1. Data Pipeline Town Hall May 30, 2019
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

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. 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 Summer Town Hall Calendar SBDs READ Collection Civil Rights Data Collection Special Education EOY Student October Student End of Year

8. Open Collections in Data Pipeline

9. Open Data Pipeline Collections
Year Round
Directory (4 Day School Week Application and School Code Changes)
RITS
EDIS
Periodic
Designated Agency
READ
School Discipline and Attendance
SBDs
Interchanges
Student
Special Education IEP
Special Education Discipline
Teacher Student Data Link (for migrant students)

10. Open Data Pipeline Collections
6/9/2019
Open Data Pipeline Collections
Snapshots
Teacher Student Data Link Snapshot (for migrant students)
End of Year
Special Education Discipline
Special Education EOY
Coming Soon

11. Summer Town Hall Calendar

12. Town Hall Summer Calendar
In the months of June, July, and August, Town Hall will meet every other Thursday.
Here are the summer Town Hall dates:
June 13th and 27th
July 11th and 25th
August 8th and 22nd

13. Student Biographical Data (SBDs)

14. SBD Season
Assessment Unit | IMS

15. SBD Manual
Please download the SBD Manual! sbdmanual
Training walkthrough
sbdreviewwebinartrainingppt

16. SBD Collection Timeline
Access to Data Pipeline SBD collections is controlled by the district Local Access Manager (LAM)
If you are unable to access Data Pipeline or do not see a collection that you should have access to, contact your LAM
CDE cannot provide access for District Users
The following table provides the group code for each SBD Collection
Assessment
Dates
Data Pipeline Group 1
ACCESS for ELLs
March 18th-March 27th
ACC 2
CO PSAT/SAT
May 16th-May 23th
SAT 3
CMAS
Science/Social Studies and ELA/Math (including CSLA)
CoAlt Science/Social Studies
May 20st-May 30th
CMS 4
CoAlt DLM
May 29th-June 5th
DLM

17. SBD Support Helpdesk
SBD support is available through a general phone number and
Allows CDE to have multiple people supporting each collection
Provides a single point of contact for all collections
s create support tickets that can be tracked to ensure that questions are answered quickly – Remember not to send student PII by !
Members of multiple CDE units are available to answer different questions (Assessment, Accountability, and Information Management Systems)
Phone Number:
address:

18. Download Collection Specific Information
Find the collection on the Data Pipeline Website under Periodic Collections
Download and review the File Layout and Definitions
Provides the SBD file layout and collection specific instructions for each field

19. Log in to Data Pipeline
On the Identity Management website ( select Data Pipeline under Applications on the left side of the screen.
Enter your username and password
Check:
There is no red banner at the top of the screen
Your user role is correct
The collection you are working on appears on the left side of the screen
Most log in issues must be handled by your LAM

20. Data Validation
Data Pipeline can only check for certain types of errors
It cannot check that your demographic data is accurate (i.e. a student is actually Hispanic or not)
It cannot validate that students have the correct invalidation
The Data File Layout will have instructions for how to select the appropriate invalidation
Do not change/make up data just to clear errors!
If you have a lot of missing data, check a different extract
Maybe the interchange data or vendor data is better
Making up data can cause issues with reporting and accountability
If you have an error that cannot be cleared, but the data is correct contact SBD Support
Warnings
Warnings are used to inform users of situations that may indicate errors but not necessarily (more than 10% Native American)
Warnings do not prevent data submission

21. Moving Students
All SBD collections allow a district to move students between schools within their district
Moving between districts is collection specific
CMAS – submit a Failsafe document to CDE through Syncplicity
CO PSAT/SAT - Do Not send a Failsafe
The SBD layout will include the Pre-ID and Testing District and School
If these do not match, the student will appear in the SBD data for both districts
Both districts will see the student records and have a chance to review the data and agree on the appropriate Responsible District and School (CDE will monitor students submitted with conflicting Responsible Districts and will contact the data respondents)
DLM – Do Not send a Failsafe
The SBD layout includes the Accountability School and District and the Attendance School (testing)
Accountability school and district is updateable
If you are moving a student out of your district, contact the receiving district to make sure that they are aware of the student and agree to the move (CDE will also verify moves against RITS and Interchange data)

22. Invalidation Instructions
Instructions for applying invalidations during SBD are in the File Layout and Definitions documents
There are also instructions for applying invalidations in the assessment materials with details on the appropriate uses of each code
ACCESS for ELLs – Goldenrod Sheet
CMAS Procedures Manual page 202
uresmanual011118
CO SAT/PSAT – School Day Supervisor Manual page 52
sd-supervisor-manual.pdf
DLM – DLM Special Circumstance Codes
(under CoAlt: Manuals)

23. CMAS Announcements
If you need to change Language Proficiency or IEP status
CDE will need to confirm that the student did not use an accommodation on their test (or didn’t actually take a test)
Once we confirm that the student data can change you can actually change it in SBD and we will just ignore the errors

24. DLM Announcements Talk to your DACs about Parent Excuses
Entering invalidations in the DLM system is difficult so in some cases Parent Excuses will need to be added during SBD

25. SBD Support Contact
Phone Number: address:

26. Questions?

27. READ Collection

28. SB 19-199 READ Act Informational Webinar
READ Act Announcement
On June 11, 2019, CDE staff will present an informational webinar regarding changes to the READ Act brought forth in the 2019 legislative session. The webinar will cover an overview of the new implementation measures. You can listen to the webinar live using the information below:
SB READ Act Informational Webinar
June 11, 2019
4:00-5:00 pm
Participate in webinar

29. READ Data Collection Timeline

30. READ Collection Reminders
At this time, districts should have completed or are currently working on:
Creating and submitting READ data files and resolving errors
Submitting information required for the completion of the READ budget planning survey
June 14 (2 weeks away!): Districts complete submission of READ files and budget planning surveys by EOD – all submissions are finalized and will be locked
Once READ file is error free be sure to click the “submit to CDE” tab in the Status Dashboard to lock your data
Districts who submit intervention programs in the “other” category of the survey will be notified by CDE and survey approval will be pending
Survey must be completed before you can finalize your collection submission
Click here to view the guidance document on completing the Budget Planning Survey
Click here to view the submission status of your district

31. READ Collection Resources
READ Collection resources can be found at: eline
Upcoming webinars
Data collection timeline
Data elements & definitions
File layout
Business Rules
Additional resources such as FAQ document, assessment cut scores for determining SRD, template for submitting budget planning survey, etc.
Questions? Contact Whitney Hutton, READ Data Collection Manager
Phone:

32. Civil Rights Data Collection

33. 2017-18 Civil Rights Data Collection (CRDC)
Open Friday, February 8th
Deadline Friday, April 26th May 10th
Colorado progress report:
179 certified
1 100% complete (have not certified)
4 over 90% complete
AWS (Advance Website)
Partner Support: (855) or

34. 2017-18 Civil Rights Data Collection (CRDC)

35. 2017-18 Civil Rights Data Collection (CRDC)
Thank you!!!
CRDC contacts are perceptive!!!

36. Student October

37. Student October
Many districts struggled with English Language Learner (ELL) identification and coding in the Student October Count. To that end, Data Services in conjunction with the Office of Culturally Linguistically Diverse Education will be offering in-person trainings the following dates and locations:
August 15th in Colorado Springs: 9:30 -3:00
August 20th in Glenwood Springs: 9:30-3:00
August 22nd in Longmont: 10:30-3:30
August 27th in Aurora: 9:30 -3:00
One online training on August 29th. Details to follow shortly.
Please save these dates and times.
There will be an announcement with registration information in the June 3rd Scoop Newsletter. You can sign up for the Scoop at:
Genevieve Hale at

38. Student October
This training is designed for both data respondents and English Language Learner program people such as ELL directors, instructors etc.
In the morning we will cover the WIDA Screener for ELL identification and in the afternoon we’ll cover ELL coding. Lunch is on your own.
The WIDA Screener is an English language proficiency assessment given to new students in grades 1-12 to help Colorado educators identify a student as an English language learner (ELL).   This training will allow participants to prepare for WIDA’s certification requirement for administering and scoring the WIDA Screener.  Once a student has been identified as an ELL, proper coding is vital for districts to receive correct funding as well as for accountability purposes. Training participants will also be given the opportunity to review Data Pipeline as well as COGNOS reporting for accuracy and address common problems and questions that appear in both the Student Demographic and Student School Association files.
Genevieve Hale at

39. Student October
The Student October Count Date for the School Year will be Wednesday, October 2nd. Usually it’s on October 1st unless the count date falls on a weekend or holiday which is why for the date is October 2nd. In the months ahead I will update you on changes you’ll need to know about for the student interchange files as well as for the COGNOS reports. I will also update you via , town halls, and the Web as to webinar trainings for new data respondents as well as for veteran data respondents. If you have any questions, please don’t hesitate to contact me at the address at the bottom of these slide. Thank you!
Genevieve Hale at

40. Special Education EOY

41. Exit Tips
An exit for Sped EOY purposes is a student who has exited from Special Education services in your AU
A student record that does not ever begin receiving Special Education Part B Services (i.e. Date of Entry to Special Education is zero-filled) should not contain a Date of Exit or Basis of Exit.
Students should never be reported with a Date of Exit or Basis of Exit if:
He/she is in Path 1 or received only Part C Services.
An evaluation was never completed.
He/she was evaluated and found not eligible.
He/she was evaluated and determined eligible, but services were never initiated.

42. EOY Missing Exits Screen
Click Special Education/EOY Missing Exits. Select School Year and click “Search”.
This will bring up your AU’s list of records that are likely “Missed Exits” from prior year. The system will not include any records in this screen that are on your Child or Participation file (whether or not they’ve made it to snapshot yet).
Manually enter the “Missing Exit Type” on the records you have that information for and click “Save”. You don’t have to do them all at once. They will stay visible in this screen through the end of the collection.
Once you create a new snapshot, the saved records will be added to your snapshot with a “Date of Entry to Sped” and “Date of Exit from Sped” of 07/01/2018 and the “Basis of Exit” reason you chose.
This will resolve SY108 when you create a Snapshot.
The record from your Snapshot will be automatically added to the Special Education EOY Snapshot with an Exit Date of 07/01/2018 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.

43. Special Education EOY
Snapshot status: processing time should decrease once SBD collections wrap up
Remember – it isn’t finished processing until you receive the confirmation
Remember- you must receive confirmation on your Participation file upload before creating a new snapshot or it won’t extract from the newest file
Thank you to those who attended one of the Sped EOY training webinars
If you missed it, the slides and recording from 05/21 are saved here: under the Trainings section
Special Education EOY - Lindsey Heitman - (303)

44. Special Education EOY: Questions?
Special Education EOY contact information
Lindsey Heitman – (Primary contact)
Orla Bolger –
*Please include your AU #, Error code # (if applicable), and phone number in s! Thank you. 
Resources
Special Education IEP Interchange:
Special Education EOY Snapshot:

45. Student End of Year

46. Student End of Year
The End of Year collection is open. Please upload your data and work through your errors.
Best Practices for EOY Data Cleaning:
Clear interchange errors (Target Date: June 27th)
Take a snapshot and review snapshot errors
Clear snapshot errors (Target Date: July 25th)

47. Student End of Year
Best Practice for uploading interchange files:
Wait for a confirmation from Data Pipeline
The will show you the number of errors in your upload
You’ll want to resolve ALL errors in your interchange files
Check your error reports
Upload files in the correct order, otherwise you will get unnecessary errors
Upload Student Demographic File
Upload Student School Association File
Upload Advanced Course Completion File
Duncan Anderson

48. Student End of Year 2018-2019 Online Resources
Errors on the interchange level?
Errors on the snapshot level?
Trainings
Training Materials:
Upcoming Webinar Tuesday, June 11th from 9:00 – 10: Call-in number:
If you would like a more detailed walkthrough of the EOY process or have specific questions, please contact Amanda to schedule individualized training.

49. Thank You
Next Town Hall:
Thursday, June 6, a.m.-10 a.m.