1. Data Pipeline Town Hall October 1st, 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. Importance of Data Privacy
5/4/2019
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. Introductions 6

7. Today’s Agenda Open Collections in Data Pipeline
Civil Rights Data Collection
RITS/EDIS
Non-Public Schools
Student October
Student End of Year
Special Education End of Year
Staff
Data Pipeline - SBD Feedback for Improvement 7

8. Open Collections in Data Pipeline8

9. Open Data Pipeline Collections
Year Round
Directory
Ensure that your Superintendent, Principals and Key Personnel are up to date.
RITS
EDIS
Periodic
Finance (February 28th 2016)
Interchanges
All Interchanges are open 9

10. Open Data Pipeline Collections
Snapshots
Special Education End of Year (Closes October 13th)
IEP Interchange (Administrative Unit)
Student Interchange (District)
Directory
RITS 10

11. Open Data Pipeline Collections
Snapshots
Student End of Year (Cross LEA Validation ends October 22nd)
Student Interchange
Title I
SPED IEP
Directory
RITS 11

12. Open Data Pipeline Collections
Snapshot
Student October (Open September 1st – November 10th)
Student Interchange
Title I Interchange
Directory
RITS 12

13. Open Data Pipeline Collections
Other….
Math Science Partnership will be in ADE - Now Open (September 30, 2015) 13

14. Civil Rights Data Collection14

15. 2013-14 Civil Rights Data Collection
As of Thursday, October 1st 169 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.

16. RITS/EDIS 16

17. RITS
Please submit your students as soon as possible before the Student October Count deadline.
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. 17

18. 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 18

19. Non-Public Schools 19

20. Non-Public Schools
Mailings went out to Non-Public school requesting pupil count.
Forms will be sent to the District October Count Respondents
CDE is moving Non-Public Counts to Data Pipeline so if a school does not report it may impact funding in the future.
Forward completed forms to:
Dennis St. Hilaire
Data Services Unit
201 E. Colfax Ave
Denver, Co 80203 20

21. Student October 21

22. Student October 2015-2016 Today is the Official Count Day
Student DEM and SSA Interchanges are open
Load up your data and clear errors when you can
Identify exceptions you may need
Start Taking Snapshots
See if there are errors you need help resolving
Snapshot errors must be addressed in DEM and SSA files 22

23. Student October 2015-2016 October November
Official count date: Thursday, October 1
Submit Student Interchange files (DEM, SSA): Friday , October 9
Complete Interchange Level edits: Friday, October 16 (suggested)
Create a Student October snapshot: Friday, October 23
Pass majority of Student October snapshot edits: Friday October 30 (suggested)
October
Address final issues, review and approve data reports by November 10
Collection Closes: Tuesday, November 10
Duplicate funding documentation due: Friday, November 13  (three days following collection closing)
Audit reviews and makes a decision: Wednesday, November 18 (the week before Thanksgiving week)
Resubmissions due: Friday, November 20
November 23

24. Student October 2015-2016 Enrollment Exception – Transfers
For students who enroll after October 1
If they are coming from Out-of-State/Country then you may claim a student who enroll before the end of the count window
If the student transfers from another Colorado district:
The student may be included in October Count if the student is not eligible for funding in prior district
Student did not meet enrollment and attendance requirements for the prior school district on the other district’s count date. 24

25. Student October 2015-2016 Enrollment Exception – Transfers
For students that enroll after the count date and can be included in October Count
Submit the students for an alternate count date using the
Enrollment Exception and Alternate Count Date Request Instructions and Template at:
You will need
District Code, SASID, Alternate Count Date
Was the Alternate Count Date Approved by FAST?
Reason for Enrollment Exception or Alternate Count Date
Contact Info
Looks a lot like an exception request 25

26. Exceptions Student October 2015-2016
There is a new exception request form online, please use it if possible
Submit exception requests via Syncplicity
Let me know you need to request an exception and a folder will be shared with you
Upload your exception requests
We will review and load approved and comment on others 26

27. 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 27

28. 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 28

29. 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 29

30. Student October 2015-2016 More information on the collection
Student October Schedule
More information on the collection 30

31. Student October
Contact information
Morgan Holmgren
Phone: or
Kevin Smith
Phone: 31

32. Student End of Year 32

33. Deadlines
Due to the promptness of districts in submitting their Phase I data, the Cross LEA Validation phase is now open!
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
Districts must log into the Cognos EOY Cross LEA Edit Report to see the full list of Cross LEA warnings 33

34. Frequently Asked Questions
The number of Cross LEA Validation Errors and the Cross LEA Edit Cognos Report will not change even after adjustments and edits have been made
If the Cognos EOY Cross LEA Edit Report says that you have no data available, there are no Cross LEA warnings in your data
Warnings SE801, SE803, SE804, SE805, SE806, SE809, SE810 require districts to create an all new Adjustment file. You should not change the SSA to address these warnings
Warnings SE802, SE807, SE808 and SE811 ask districts to adjust their SSA file. SE802 require collaboration between districts. Please do not wait to contact the other district. 34

35. Additional Training Narrated instructions in the 9/24 Townhall
Narration for EOY Cross LEA validation begins at 18:50
Training materials for LEA Cross Validation
Step by step instructions:
Districts will need to contact Duncan Anderson to have their snapshot unlocked in order to resolve errors 35

36. Contact information
Questions?
Duncan Anderson
and
Kevin Smith 36

37. Special Education End-of-Year37

38. Duplicate Process/Date Validity Checks
75 as of this morning
Follow up s going out later today for those remaining
Resolve duplicates and all errors by tomorrow 10/2
will be sent once all are resolved
Data validity s going out this week too 38

39. Report Review Week Report Review Week October 5 – 9
Final snapshot and signed reports due by October 13
Final submission and reports can be sent in starting 10/7. 39

40. 5/4/2019
Contact Information
Lindsey Heitman
Make sure to Cc Orla and Kristi:
Orla Bolger–
Kristi Gleason – 40

41. Staff Interchange 41

42. Important 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

43. Next Scheduled Webinars
Today! Webinar Training from 3-4 pm
Uploading Staff Interchange Files & Updates
For those new to Data Pipeline or need a refresher on uploading
Information to join was ed to those registered on Wednesday
Monday, October 5th: webinar from 2- 3 pm
Staff Authoritative Source (rescheduled from Monday, Sept 28th)
Tuesday, October 6th: webinar from 1-2 pm
Staff Interchange Updates only
For those with experience with data pipeline, covering only the updates for 15-16
Register at:

44. 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), Librarians (job class code 216) and Teachers (job class codes 201 through 206) are required to report the evaluation data fields

45. 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
Code 16 removed and replaced with codes 26 and 27
Updated definition for code 11
Number of Classes Taught – now required for all teachers

46. Resources http://www.cde.state.co.us/datapipeline/inter_staff
File layouts
Summary of changes
Timeline – provides more detail
Business Rules
Templates
Training information
Contacts:
Annette Severson at: or
Kristi Gleason at

47. Data Pipeline – SBD Feedback for Improvement
5/4/2019
Data Pipeline – SBD Feedback for Improvement 47

48. SBD Information Access for SBD pre-Id pull will be November 12th
Pulled from student interchange tag of none
Please make sure data is uploaded
Access for SBD will be in March
Researching process and looking to improve
Contingency plan is to do it the same way as last year

49. SBD Information Current potential solutions
Districts load demographic information during the test window using an SBD tag
Districts create an SBD snapshot and CDE uses the data from the snapshot instead of having districts correct all the demographic data
Provide districts an extract which can be used to upload data into the vendor system

50. SBD Feedback SBD Feedback Improvement Sample comments
SBD are the easiest collections
SBD timing is terrible
Districts need more notification for the SBD process
Districts should upload minimum information for pre-Ids and use the student interchange information when the SBD is pulled
Why do districts have to fill in all the EL information as part of the SBD process? Shouldn’t this already be there?
Need more notification of SBD deadlines

51. SBD Feedback SBD Feedback Improvement Sample comments
Why do we have to download and upload files over and over?
Why does every system use different codes?
Data people need to be on the communication
Can CDE provide file extract with correct codes?
Hard to compare current data to 6 month old file
Why can’t the data in the student interchange be used?
Deleted students out of system and somehow the students still appeared in our SBD file.
Other ideas and suggestions?

52. How can CDE help?
Concerns and feedback
How can CDE help?

53. Happy October Count Day! Next Town Hall: Thursday, October 8th, 2015
               
“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
Happy October
Count Day!
Next Town Hall:
Thursday, October 8th, 2015
9 a.m.-10 a.m. 53