1. Data Pipeline Town Hall September 6th, 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 4

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. Service Alert Planned Maintenance
On Tuesday, August 28th, 2018, the system will be unavailable from 5:00 pm until 5:00 am on Wednesday, August 29th, 2018 CDE apps will be available by 7:00 am on Wednesday, August 29th, 2018 Thank you!

7. Introductions

8. Today’s Agenda Open Collections in Data Pipeline RITS/EDIS Directory
Non-public Directory
Special Education End of Year
Special Education Discipline
Special Education IEP
Student October
Student End of Year
Staff Interchange

9. Open Collections in Data Pipeline

10. Open Data Pipeline Collections
Year Round
Directory
RITS
EDIS
Periodic
Interchanges
Student
Special Education IEP
Staff now open
Teacher Student Data Link (Closes 9/07/2018) 11

11. Open Data Pipeline Collections
1/18/2019
Open Data Pipeline Collections
Snapshots
Teacher Student Data Link Snapshot (Closes 9/7/2018)
Student End of Year Snapshot
Special Education End of Year Snapshot
Student October
Coming Soon
Non-Public Pupil Count/Directory 12

12. RITS/EDIS

13. RITS/EDIS SYSTEM ENHANCEMENT

14. RITS/EDIS ENHANCEMENT
The RITS and EDIS Systems is going to be modernized and some enhancements to the functionality of the system will be implemented.
The following items have been suggested:
1.RITS/EDIS to check across fields for names rather than one field at a time
2.LEA to see comments that are input into Web/READ for correspondence between LEA and RITS/EDIS Consultant
3.In Add/Update Fields show that a name change occurred sometime in the past
4. DOB automatically tab from each field

15. RITS/EDIS ENHANCEMENT
5. A means to check in the system when cases have been released from case management 6. Prohibit resubmission of a student/educator if the case is still in review 7. Next page button at the bottom and top of the Match Tool Page 8. Increase the number of visible pages in the Match Tool View, 25,50 & In the Download Report distinguish between READ, Batch and Web 10. In the Data Pipeline put the buttons in the order of operations- Format Checker, Data File Upload, Validation Report, Batch Maintenance

16. RITS/EDIS ENHANCEMENT
11. Remove or rename the RITS Match Report to Higher Education button in the Data Pipeline Page and make it only visible to CDE & higher Education
12. In SASID Download Report have the batch default to be in alphabetical order by last name
13. In the SASID Download Report allow the capability to search for one or multiple LASID’s or a download report capability in which the LEA would list the LASID’s they would like the status of and the system returns a report that states the status of the LASID record
14. Immediate archival of deceased students or records that were submitted as students but it is the parents information
15. A report or pop up that yields the information of duplicate SASID’s when uploading into pipeline if there is more than one LASID from the school district for the same student (Submitted as a bug currently)

17. RITS/EDIS ENHANCEMENT
16. *When doing a Batch Submissions if the SASID/EDID field is blank the LEA would receive an error 17. In Cognos Reports when selecting the batch specifications next to the batch number the date of the batch is visible as well 18. *On student/educator search page reorder the boxes to reflect FN, MN, LN 19. If school is changing in the School Directory populate the change in RITS before July *Adding a field for generation i.e. Jr III, etc.

18. RITS/EDIS ENHANCEMENT
21. *Date first enrolled trackable in RITS
22. Create a report in COGNOS of students where the identifying information is different between the submission and the selected match. This would take place in the case in which the LEA suspects that the submitted student and the possible match are indeed the same. The LEA would have the capability to then send the differences in demographics to the schools for verification

19. RITS/EDIS
WELCOME NEW RITS/EDIS USERS If you are a new RITS/EDIS Respondent please call or to schedule a training appointment. Thank you Debbie Puccetti

20. Directory

21. Directory Dennis St. Hilaire st.Hilaire_d@cde.state.co.us
Please go in and make sure your information in the Data Pipeline Directory is correct and up to date.

22. Directory (Example of data being used)

23. Directory (Example of data being used)

24. Non-Public Pupil Count/Directory

25. New Data Pipeline Collection
Data Pipeline Non-Public Pupil Count/Directory Dennis St. Hilaire
New Data Pipeline Collection
What is the Data Pipeline Non-Public Pupil Count/Directory?
Collects Pupil counts of non-public school students by grade
Identifies non-public schools that are used for funding, nutrition, federal programs and special education. The codes in the non- public directory are used throughout CDE.
For most districts this collection should not take much time to complete.
Non-Public Pupil Count/Directory Documentation

26. Data Pipeline Non-Public Pupil Count/Directory Dennis St. Hilaire st
Data Pipeline Non-Public Pupil Count/Directory Dennis St. Hilaire
Key Dates
Collection open from October 1st thru December 1st 2018
Process
CDE will send out a form to all of the identified non-public schools.
Non-public schools will sent the completed forms to districts.
Districts will enter into Data Pipeline the pupil counts and ensure directory data is correct.
Districts will approve the non-public counts.
Identity Management
PIPELINE-0000-NPS~LEAVIEWER
PIPELINE-0000-NPS~LEAUSER
PIPELINE-0000-NPS~LEAAPPROVER

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

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

29. Data Pipeline Non-Public Directory Dennis St. Hilaire st.Hilaire_d@cde.state.co.us
Questions Dennis St. Hilaire Phone

30. Special Education End-of-Year

31. Important Information
If you haven’t already done so please add your Part C kiddos now so you have a full set on September 11th.
September 6th (hey that’s today ) is the date all exception requests are due.
September 11th Due Date is Fast Approaching

32. Part C to B Data
Just a reminder that the data from the CCB’s may not be 100%. Please review the records in the spreadsheet and contact the CCB’s if you need additional information. Your Child Find Coordinators may have more insight as well.
Special Education EOY – Kristi Gleason – (303)

33. Please verify you have accurately reported all data expected for EOY.
Data Validity Checks
You may have heard from me on a handful of Data Validity checks around Graduates and Dropouts, Missing Path 1 or Path 2 records.
Please verify you have accurately reported all data expected for EOY.
Special Education EOY – Kristi Gleason – (303)

34. Pipeline Reports “Records Not in Snapshot”
Identify records missing from snapshot due to:
Interchange Errors
Criteria issues such as excluded PAI codes or mismatched SASIDS or LASIDS
Records missing from either Child or Participation
Special Education EOY – Kristi Gleason – (303)

35. Missing Exit Resolution
You can add the records for the students in the IEP Participation file with an “Entry” and “Exit Date” of 07/01/2017 and appropriate “Basis of Exit”.
This will resolve SY108 when you create a Snapshot.
You can provide the “Basis of Exit” in the EOY Update Prior Year Exit Types in the Data Pipeline under Special Education section.
By adding the “Basis of Exit” the record from your Snapshot will be automatically added to the Special Education EOY Snapshot with an Exit Date of 07/01/2017 and the “Basis of Exit” code you provided.
In the COGNOS report “Snapshot Records: Special Education EOY Snapshot Records” you will see records that were added through the EOY Summer Exits screen in column B “EOY Summer Exit” = Y.
You’ll notice the record count between the Participation file will be different than the EOY Snapshot with the addition of these records.

36. Exceptions
You may find the Special Education EOY Exception Template and Instructions here
EXCEPTION TYPE
ERROR CODE (S)
INFORMATION NEEDED IN "COMMENTS AND EXPLANATION"
Grade to Age
SY250
Please provide student's age and details of why student is not in an age appropriate grade.
Student Dropped Out Prior to Age 17
SY247
Please provide the Date of Birth, Date of Exit, and an explanation of details regarding the student's drop out prior to the age of 17 and attempts made to retain the student in school.
Primary Disability of 11 or 12 and outside acceptable age range
SY111, SY112, SY113
Please provide the Date of Birth, The Sped Part C Referral Code being reported, and an explanation of why the student's disability has not been updated.
Student Reported in Error on Previous SPED EOY
SY108
May still be used for Merged SASIDS
Student Reported in Error on December Count
SY107, SY109
Please provide the Date of Exit, Basis of Exit, and reason the student was reported in error (i.e. not exited prior to 12/1) on the previous December Count.
Special Education EOY – Kristi Gleason – (303)

37. 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
Special Education EOY – Kristi Gleason – (303)

38. Special Education Discipline

39. Special Education Discipline
THANK YOU to Districts and Administrative Units!!!
The Special Education Discipline collection will be finalized very soon
Special Education Discipline - Lindsey Heitman - (303)

40. Special Education IEP

41. Special Education IEP Interchange 2018-19
The school year is OPEN
should open in Enrich in the next few days
Must manually select school year when uploading files for Sped EOY
**School Year will default to 18-19

42. Special Education IEP Interchange
Special Education EOY contact information
Lindsey Heitman –
Kristi Gleason –
Orla Bolger –
*Please include your AU #, Error code # (if applicable), and phone number in s
Resources
Special Education IEP Interchange: 43

43. Student October

44. 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

45. 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

46. Student October Timeline
Free and Reduced Lunch – Variance Waiver
Free and Reduced Lunch should be as of the Count Day or carried forward from prior year.
Carry forward can be used if the Count Day is within the first 30 school days
For if the Count Day is not within the first 30 school days districts may request a Variance Waiver to use carry forward status
Variance waiver is for At-Risk calculation and not the child nutrition program
Written requests for Variance Waiver required:
Submitted to Jennifer Okes, Chief Operating Officer
Addressed to Commissioner of Education
Deadline for Submission is September 15, 2018
Please make sure Pupil Count Coordinator and Nutrition Director are informed of the request and/or approval of Variance Waiver.

47. Student October Timeline
The pupil enrollment count date (i.e. Student October Count date) is usually October 1st of every year unless that date falls on a Saturday, Sunday or major religious holiday. This school year , the October Count Date is Wednesday, October 3rd.
Alternative count date requests must be submitted in writing to the CDE School Auditing Office by: September 15, Please submit them to Aaron Oberg at
Please make sure Pupil Count Coordinator (Rebecca McRee) is aware of the alternate count date.

48. Student October Timeline
For Vendors
Please note that the October Count Date for the School Year is Wednesday, October 3rd for any SIS updates.
Please note changes in the Student Demographic File as well as the Student School Association File for any SIS updates.

49. School Auditing Office
1/18/2019
School Auditing Office
Reminders:
Review the Student October Count Audit Resource Guide
Identify unique student and course types that are relevant to your district
Make sure you have processes in place for collecting required audit documentation in electronic format
Coordinate with district program staff. 50

50. School Auditing Office
1/18/2019
School Auditing Office
Reminders:
Visit the School Auditing Office’s Website
Audit Process Webpage
Complete and return the Audit District Contact Form (if you need access to your district’s audit Syncplicity folder)
Complete the Pupil Count Audit Questionnaire (and upload it to the audit Syncplicity folder)
Pupil Count Webpage
Student October Count Audit Resource Guide
Forms (samples and required)
Internal CDE Resources
Duplicate Count Webpage 51

51. Audit Syncplicity Folders
All districts have an audit sycnplicity folder for transferring and sharing audit documentation for audit purposes
Naming convention for district folders is: District Number_District Name_Audit_FAST
For example: 0010_Mapleton 1_Audit_FAST
Each audit syncplicity folder contains subfolders:
At-Risk Count
Audit Report
Duplicate Count
Pupil Count
Transportation

52. Audit Syncplicity Folders
Within these folders, there are additional subfolders for each corresponding count. For example, October 2018
Districts will be required to upload duplicate count documentation during the duplicate count process into the “Duplicate Count” folder in early to middle November
Once duplicate count is over, districts are encouraged to upload all required audit documentation for October 2018 into the “October 2018” subfolder found within the “Pupil Count” folder.
You must be given access to this folder. If you are the audit contact for your district, and you do not have access, you will need to complete the “Audit District Contact Form” and it to Once received, we will update our database and share the folder with you.

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

54. Student End of Year

55. Student End of Year
Today is the final deadline for the Student End of Year submission. Please have your snapshots submitted by the end of the day today.
Reminder: your LEA Approver needs to click on the “submit to CDE” button for the snapshot to go through.
Thank you for all of your hard work in meeting this deadline!
The new Student End of Year contact is Amanda Callinan. You can reach Amanda by at or by phone at

56. Staff Interchange

57. Staff Interchange Timeline
Thursday, September 6th 2018
Wednesday, September 5, 2018
 Staff Interchange Opens…
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 –

58. Staff Interchange Trainings
Webinar Trainings will be offered in September:
Monday, September 10th from 2 to 3 pm – for First Time Respondents
Tuesday, September 18th from 10 to 11 am – for Respondents with some experience
To join:  and call in at: 
Staff Interchange – Annette Severson –

59. 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 –

60. Thursday, September 13th, 2018 9 a.m.-10 a.m.
Thank You
Next Town Hall:
Thursday, September 13th, a.m.-10 a.m.