1. Data Pipeline Town Hall September 20th, 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
Special Education Discipline
Special Education End of Year
Student October
Title 1
Student End of Year
Staff Interchange

8. Open Collections in Data Pipeline

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

10. Open Data Pipeline Collections
1/14/2019
Open Data Pipeline Collections
Snapshots
Student End of Year Snapshot (closes 9/13/18)
Special Education End of Year Snapshot (closes 9/14/18)
Student October
Coming Soon
Non-Public Pupil Count/Directory 10

11. Special Education Discipline

12. Special Education Discipline - Status
The Special Education Discipline collection will be finalized in the Data Pipeline today  
Next step the data is moved to the Data Warehouse where CDE will validate it more
I will announce once it is officially closed
THANK YOU!!!
Special Education Discipline - Lindsey Heitman - (303)

13. Special Education End-of-Year

14. What’s Happening Now/Just Around the Corner
AUs resolve Duplicates & Data Validity Issues
9/17-9/26
Final Report Review Week
9/27-10/3
Data Approval & Signed Report Submission
10/4/2018
See extended timeline for specifics
Special Education EOY – Kristi Gleason – (303)

15. Resolving Duplicates
Thank you everyone for jumping on duplicates so quickly! They are significantly decreased in the last few years due to your efforts toward valid and reliable data.
Error
SY260 Errors
Cognos Reports
Duplicate Students Without Exit Date or Exit Code
Duplicate Students – Basis of Exit
Special Education EOY – Kristi Gleason – (303)

16. Special Education EOY – Data Checks
Part C Evaluations
Check Report #2 Number of Children Referred for Part C Evaluations (reimbursement $ distributed for evaluations completed)
Duplicate records with another AU
The SY260 Error
Exits from Special Education
Review report #5 Number of Students Exited by Disability and Discrete age to verify all exits are making it into your snapshot.
WARNINGS SY295/SY296
Special Education EOY – Kristi Gleason – (303)

17. Special Education EOY – Data Review
Students in a Detention Center (reported by AU where Detention Center is located 01040, 16010, (located in run by 21020), 30011, 39031, 51010, 62060, 64143).
Students attending an Allowable Eligible Facility
Reported by the AU of residence with a PAI code of 22
Path 2 Records
Indicator 12 – Part C to B transition kids – referred from Part C services to Part B Special Education Services and started receiving services on an IEP within the current reporting period
Detail Reports along with Signature Reports
Check Warnings
Special Education EOY – Kristi Gleason – (303)

18. Final Report Review and Collection Close
Review the 10 signature reports with your director
Upload all 10 signature reports (PDF) and Flag Explanation (WORD) to DMS
Approve your final Special Education EOY Snapshot by clicking “Submit to CDE”
Special Education EOY – Kristi Gleason – (303)

19. Signature Reports
Special Education EOY – Kristi Gleason – (303)

20. Report Resources Training: Sped EOY Report Webinar Report Resources:
Checklist and Flag Explanation Doc
Special Education EOY – Kristi Gleason – (303)

21. Special Education EOY Contacts
Special Education EOY contact information
Kristi Gleason – (Primary contact)
Lindsey Heitman –
Orla Bolger –
*Please include your AU #, Error code # (if applicable), and phone number in s
Collection Resources
Special Education IEP Interchange:
Special Education EOY Snapshot:
Special Education EOY – Kristi Gleason – (303)

22. Student October

23. 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

24. 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

25. Student October Office Hour
Upcoming Office Hour:
Wednesday, September 26, :00 a.m. to 10:00 a.m.: Preparing for Audit
Phone:
*Please note Student October Count Snapshot should be working now.

26. Student October Common Problems and Questions
Warnings
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:

27. Student October Common Problems and Questions
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

28. Student October Contact
Student October Contact Genevieve Hale

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

30. Title I

31. Why do we collect Title I TA program data?
States that accept Title I money must report how many students benefited and in what ways to ED.
Part of Colorado’s Title I funds “accounting.”
Title I Interchange is:
A data source through which districts report students served with Federal Title I Targeted Assistance (TA) program resources.
District data are pulled from the Title I Interchange into current (18- 19) Student October and End-of-Year snapshots.

32. Preliminary List: Districts with TA schools 2018-19

33. End-of-Year
Title I Interchange has gone into your End-of-Year snapshot If you make any Title I Interchange changes to data, you will need to redo the snapshot to get it into EOY.

34. October Count
Include students in TA schools receiving Title I services/resources so far in , even if student left school/district or services were stopped. Indicate which resource(s) (reading, math, etc.). Make sure pull-down menu indicates Data will be pulled into the October Count snapshot. If you make any changes to Title I Interchange data, you need to redo the snapshot to get it into October Count.

35. Questions and Issues, or for a copy of the 2018-19 Training Powerpoint
Donna Morganstern Alexandra Tolentino Barb Vassis

36. Student End of Year

37. Thank you for all of your hard work in meeting this deadline!
Student End of Year
Thank you for all of your hard work in meeting this deadline!
Snapshots reopen next week for the Cross LEA Validation Phase A.
For more information on the Cross LEA process, you can access training and instructions at
The new Student End of Year contact is Amanda Callinan. You can reach Amanda by at or by phone at

38. Staff Interchange

39. Staff Interchange Timeline
Thursday, September 6th, 2018
 Staff Interchange Open
Thursday, November 1, 2018
Human Resources/Special Education
December Count Snapshot Opens
Wednesday, November 28, 2018
 Interchange Files Uploaded At Least Once
Saturday, December 1, 2018
 Official Count Date
Thursday, December 20, 2018
 Interchange Files Error Free
Detailed Human Resources Snapshot Timeline and Special Education December Count Timeline both posted at:
Staff Interchange – Annette Severson –

40. Staff Interchange Trainings
Webinar Trainings will be offered in September:
Tuesday, September 18th from 10 to 11 am – for first time respondents
Wednesday, September 26th from 2 to 3 pm - for respondents with some experience
To join:  and call in at: 
Staff Interchange – Annette Severson –

41. Staff Interchange information:
Resources and Contact Information
Staff Interchange information:
Annette Severson: (also HR)
Lindsey Heitman: (also Dec Count)
Human Resources Snapshot information:
Special Education December Count Snapshot information:
Staff Interchange – Annette Severson –

42. Thursday, September 27th, 2018 9 a.m.-10 a.m.
Thank You
Next Town Hall:
Thursday, September 27th, a.m.-10 a.m.