1. Data Pipeline Town Hall October 6th, 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
2/25/2019
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 CRDC
Pre-ID Extract for SBD
Student October
Student End of Year
Special Education End of Year
Staff Interchange
Human Resources
Directory

7. Introductions 7

8. Open Collections in Data Pipeline8

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

10. Open Data Pipeline Collections
2/25/2019
Open Data Pipeline Collections
Snapshots
Student End of Year
Special Education End of Year (Today is last day!)
Student October
Special Education December Count IEP and Staff Interchange
Coming Soon
ACCESS Pre-ID 10

11. Civil Rights Data Collection (CRDC)11

12. 2015-16 CRDC LEAs asked to verify contacts and school lists
AWS (Advance Website) is open
Updates are due by September 30th (Oops, missed it!)
164 districts have gotten into AWS
161 districts have completed verification
Partner Support: (855) or
Jan Rose Petro

13. CRDC 13

14. Pre-ID Extract for SBD 14

15. Assessment ∙ Melissa Mincic ∙ mincic_m@cde.state.co.us or 303-866-6281
SBD Pre-ID Extract
Purpose
Student registration for assessment
E.g., test accommodation requests
E.g., printing labels for paper tests
Data clean up is optional
CDE pulls this data to provide to the vendor in preparation for upcoming assessment(s) 15
Assessment ∙ Melissa Mincic ∙ or

16. Assessment ∙ Melissa Mincic ∙ mincic_m@cde.state.co.us or 303-866-6281
SBD Pre-ID Extract
CDE will pull data from Data Pipeline
ACCESS for ELLs general/alternate – 11/10
All other assessments – 12/16
SBD manual:
Questions?
Melissa Mincic
Jasmine Carey 16
Assessment ∙ Melissa Mincic ∙ or

17. Questions?
Phones will be unmuted for a moment and questions can be asked.
If you prefer type in your questions in the chat box. 17

18. Student October 18

19. Student October
Thursday 15th: Deadline for requesting Alternate Count Day and FRL Variance Waiver from FAST
September
Wednesday 5th: Count Day
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
19 Student Interchange/October— Morgan Holmgren —

20. 2016-2017 Student October Steps in the October Process:
Upload Student Interchange Files
Resolve Errors
Either by changing coding or requesting exceptions
Request Exceptions via Syncplicity using the exception template
Create Snapshot
By changing coding in Student Interchange Files
Or requesting exceptions
Validate data using Cognos reports
20 Student Interchange/October— Morgan Holmgren —

21. 2016-2017 Student October Date First Enrolled in US Common Errors
Common Questions on Date First Enrolled:
How do I look up CDE Calculated Values?
Cognos reports > Student Profile > Date First Enrolled in US Report
Column called: Calculated Date First Enrolled
Contains the calculated value
Column called: Date First Enrolled in US
Contains the value as it currently is in the SSA file
Review SSA Error Detail Report in Cognos
Common Errors
SP450 – Date Entered More Recent than Calculated Date
SP448 – Date Cannot be Calculated because of 14 entry type
21 Student Interchange/October— Morgan Holmgren —

22. 2016-2017 Student October Student October Reports
New or significantly changed reports:
District Summary of Pupil Counts
Looks like new signature page, summary of counts and FTE by grade
District Summary of Post Secondary Programs
Shows ASCENT allotments and slots used
School Summary of Pupil Counts
School level report of counts and FTE by grade
Summary of Pupils by Race/Ethnicity and Gender
School and District level reports on Race/Ethniticy and Gender of students
22 Student Interchange/October— Morgan Holmgren —

23. 2016-2017 Student October Office Hours:
2/25/2019
Student October
Office Hours:
Thursday October am-12pm
Tuesday October 18 – 1pm-2pm
Thursday October 27 – 2pm-3pm
Tuesday November 1 – 9am-10am
Link:
Phone:
23 Student Interchange/October— Morgan Holmgren —

24. Questions?
Phones will be unmuted for a moment and questions can be asked.
If you prefer type in your questions in the chat box.
Contact Morgan Holmgren: 24

25. Student End of Year 25

26. 2/25/2019
End of Year Schedule
We’ve now entered the Cross LEA phase (September 26th to Thursday October 20th)
You district should be unlocked if you have warnings that require district attention.
If you cannot select your district in the Cross LEA error report, you don’t have warnings for the Cross LEA
If you are not currently unlocked and need to make a change to your EOY data (such as a student miscoded as a graduate) please Duncan
You must create a new, error free snapshot after you’ve made changes or loaded adjustments. You’ll need to resubmit your snapshot by October 20th
Student End of Year — Duncan Anderson —
26 Student End of Year — Duncan Anderson —

27. Helpful Links http://www.cde.state.co.us/datapipeline/snap_eoy
2/25/2019
Helpful Links
This is the main page for the Student End of Year
This site contains links for training, templates, instructions and business rules
Step by step instructions for Cross LEA process
Start here if you’re new to the Cross LEA
See the main page above for more specific instructions for each warning
Frequently Requested Codes
Please see this page for the list of approved facility school and approved detention centers.
This can be used to validate SE807/SE808 warnings
Student End of Year — Duncan Anderson —
27 Student End of Year — Duncan Anderson —

28. Questions?
Phones will be unmuted for a moment and questions can be asked.
If you prefer type in your questions in the chat box. 28

29. Special Education End of Year29

30. Final Approval- TODAY!!!! 
Thursday October 6, 2016
Final Data File Approval and Report Submission. Date by which your complete and final Special Education EOY Snapshot approval is due through electronic submission to the Data Pipeline.
Approve final Special Education EOY Snapshot by clicking “submit to CDE”
Date by which ALL Final signed reports must be received by CDE (DMS)
ALL of the following signed reports are due today! Reports are to be submitted to the Data Management System and must contain all pages of the reports listed below, not just the signature pages:
1: Data Validity Certification Report
2: Number of Children Referred for Part C Evaluations
3: Indicator 11 Number of Students with Initial Part B Evaluation
4: Indicator 12 Number of Children Referred from Part C to Part B
5: Number of Students Exited by Disability and Discrete Age
6: Number of Students Reported by Age Group, Type of Service and Disability
7: Number of Students Reported by Age Group and Type of Referral
8: Year to Year Comparison Report of Number of Students Exited (include explanation of flags)
9: Year to Year Comparison Report of Students Reported by Type of Referral (include explanation of flags)
10: Listing of Students Reported in Error on the Previous December Count 30
Special Education EOY – Lindsey Heitman –

31. Questions?
Phones will be unmuted for a moment and questions can be asked.
If you prefer type in your questions in the chat box. 31

32. IEP Interchange 32

33. Upcoming Trainings October 10, 2016 9-10:30 am
October 10, :30 pm
October 17, :30 pm
October 18, (shorter)
To join:
Call in number: 33

34. Staff Interchange 34

35. Structure of Staff Reporting
General Education Staff – reported by the District/BOCES of location
Special Education Staff – reported EITHER by the district/BOCES of location or the Administrative Unit
This must be determined locally and agreed upon by all impacted entities
If the District/BOCES is reporting the staff member, then the AU should not be report that staff member and vice versa

36. Staff Profile: Updates
Removed Fields:
Staff’s Middle Name
Ending (end) Date at School District
Educator Preparation Program
Updated Definition:
Teacher Probationary Status - 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). (Note: Required for All Teachers; job class codes between 201 and 206).

37. Staff Assignment: Updates
Field Names Updated:
Passed 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

38. Staff Assignment: Code Updates
New job class codes:
222 = Reading Interventionist
223 = Math Interventionist
Updated job class code 241:
Removed codes:
Job class code 413 (Speech-Language Paraprofessional)
Employment Status code 24 (Other)
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. 38

39. Trainings One more webinar training available to attend:
Tuesday, October 25th from 1 – 2 pm
Two Q&A sessions scheduled in December
Thursday, December 1st from 2:30 to 4, Q and A session
Tuesday, December 13th from 1 to 2:30 pm 39

40. Recently Added Resources
Additional Resources:
Interchange Process and Steps
Staff FAQ document
Trainings:
Staff Interchange Pipeline Steps
Staff Interchange Updates
Business Rules:
All business rules for each file
Business rules guide for each file 40

41. Human Resources 41

42. Human Resources Timeline
November 3rd
Snapshot Opens
November 17th
Must have both interchange files uploaded at least once
December 1st
Official Count Date
December 8th
Must create snapshot at least once
December 15th
Interchange files error free
January 19th
Create snapshot at least twice overall
Jan 19th- 26th
Review Special Education Report
February 2nd
All errors resolved (interchange and snapshot)
Feb 2nd- 16th
Review reports for accuracy
February 16th
Snapshot must be finalized

43. Trainings There will be 3 identical webinar trainings for HR:
Wednesday, October 26th from 1 to 2 pm
Wednesday, November 9th from 1 to 2 pm
Tuesday, November 15th from 10:30 to 11:30 am
There will also be 2 Q&A webinar sessions available:
Wednesday, January 18th from 1 to 2 pm, Q and A session
Tuesday, February 7th from 10 to 11 am, Q and A session 43

44. Resources http://www.cde.state.co.us/datapipeline/snap_hr
File layout available
Business rules will be updated within the week
Checklist of Steps
Contact: Annette Severson
(303) 44

45. Directory 45

46. Directory Update Key Personnel
Reminder ICAP Contact and Graduation Guidelines Contact are new for
Make sure that you check the box in front of the name of the field you want to change
Update Name
Press Save 46

47. Directory 47

48. Directory
Colorado Education Directories can be found at:
Make sure that your district information is up to date with addresses and staff.
Data used in SchoolView and other publications.
Contact – Dennis St. Hilaire or call at 5

49. Non-public Directory
Letters were sent out to non-public schools last week.
Non-public schools will fill out pupil counts and answer if the school is a non-profit.
Non-public schools will complete and send to district October Count Respondent.
District will record information and forward to CDE. 49

50. Non-Public Schools Preschool
Preschool student count: If a child is in an educational program for preschool (ages 2.5 – 5) have the non-public school count those students. 50

51. Non-Public Schools Uses of the non-public school data:
October Count (CPP)
December Count (Special Education)
ESSA – Elementary and Secondary Education Act (Replaces NCLB)
Federal Programs
US Department of Agriculture (Nutrition)
State and Federal Grants
State Student Census
Ensure that ALL students are meeting minimum education requirements.
Data and funds pass through local school districts. 51

52. Non-public Directory Contact: Dennis St. Hilaire
Phone:
Fax: 52

53. Thursday, October 13th, 2016 9 a.m.-10 a.m.
Thank you for joining us today!
Next Town Hall:
Thursday, October 13th, a.m.-10 a.m. 53