1. Data Pipeline Town Hall September 13th, 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. Introductions

7. Today’s Agenda
Open Collections in Data Pipeline
Special Education End of Year
Student October
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 10

10. Open Data Pipeline Collections
2/23/2019
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 11

11. Special Education End-of-Year

12. What’s Happening Now? Due Dates What is Due
Tuesday, September 11th, Friday, September 14th, 2018
Initial Report Review
Friday, September 14th, 2018
Date by which all changes are identified and fixed and a complete error-free Special Education EOY Snapshot has been created in preparation for the duplicate checks.
Any changes identified must be resolved.
Reports have been reviewed to verify that the data are valid and reliable and represent an accurate account of all students the AU is responsible for.
Special Education EOY – Kristi Gleason – (303)

13. “Initial Report Review”
This is an opportunity to review reports with your director in detail and make any data corrections deemed necessary to ensure you are reporting valid and reliable data. Be sure to review your EXIT DATA in order to minimize duplicate reporting of student records by more than one AU (SY260).
All 9 reports listed on the Data Validity Certification Report have been reviewed.
Exit information has been double-checked, verified, and data records contain up-to-date exit information.
Special Education EOY – Kristi Gleason – (303)

14. Why Report Review is Important
2/23/2019
Why Report Review is Important
The EOY data is used for:
Indicator 11 (path 3 records)
Indicator 12 (path 2 records)
Part C Evaluations (reimbursement $ calculated from these)
Exits (students receiving Part B services) (Indicator 2)
Verify records reported in correct Path
Special Education EOY – Kristi Gleason – (303)

15. Helpful Checks for Reviewing Exits
SY260-Duplicate, this student is also reported as in attendance (not exited) at another AU/SOP.
Please verify your records for this student and contact the other AU to determine how to resolve on both ends.
SY295 - Student is being reported as exiting with an exit type of 70, 90, 92, 93, or 94 in the regular EOY collection.
Double check the student's exit records to ensure you're reporting applicable exits from Special Education.
SY296 - These students are currently reported as attending in your AU with no exit code, AND are also being reported by a district within a different AU in the next school year.
Double check your records to verify whether the student failed to return to your AU in the fall and an exit code and date are necessary.
Special Education EOY – Kristi Gleason – (303)

16. Just around the corner 9/11 -9/14: Report Review
Director reviews Signature and Detail Reports
*signatures and submission to CDE are not needed until the final report review
9/18 – 9/26:Clear Up Duplicates
Purpose - find records that are being reported by your AU and another AU as still attending.
Check the Cognos Duplicate Reports
All changes made and errors cleared by Wednesday 9/26
9/27 – 10/3 Final Report Review Week
Final snapshot and signed reports due on October 4.
Special Education EOY – Kristi Gleason – (303)

17. Special Education EOY – Duplicate Reports
Monday, September 17th CDE will communicate duplicate instructions.
Sneak Peak
Check SY260
See Cognos Duplicate Reports that list records also being reported by another AU (on the same dates).
Duplicate Students Without Exit Date or Exit Code
The students on this report are reported without an exit date or exit code on the EOY file AND were also reported on another AU EOY file without and exit date or exit code.
Duplicate Students – Basis of Exit
If a student is reported as aged out, deceased or a completer, they shouldn’t be reported by another AU
Found under Cognos Reports/Special Education EOY.
Special Education EOY contact list in your Syncplicity folder.
Special Education EOY – Kristi Gleason – (303)

18. 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)

19. Student October

20. 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

21. 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

22. Student October 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.

23. 2/23/2019
Student October
There have been a lot of questions on the FRL Variance Waiver so here are some quick tips:
For districts who need it the request is typically made annually unless the district has received a communication stating otherwise.
The request can come from a variety of authorized individuals in your district such as the Superintendent, LEA Approver, CFO etc.
The 30 days is school days not calendar days.
If you have no current year documentation to evidence a student’s lunch eligibility status (free, reduced or paid) then you can use prior year documentation to evidence the reported status. 24

24. Student October More FRL Variance Waiver Tips:
2/23/2019
Student October
More FRL Variance Waiver Tips:
This variance waiver only applies to the at-risk count only-it does NOT apply to carryover provision as it relates to meal claims and students who may be able to eat at reduced or free lunch.
This only relates to the FRL status the district reports in Student October.
The waiver acts like a safety net if it turns out you don’t receive current year documentation for a given student. 25

25. 2/23/2019
Student October
Here’s a sample request that can be used as a guide: “For purposes of the 2018 Student October Count XXXXX School District would like to request a variance waiver to extend the carry over provision for at-risk funding purposes only. The first day of school for XXXXXX School District was XXXXXXXXX, The pupil enrollment count date of October 3, 2018 is the XX school day, which is more than 30 school days into the school year. We would like to request an extension of XX days in order to allow our district the ability to use documentation from the prior school year to evidence lunch status eligibility in the event we do not have current year documentation dated between July 1 and October 3, 2018.” 26

26. 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.

27. 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.

28. Common Problems and Questions
How do I determine if a student should be coded as Free or Reduced Lunch?
Students are reported as eligible for Free or Reduced lunch if you have any of the following documentation:
Direct Certification (Free)
Application for Free and Reduced Price Meals (Free or Reduced)
That they are Migrant, Homeless, Runaway, or Foster (Free)
Head Start Documented Participation (Free)
Family Economic Data Survey Form (Free or Reduced)
Report each student’s eligibility, not if they are receiving Free or Reduced Meals!
If a school/district participate in Community Eligibility that does not mean that all students should be reported as eligible
For schools participating in CEP and Provision 2, once a student is identified as free lunch eligible any time between 7/1 of the base year through the 4 year cycle, the student can be reported as free lunch eligible in the student October Count data submission.  They are not required, for audit purposes, to collect new documentation annually.  As such, as long as the student remains with the district in a CEP participating school, and as long as that school does not reset its base year, new documentation is not collected. 

29. Common Problems and Questions
Upcoming Office Hour:
Tuesday, September 18, :00 p.m. to 3:00 p.m.: EL Data Reporting
Phone:

30. Student October
Student October Contact Genevieve Hale

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

32. Student End of Year

33. 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

34. Staff Interchange

35. 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 –

36. 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 –

37. Grant Code Update
Grant Code – required to be reported for all special education staff AND general education staff (special education flag = 0) with job class codes 201, 206, 222, 223, 415 and 419:
Special Education requirement is not new- grant code has been required for all special education staff previously
For general education staff, both local and state funds can be combined and reported with grant code ‘0001’; with federal funding being reported separately

38. 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 –

39. Thursday, September 20th, 2018 9 a.m.-10 a.m.
Thank You
Next Town Hall:
Thursday, September 20th, a.m.-10 a.m.