1. Data Pipeline Town Hall September 17, 2015
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. Introductions 4

5. Today’s Agenda Data Privacy Open Collections in Data Pipeline
Civil Rights Data Collection
RITS/EDIS
Student October
Student End of Year
Special Education End of Year
Staff
Data Pipeline Users Group 5

6. Data Privacy 6

7. Importance of Data Privacy
2/26/2019
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) 7

8. 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 8

9. Open Collections in Data Pipeline9

10. Open Data Pipeline Collections
Year Round
Directory
School Code Changes (Should have sent them to CDE by now)
Ensure that your Superintendent, Principals and Key Personnel are up to date. Data from Directory will be going into publications soon.
RITS
EDIS
Periodic
Finance (February 28th 2016)
Interchanges
All Interchanges are open 10

11. Open Data Pipeline Collections
Snapshots
Special Education End of Year (Closes October 13th)
IEP Interchange (Administrative Unit)
Student Interchange (District)
Directory
RITS 11

12. Open Data Pipeline Collections
Snapshots
Student End of Year (October 22nd Cross LEA Validation)
Student Interchange
Title I
SPED IEP
Directory
RITS 12

13. Open Data Pipeline Collections
Snapshot
Student October (Open September 1st – November 10th)
Student Interchange
Title I Interchange
Directory
RITS 13

14. Open Data Pipeline Collections
Other….
Math Science Partnership will be in ADE - Now Open (September 30, 2015) 14

15. Civil Rights Data Collection15

16. 2013-14 Civil Rights Data Collection
As of today, September 17th, 163 LEAs had certified. Thank you!
2 LEAs were 100% complete, but had not yet certified.
Another 2 LEAs were 90% or more complete.
Due date was August 21, 2015
Need assistance? Contact CRDC Partner Support Center
Phone: (844)
Notes:
If any data appears incorrect, then overwrite.
If find issues, work with CDE to correct for collection.

17. RITS/EDIS 17

18. RITS
Please submit your students as soon as possible before the Student October Count deadline. Do not wait until the last minute.
Be sure to include full information including full middle names
Do not submit students again to RITS if you’ve already submitted them. One way to do this is to submit partial batches.
Please check to see if a student is already in RITS before creating a new student record. This will reduce the large number of duplicates. 18

19. RITS To protect the data…
Do not send personally identifiable information over
Do not share passwords
Do not share personally identifiable information with unauthorized individuals 19

20. Student October 20

21. Student October 2015-2016 Changes this year
New code of 4 in the special education transition field in the student demographic file
New Home Based Education field in the student school association file
New calculation for the Colorado Continuously, Continuously in District, and Continuously in School fields in the student school association file
Please see file layout for more information on calculation:
District of Parent’s Residence for Non-Residence Students requires a valid district code 21

22. Student October 2015-2016 Student Demographics file layout
Added 4 as an option for the Special Education Transition field in student demographic file
This means student is in 4th year of senior year
Small number of students meet this criteria
Student Demographics file layout 22

23. Student October 2015-2016 Student School Association file layout
New home based education field
Field was added to the school association file
This field is a binary field (Zero or One)
Zero indicates student is not a home school student
One indicates student is a home school student and receiving some services from the district.
Note: student is receiving some services from the district.
Home school students not receiving services will be reported as a count by grade level as done last year.
Student School Association file layout 23

24. Student October 2015-2016 Student School Association file layout
New calculation for the Colorado Continuously, Continuously in District, and Continuously in School fields in the student school association file.
Continuous in school and district is based on student not being enrolled for 10 more days between October 1st and the start of assessment window.
Student School Association file layout 24

25. Student October – EDAC approved changes
Parent’s Home District Change
Student October – EDAC approved changes
The Field
[District of Parent's Residence for Non-Residence Students]
In past years if the parents were from your district you could code this value as:
Your District Code or 0000
Now:
If the district of parent’s residence is your district use:
Your District Code
Do Not Use 0000
Otherwise use the code as you would have in the past 25

26. Student October
All districts should be loading the student demographics and student school association file for the school year.
Student October snapshot is open
Start early and clear the interchange errors
Title 1 interchange needs to be loaded for students receiving Targeted Assistance funds 26

27. Student October
FAST has the Audit Resource Guide & FAQ
FAST Student October Audit Webinar
Thursday September 17th – 11:30am–12:30pm
Audio Number: 27

28. Student October 2015-2016 More information on the collection
Student October Schedule
More information on the collection 28

29. Student October
Contact information
Morgan Holmgren
Phone: or
Kevin Smith
Phone: 29

30. Student End of Year 30

31. Deadlines Thank you for completing your initial EOY snapshot!
If you’ve discovered any district data that was in error and may not be accurate in the snapshot, please contact Duncan Anderson as soon as possible
The second phase of EOT Collection – Cross LEA validation will open on Thursday, September 25th
District will need to check their Cross LEA validation errors and submit adjustments by Thursday, October 22nd
Cross LEA adjustments will allow districts to reclaim dropouts from prior collection years and improve their graduation rates 31

32. Training Training materials for LEA Cross Validation
Step by step instructions:
Individual instructions for each error type available
Further information will be ed when the collection opens
Districts will need to contact Duncan Anderson to have their snapshot unlocked in order to resolve errors 32

33. Exceptions or Questions?
Contact information
Exceptions or Questions?
Duncan Anderson
and
Kevin Smith 33

34. Special Education End-of-Year34

35. Data Review
This week
resolve lingering errors (Interchange and Snapshot levels should = 0)
Data Review
EXITS (graduates, transfers, exit dates, exit reasons)
Review report 2.3 Number of Students Exited to verify exit dates are making it into your file
TIP: Contact district data respondent to verify you have everyone
Part C evaluations (these records should only be reported in the year they were evaluated – not again the following year unless something changes (i.e. like they were referred to Part B)
Check Report Number of Children Referred for Part C, and Number of Evaluations Completed by AU
Verify the number is correct (reimbursement $ for these!) 35

36. Date Review Check for 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 this reporting period.
Detention Center kids (reported by AU where Detention Center is located)
Facility kids (reported by AU of residence-PAI code of 22)
Check WARNINGS
Warning SY278 indicates Date of Entry to Sped is NOT matching Date IEP Implemented and should be. (important to fix these warnings) 36

37. Next Steps Starting next week 9/21 – 10/2: Duplicate Checks
CDE will run duplicate checks on all AU records and then notify you of any duplicates that need to be fixed.
You should get the by next Thursday 9/24 (if not sooner).
All changes made and errors cleared by Friday 10/2
Report Review Week
October 5 – 9
Final snapshot and signed reports due by October 13 37

38. Upcoming Webinars Special Education EOY Reports Training Webinar:
Tuesday September 22 from 11:00 – 12:30 ( will be sent Monday) 38

39. 2/26/2019
Contact Information
Questions or Exception Requests??
Lindsey Heitman
Make sure to Cc Orla and Kristi:
Orla Bolger–
Kristi Gleason – 39

40. Staff Interchange 40

41. Timeline – upcoming dates
October 1st: Staff Interchange opens
November 2nd: Special Education December Count and Human Resources snapshots open
November 10th: must have submitted at least one file for all relevant interchanges
December 1st: official count date
December 8th:
AUs must create Special Ed Dec Count Snapshot at least once
Districts must create Human Resources Snapshot at least once

42. Staff Profile Updates Removal of the fields:
“Passed NCLB HQ Approved Elementary Or Early Childhood Core Content Test” (being moved to the Staff Assignment File)
“State Approved Content Test Administered for Elementary or Early Childhood Core Content Test” (no longer required or collected)
Specialized Service Professionals (job class codes: 211, 231, 233, 234, 235, 236, 237, 238, and 242) and Teachers (job class codes 201 through 206) are required to report the evaluation data fields

43. Staff Assignment Updates
Added Fields:
“Passed NCLB HQ Approved Elementary Or Early Childhood Core Content Test”
“24 Semester Hours of Secondary Core Content Coursework”
“Passed Approved Secondary Core Content Test In Teaching Area”
Updated Employment Status Codes
Number of Classes Taught – required for teachers

44. Upcoming Trainings
Date
Time
Topic
Monday, September 28th
2:00-3:00 pm
Staff Authoritative Source
Thursday, October 1st
3:00-4:00 pm
Uploading Staff Interchange Files and Updates
Tuesday, October 6th
1:00-2:00 pm
Staff Interchange Updates
Tuesday, October 13th
Highly Qualified Edits and Reporting Fields
Wednesday, October 28th
10:00-11:00 am
Special Education Snapshot Process
Monday, November 2nd
Human Resources Snapshot Process
To attend, please register using: 44

45. Resources http://www.cde.state.co.us/datapipeline/inter_staff
File layouts
Summary of changes
Timeline – provides more detail
Business Rules
Templates
Training information
Contact Annette Severson at: (303)

46. Data Pipeline Users Group46

47. Data Pipeline Users Group
SBD improvement process – requirements phase
English Learner edits
Too complex
Reduce number exceptions
Have exceptions cross collections
Data Privacy concerns
Members shared their districts policies and processes

48. Data Pipeline Users Group
Concerns and feedback
RITS match tool performance
Partial batches
New Collection Data Architect role
More holistic view of the collection system and design
More Local Education Agencies (LEAs) involvement
Continually improve collection process based on LEA feedback
Details of the position are still being defined
Please let me know your concerns and suggestions

49. Suggestions or Questions?
Contact Information
Suggestions or Questions?
Kevin Smith

50. Next Town Hall: Thursday, September 24th, 2015 9 a.m.-10 a.m.
               
“It was June, and the world smelled of roses. The sunshine was like powdered gold over the grassy hillside.” ― Maud Hart Lovelace, Betsy-Tacy and Tib
Next Town Hall:
Thursday, September 24th, 2015
9 a.m.-10 a.m. 50