1. Data Pipeline Town Hall September 1st, 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
12/4/2018
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 SPED Discipline
SPED Interchanges
SPED December Count
Student Interchange
Student October
RITS
Staff Interchange
Student End of Year

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
12/4/2018
Open Data Pipeline Collections
Snapshots
Student End of Year
Teacher Student Data Link
Special Education End of Year
Student October
Coming Soon
ACCESS Pre-ID
Human Resources Staff Interchange 10

11. Questions?
Phones will be unmuted for a moment and questions can be asked.
If you prefer type in your questions in the chat box. 11

12. SPECIAL EDUCATION DISCIPLINE12

13. Special Education Discipline 2015-2016
A big thank you to everyone who worked on the collection! We hope going to 1 interchange file made the process easier this year. ESSU is conducting some checks on validity now that the reports are in so you may hear from us on those checks. 13
13 Special Education Discipline - Kristi Gleason -

14. Special Education Discipline 2016-2017
Look for some training coming up on the collection sometime in September! 14
14 Special Education Discipline - Kristi Gleason -

15. Special Education Discipline Questions?
Phones will be unmuted for a moment and questions can be asked.
If you prefer type in your questions in the chat box. 15

16. SPECIAL EDUCATION INTERCHANGES16

17. Special Education IEP Interchange
OPEN! OPEN! OPEN! The Data Pipeline is O P E N open for business. An announcement went out yesterday for folks with the SPE role. Remember the Early Bird Gets the Worm! 17
17 Special Education IEP Interchange - Kristi Gleason -

18. Special Education IEP Interchange
09/01/2016
Interchange is OPEN!
11/03/2016
Special Education December Count Snapshot Available
11/17/2016
Date by which IEP, Staff Interchange files must be submitted
12/1/2016
Official Annual Count Date
12/08/2016
Date by which a Special Education December Count Snapshot needs to be created
12/15/2016
Date by which all IEP Child/Participation and Staff Profile/Assignment Level 1 Interchange Errors must be resolved 18
18 Special Education IEP Interchange - Kristi Gleason -

19. Special Education IEP Interchange
Both years are out there so be sure you choose the right year depending on which collection you are working on – Special Education End of Year is still on-going – Special Education December Count has only just begun! 19
19 Special Education IEP Interchange - Kristi Gleason -

20. Special Education IEP Interchange Questions?
Phones will be unmuted for a moment and questions can be asked.
If you prefer type in your questions in the chat box. 20

21. SPECIAL EDUCATION
DECEMBER COUNT 21

22. Special Education December Count TIMELINE 22
22 Special Education December Count - Kristi Gleason -

23. Special Education December Count Technical Assistance
If you have questions about the Special Education December Count please contact the Special Education Team of Kristi Gleason, Lindsey Heitman, and Orla Bolger and we would be glad to help answer questions and provide support for any issues you may encounter.  
Plan on attending any and all trainings to ensure you have obtained all the necessary information on the collection.  If you contact us via please be sure to include the following information:
Administrative Unit #
Subject of the
Include Kristi Gleason, Lindsey Heitman, and Orla Bolger
Remember to provide your phone number in the body of the . 
We thank you in advance for all you do and are looking forward to another successful Special Education December Count Collection.   23
23 Special Education December Count - Kristi Gleason -

24. Special Education December Count Questions?
Phones will be unmuted for a moment and questions can be asked.
If you prefer type in your questions in the chat box. 24

25. STUDENT INTERCHANGE 25

26. 12/4/2018
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:
26 Student Interchange/October— Morgan Holmgren —

27. 12/4/2018
Student Interchange
If you are running into errors in the Student Demographics or Student School Association files
And you are coding students correctly or have questions please get in touch
Request exceptions as you need them.
Can request exceptions as often as necessary, no need to wait
27 Student Interchange/October— Morgan Holmgren —

28. STUDENT OCTOBER 28

29. 2016-2017 Student October Student October Count Day
12/4/2018
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
29 Student Interchange/October— Morgan Holmgren —

30. Student October
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
30 Student Interchange/October— Morgan Holmgren —

31. 2016-2017 Student October Data Pipeline Trainings Webinar info
12/4/2018
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 21
31 Student Interchange/October— Morgan Holmgren —

32. Student October Questions
12/4/2018
Student October Questions
Questions?
If you have any questions specific to your district please or call at:
Audit Related Questions
Rebecca McRee /
32 Student Interchange/October Morgan Holmgren

33. Questions?
Phones will be unmuted for a moment and questions can be asked.
If you prefer type in your questions in the chat box. 33

34. RITS 34

35. RITS Do’s To expedite SASIDS remember to:
Include middle names in submission-this is very important!!!
Ensure information is complete and accurate
Train registrars and school secretaries to accurately input data
Use Match Tool for large submissions
If using RITS Web check to see if student already has SASID number
Use “NMN” if there is truly no middle name
Call Genevieve if you have any questions or are unsure about anything
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 use initials for middle names
Do not send Personally Identifiable Information over unsecured
Do not use student nicknames or non-legal names
No periods in any of the fields in RITS
RITS-Genevieve Hale or

37. RITS Other Useful Information
When using Match Tool submit smaller batches for upload between 250 and 500 names at a time to make matching easier and so that the upload goes faster.
It can take up to a couple of hours after submitting to Match Tool for the batch number to appear for you to begin matching.
RITS matches using an algorithm with some fields weighted more heavily than others.
When updating multiple fields in RITS on an existing student, you can prevent the student going to case review if you update one field at a time and press the save button after every field update.
RITS-Genevieve Hale or

38. RITS
Finally…
Submissions for SASIDS are really picking up so it may take a few 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.
Other Data Services staff will be helping out to process SASIDS in the upcoming weeks
Any questions???
RITS-Genevieve Hale or

39. Staff Interchange 39

40. Timeline Interchange is now open (Thursday September 1st)
Human Resources and Special Education December Count have separate timelines posted:
(both are under Additional Resources) 40

41. 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
Webinar URL/Phone:
*please note, this is different than what was ed yesterday. Additional reminders will have updated information 41

42. Resources http://www.cde.state.co.us/datapipeline/inter_staff
File layouts and definitions
Business rules
Templates
Additional Resources:
Summary of Updates
Timeline (HR and Special Ed Dec Count)
Personnel Form 42

43. Contact Information
Annette Severson
Kristi Gleason 43

44. Questions?
Phones will be unmuted for a moment and questions can be asked.
If you prefer type in your questions in the chat box. 44

45. Student End of Year 45

46. 12/4/2018
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 —
46 Student End of Year — Duncan Anderson —

47. 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.
47 Student End of Year — Duncan Anderson —

48. 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.
48 Student End of Year — Duncan Anderson —

49. Cross LEA errors
Several of the SE700 level warnings in the regular process will be elevated to errors in the cross process
Warnings SE702, SE703, SE704, and SE706 will become errors requiring resolution by districts.
Resolving these errors will improve a districts completion rates and ensure more accurate reporting.
Districts will need to work together to resolve error SE702. This error identifies duplicate completers. Please determine which district should be responsible for this completion and have the other district exit the student with a 13.
49 Student End of Year — Duncan Anderson —

50. 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.
50 Student End of Year — Duncan Anderson —

51. Title I Interchange Donna Morganstern 303.866.6209
2 Collection Periods
October Count 2015
Submit students in TA schools who already have, currently are, or will receive Title I services or resources in the current year
Take care to report for the current year by making sure the pull-down menu indicates
End-of-Year and Federal CSPR Reporting
Submit any additional students in TA schools who received Title I-funded services/resources after October Count or any time throughout year and specific resources they received
Data will be pulled when EOY snapshot is taken.
Use the pull-down menu to make sure these are going in as data
Title I Interchange Donna Morganstern 51

52. Title I Interchange for End-of-Year
Update and make sure that any additions during the rest of are included
Include any student who received services paid with TA Title I resources any time during , even if student left school/district or services were stopped
Title I Interchange & EOY webinars:
Wednesday, September 7th, 2-3 p.m.
Friday, September 9th, a.m.
Title I Interchange Donna Morganstern 52

53. Questions?
Phones will be unmuted for a moment and questions can be asked.
If you prefer type in your questions in the chat box. 53

54. Student Interchange 54

55. 12/4/2018
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:
55 Student Interchange/October— Morgan Holmgren —

56. 2016-2017 Student Interchange Changes for this year: REMOVED:
12/4/2018
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
56 Student Interchange/October— Morgan Holmgren —

57. Questions?
Phones will be unmuted for a moment and questions can be asked.
If you prefer type in your questions in the chat box. 57

58. Thursday, September 8th, 2016 9 a.m.-10 a.m.
Thanks for joining us today!
Next Town Hall:
Thursday, September 8th, a.m.-10 a.m. 58