warnings in this range can allow you to get a jump start on Phase II and III of the collection.
Trainings in the beginning of September will provide more information about Phase II and III of the collection.
52 Student End of Year — Duncan Anderson —

53. Cross LEA and Post Cross LEA Trainings
Tuesday, August 30th, 10:00-11:00 am
Thursday, September 1st, 10:00-11:00 am
Wednesday, September 7th, 9:00- 10:00 am
Wednesday, September 21st, 9:00- 10:00 am
Please connect to and call in
Note that all of the trainings will cover the same material. Please choose the one that fits best for your schedule
New respondents are highly encouraged to attend.
53 Student End of Year — Duncan Anderson —

54. Questions?
Phones will be unmuted for a moment and questions can be asked.
If you prefer type in your questions in the chat box. 54

55. Teacher Student Data Link (TSDL)55

56. TSDL Status Deadline: August 26 Numbers to Date:
~89% of Districts have uploaded data files
~79% of Districts of snapshots created
~65% of Districts are complete! 56

57. TSDL Roles Interchange Roles: Snapshot Roles: TSL~LEA User
TSL~LEA Viewer
Snapshot Roles:
TLS~LEA Approver
TLS~LEA User
TLS~LEA Viewer 57

58. TSDL Process Course Enrollment file error free
Course Instructor file error free
Create TSDL Snapshot
No edits at this level
All error free course enrollment records included
Course Instructor records included if Local Course Code and Section Code combination is the same in Course Enrollment files
Review Reports
Submit to CDE (finalizes data)
Under TSDL tab in pipeline – Status Dashboard
No signature page is required 58

59. 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 – 59

60. Questions?
Phones will be unmuted for a moment and questions can be asked.
If you prefer type in your questions in the chat box. 60

61. Student Interchange 61

62. 12/3/2018
Student Interchange
Student Interchange Files are now available
Please make sure that if you are uploading for to select the correct year
Pipeline defaults to
Please make sure to use the new formats if uploading for 16-17
A full Student October calendar can be found at:
Student Interchange file layouts are here:
62 Student Interchange/October— Morgan Holmgren —

63. 2016-2017 Student Interchange Changes for this year: REMOVED:
12/3/2018
Student Interchange
Changes for this year:
REMOVED:
Student address, phone, and fields – DEM file
Refugee field – DEM file
Colorado Continuously Enrolled – SSA file
Date Most Recently Enrolled in US – SSA file
New field: Date First Enrolled in US
New fields: Gifted and Talented flags
New code: Post Secondary Program
New code: Public School Finance Status
63 Student Interchange/October— Morgan Holmgren —

64. Student October 64

65. 2016-2017 Student October Student October Count Day
12/3/2018
Student October
Student October Count Day
Wednesday October 5, 2016
Count Date
Count Window
Five Day School Week
Wednesday, October 5
Wed., Sept Wed., Oct. 12
Four Day School Week (Mon.-Thurs.)
Tues., Sept Thurs., Oct. 13
Four Day School Week (Tues.-Fri.)
For Preschool Program Using the Nov. 1 Pupil Enrollment Count Date
Tuesday, November 1
Tues., Oct Tues., Nov. 8
65 Student Interchange/October— Morgan Holmgren —

66. 2016-2017 Student October Thursday 1st: Planned opening of snapshot
some reports will not be complete
Thursday 15th: Deadline for requesting Alternate Count Day and FRL Variance Waiver from FAST
September
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
66 Student Interchange/October— Morgan Holmgren —

67. 2016-2017 Student October Data Pipeline Trainings Webinar info
12/3/2018
Student October
Data Pipeline Trainings
Thursday August 18 – 9am-10am
Wednesday August 24 – 9am-10am
Thursday September 1 – 2pm-3pm
Wednesday September 7 – 1pm-2pm
Webinar info
Phone:
Office Hours will be hosted throughout the collection beginning Wednesday September 24
67 Student Interchange/October— Morgan Holmgren —

68. FAST Trainings/Webinars
Series of webinars this Summer and Fall:
Student October Count Resources Guide Webinars:
Tuesday June 14, 2016
Tuesday August 2, 2016
Tuesday August 23, 2016
At-Risk Resource Guide Webinars
Tuesday June 21, 2016
Tuesday August 9, 2016
Tuesday August 30, 2016
Duplicate Count Process Webinar:
Tuesday November 1, 2016
All Times are:
1:30 – 2:30 pm 68
68 Student Interchange/October— Morgan Holmgren —

69. Student October Questions
12/3/2018
Student October Questions
Questions?
If you have any questions specific to your district please or call at:
Audit Related Questions
Rebecca McRee /
69 Student Interchange/October Morgan Holmgren

70. Thursday, September 1st, 2016 9 a.m.-10 a.m.
Thanks for joining us today!
Next Town Hall:
Thursday, September 1st, a.m.-10 a.m. 70