1. Data Pipeline Town Hall October 4th, 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 3

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
Civil Rights Data Collection
Non-public Schools
Kindergarten School Readiness
Special Education End of Year
Student October
Facilities
Student End of Year

8. Open Collections in Data Pipeline

9. Open Data Pipeline Collections
Year Round
Directory
RITS
EDIS
Periodic
Non-public schools
Interchanges
Student
Special Education IEP
Staff 9

10. Open Data Pipeline Collections
8/25/2019
Open Data Pipeline Collections
Snapshots
Student End of Year Snapshot (Cross LEA deadline Thursday 10/18)
Special Education End of Year Snapshot (closes 10/4/2018)
Student October
Coming Soon
Kindergarten School Readiness
Human Resources
Special Education December Count 10

11. 2017-18 Civil Rights Data Collection (CRDC)

12. Superintendents were contacted by e-mail earlier this week
CRDC
Superintendents were contacted by earlier this week
Access the Advanced Website (AWS) to:
Confirm or update superintendent, primary and alternative contacts
Validate your district’s list of schools
Deadline is October 31, 2018
Log onto
Use district name, 7-digit username and password provided
If username listed is only 6 digits, add a leading zero
To prepare for CRDC, go to the CRDC Resource Center
For help contact the CRDC Partner Support Center
Telephone:

13. Non-Public Pupil Count/Directory

14. New Data Pipeline Collection
Data Pipeline Non-Public Pupil Count/Directory Dennis St. Hilaire
New Data Pipeline Collection
What is the Data Pipeline Non-Public Pupil Count/Directory?
Collects Pupil counts of non-public school students by grade
Identifies non-public schools that are used for funding, nutrition, federal programs and special education. The codes in the non- public directory are used throughout CDE. For most districts this collection should not take much time to complete.
Non-Public Pupil Count/Directory Documentation

15. Data Pipeline Non-Public Pupil Count/Directory Dennis St. Hilaire st
Data Pipeline Non-Public Pupil Count/Directory Dennis St. Hilaire
NOTE*** Data Pipeline currently is experiencing some issues with IdM and Pipeline with the Non-public Schools. The LEAAPPROVER role is not functioning and will not pull up the collection in Data Pipeline. We hope to get this resolved ASAP. The LEAUSER role seems to work on our end. Let us know if you are using this role and if it is working. Please type in the chatbox if you see the Non- public schools and if you are able to put in data.
Identity Management
PIPELINE-0000-NPS~LEAVIEWER
PIPELINE-0000-NPS~LEAUSER
PIPELINE-0000-NPS~LEAAPPROVER

16. Data Pipeline Non-Public Pupil Count/Directory Dennis St. Hilaire st
Data Pipeline Non-Public Pupil Count/Directory Dennis St. Hilaire

17. Data Pipeline Non-Public Directory Dennis St. Hilaire st.Hilaire_d@cde.state.co.us
Questions Dennis St. Hilaire Phone

18. Kindergarten School Readiness Data Reporting
8/25/2019
Kindergarten School Readiness Data Reporting
Upload Slide deck, data reporting fact sheet

19. Overview of Kindergarten School Readiness Data Reporting
8/25/2019
Overview of Kindergarten School Readiness Data Reporting
Passed in 2008, Colorado Achievement Plan for Kids (CAP4K) requires districts to report school readiness data to the Colorado Department of Education.
In March 2016, the State Board of Education voted to adopt a system for reporting school readiness data.
The system calls for districts to submit only aggregate readiness information not by domain, but by number of domains in which students demonstrate readiness.

20. Data Reporting Elements
As required by Colorado law (Section (1)(b) C.R.S.), school readiness includes both developmental and academic areas:
physical well-being and motor development
social and emotional development
language and comprehension
cognition
math
literacy
Data reported to CDE will be from the initial fall assessment window for school readiness, which is the first 60 calendar days of the school year as required by HB
READ (HB )
-If a district administers the READ Act assessment in the first 60 days of the school year, it is not required to administer the literacy component of the school readiness assessment.
-Information gleaned from READ assessments administered within the first 60 days can be used to inform the literacy component of the school readiness kindergarten entry assessment. Data can be used from READ to enter data into the KEA survey’s literacy area.
-All 6 required areas must be completed in the school readiness assessment for kindergarten entry within the first 60 days.

21. Data Reporting Elements
Various assessment tools have been approved by the State Board and are available for use:
GOLD® by Teaching Strategies
HighScope Child Observation Record (COR)
DRDP-K
Recordings for specific tools (on website):
GOLD® by Teaching Strategies: See last year’s webinar (9/5/17)
DRDP-K (2015): Webinar on manual aggregation of data (8/29/18)
Districts may also use the reduced-item set of objectives and dimensions to complete the KEA.
NOTE: Some districts have obtained state board approved waivers from using these assessment tools; however, the waiver is from the assessment tool and not from the collection.

22. 2018-2019 Changes/Reminders for the Collection
Waivers: Waivers have to go before the State Board in order to be approved.
Please also note that the waivers are not waivers from the collection, but only from the use of an approved assessment tool.
The school readiness waiver does not fall under the general charter school waiver.
Changes
Updated business rules
The addition of an exception file for schools that do not have any kindergartners to report.

23. Timeline Recent Trainings Upcoming Dates
Wednesday, 8/29-DRDP-K Webinar
Wednesday, 9/26-Steps to Complete the Collection Webinar
Recording should be posted to the website later this week
Upcoming Dates
Tuesday, 10/2, 1-2pm
Join via Zoom or call in: Meeting ID: #
Collection Open Date: Wednesday, 10/10/18
Collection Close Date: Thursday, 12/6/18

24. Further Information Additional information can be found at:
The Data Pipeline website: schoolreadiness
The School Readiness website: gartenschoolreadinessdatacollection
Sections on FAQs, Additional Resources, listing of Trainings
If you have any other questions or concerns, please me. I would love to know what questions are on your mind.

25. Contact Tara Rhodes (KSR Data Collection Questions)
8/25/2019
Contact
Tara Rhodes (KSR Data Collection Questions)
Early Learning Business Analyst
Anji Gallanos (General School Readiness Questions)
P-3 Office Director 25

26. Kindergarten School Readiness Data Reporting
8/25/2019
Kindergarten School Readiness Data Reporting
Upload Slide deck, data reporting fact sheet

27. Overview of Kindergarten School Readiness Data Reporting
8/25/2019
Overview of Kindergarten School Readiness Data Reporting
Passed in 2008, Colorado Achievement Plan for Kids (CAP4K) requires districts to report school readiness data to the Colorado Department of Education.
In March 2016, the State Board of Education voted to adopt a system for reporting school readiness data.
The system calls for districts to submit only aggregate readiness information not by domain, but by number of domains in which students demonstrate readiness.

28. Data Reporting Elements
As required by Colorado law (Section (1)(b) C.R.S.), school readiness includes both developmental and academic areas:
physical well-being and motor development
social and emotional development
language and comprehension
cognition
math
literacy
Data reported to CDE will be from the initial fall assessment window for school readiness, which is the first 60 calendar days of the school year as required by HB
READ (HB )
-If a district administers the READ Act assessment in the first 60 days of the school year, it is not required to administer the literacy component of the school readiness assessment.
-Information gleaned from READ assessments administered within the first 60 days can be used to inform the literacy component of the school readiness kindergarten entry assessment. Data can be used from READ to enter data into the KEA survey’s literacy area.
-All 6 required areas must be completed in the school readiness assessment for kindergarten entry within the first 60 days.

29. Data Reporting Elements
Various assessment tools have been approved by the State Board and are available for use:
GOLD® by Teaching Strategies
HighScope Child Observation Record (COR)
DRDP-K
Recordings for specific tools (on website):
GOLD® by Teaching Strategies: See last year’s webinar (9/5/17)
DRDP-K (2015): Webinar on manual aggregation of data (8/29/18)
Districts may also use the reduced-item set of objectives and dimensions to complete the KEA.
NOTE: Some districts have obtained state board approved waivers from using these assessment tools; however, the waiver is from the assessment tool and not from the collection.

30. 2018-2019 Changes/Reminders for the Collection
Waivers: Waivers have to go before the State Board in order to be approved.
Please also note that the waivers are not waivers from the collection, but only from the use of an approved assessment tool.
The school readiness waiver does not fall under the general charter school waiver.
Changes
Updated business rules
The addition of an exception file for schools that do not have any kindergartners to report.

31. Timeline Recent Trainings Upcoming Dates
Wednesday, 8/29-DRDP-K Webinar
Wednesday, 9/26-Steps to Complete the Collection Webinar
Tuesday, 10/2-Steps to Complete the Collection Webinar
Upcoming Dates
Collection Open Date: Wednesday, 10/10/18
Collection Close Date: Thursday, 12/6/18

32. Further Information Additional information can be found at:
The Data Pipeline website: schoolreadiness
The School Readiness website: gartenschoolreadinessdatacollection
Sections on FAQs, Additional Resources, listing of Trainings
If you have any other questions or concerns, please me. I would love to know what questions are on your mind.

33. Contact Tara Rhodes (KSR Data Collection Questions)
8/25/2019
Contact
Tara Rhodes (KSR Data Collection Questions)
Early Learning Business Analyst
Anji Gallanos (General School Readiness Questions)
P-3 Office Director 33

34. Special Education End-of-Year

35. Data Approval & Signed Report Submission
FINISH LINE – Woot Woot!
Data Approval & Signed Report Submission
10/4/2018
See extended timeline for specifics
Special Education EOY – Kristi Gleason – (303)

36. Final Report Review and Collection Close
Review the 10 signature reports with your director
Upload all 10 signature reports (PDF) and Flag Explanation (WORD) to DMS
Approve your final Special Education EOY Snapshot by clicking “Submit to CDE”
Special Education EOY – Kristi Gleason – (303)

37. Signature Reports
Please cc Alyssa on any report related matters
Special Education EOY – Kristi Gleason – (303)

38. Why Reports Are Important
Special Education End-of-Year is used for:
Indicator 11 (path 3 records)
Indicator 12 (path 2 records)
Part C Evaluations (reimbursement $ calculated from these)
Exits (path 2 and 3 records) (including Indicators 1 and 2)
Verify records reported in correct Path

39. Report Resources Training: Sped EOY Report Webinar Report Resources:
Checklist and Flag Explanation Doc
Special Education EOY – Kristi Gleason – (303)

40. Selecting the right format for your Report
ALWAYS view the Signature reports (the numbered reports) in PDF Format.
This will ensure:
The best layout of the report for a printed page (no columns will be cut off).
Informative headers and footers will appear on every page, including the time and date the report was generated.
Pages will be automatically numbered.
You will see ALL the pages including the Signature Page.
Selecting the right format for your Report 40

41. Example of an EOY Report Flag
The count has changed by at least 20
The % has changed by at least 20

42. Flow of Reports Submission
Download the numbered reports from Pipeline and make sure all the reported numbers are accurate (date should be between September 26th and October 4th. Sign the reports and scan them into PDF.
Download the “Year to Year Flag Explanation Document” found under Additional Resources on the Special Education EOY Webpage (opens in browser – leave document in WORD form)
Explain the flagged count differences using the templates in the flag document (2nd page)
Upload the following to the profile tab of the Data Management System which can be found on this Link to Data Pipeline Single Sign- on Page (opens in browser)
Signed and scanned reports (in 1 pdf)
Filled out year to year explanation template (Word document)

43. LAST STEP: Submit Snapshot to CDE by October 4th
8/25/2019
LAST STEP: Submit Snapshot to CDE by October 4th
Within Data Pipeline
1. Click Special Education on the left menu
2. Click Status Dashboard
3. Use the drop downs to select the appropriate values
File Type: End of Year Snapshot
School Year:
Organization/LEA: defaults to your AU
Notice the Data Locked value on this screen is set to N
Notice the Overall Status is set to P (pending) indicating the data has not been submitted to CDE.
4. Click the Submit to CDE button (Only EOY-APPROVERS will have this ability) (must have 0 errors)
5. Click OK
A green message should display above the File Type box indicating the data was submitted
The Data Locked value should change to Y
The Overall Status should change to S

44. UNTIL NEXT YEAR!

45. Special Education EOY Contacts
Special Education EOY contact information
Kristi Gleason – (Primary contact)
Lindsey Heitman –
Orla Bolger –
Alyssa Ohleyer – (Report Related Questions)
*Please include your AU #, Error code # (if applicable), and phone number in s
Collection Resources
Special Education IEP Interchange:
Special Education EOY Snapshot:
Special Education EOY – Kristi Gleason – (303)

46. Student October

47. 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

48. 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

49. Student October Upcoming Office Hour:
Wednesday, October 10, :00 p.m. to 3:00 p.m.: Colorado Preschool Program and Early Childhood Education Reporting
Phone:

50. Student October
*Please note that this time of year the volume of calls, s, issues to fix, errors and exceptions to address etc. is extremely large so it may take up to 4-5 days to get a response. Please plan accordingly.

51. Student October
Some Questions to Ask Yourself When Selecting a PAI or Non-Program School code
Where is the student attending?
Who is getting the funding (or who is paying who for the student’s education)?
Who has the accountability for the student?

52. Student October PAI Code Clarification
Districts would use the 03 code for expelled students only if the student(s) is at a non-school site. In other words, they are truly not at a physical school site. Otherwise, use the other schools’ code if at another school.

53. Student October
There was a migrant file issue that has now been resolved. Late Tuesday afternoon a migrant file was uploaded into Pipeline with the correct SASIDs, qualifying arrival dates and expiration dates. A file uploaded in August contained SASIDS with expired dates. The new file is comprehensive and includes all students to date for the School Year.
An up-to-date Title I file was uploaded Wednesday afternoon.
A current ASCENT file was also uploaded.

54. Student October EL Coding
Students coded as parent refusal must have a valid language proficiency code: NEP, LEP, FEP
They cannot be FELL or PHLOTE

55. Student October EL Coding
Once students have completed a full school year coded as FEP Exited Year 2 they should move to FELL
NEP / LEP
FEP Monitor Year 1
FEP Monitor Year 2
FEP Exited Year 1
FEP Exited Year 2
FELL

56. Student October EL Coding
Starting in , CDE began allowing additional flexibility – under ESSA and ELPA – to report the students as following the state progression.
If a student transfers to your district from another district you may report them as following the logical progression or
You may report them as FELL
CDE strongly encourages your district to be consistent and code all transfers in the progression or FELL

57. Student October EL Coding EL Logical Sequence errors to look out for:
District Transfers
Code them as FELL at first and they will trigger warnings to tell you where in the progression CDE expects them:
SP295, SP297, SP299
Only triggered if coded as FELL

58. Student October EL Coding
EL flag used by most collections and offices here at CDE will use:
NEP, LEP, FEP M1, and FEP M2 = Yes (1)
Office of Accountability will have a broader definition
NEP, LEP, and FEP (all values) = Yes (1)
ELPA funding
NEP, LEP, FEP M1, and FEP M2
Grades K-12
Students Eligible for Funding

59. Student October EL Coding How should I report preschool students?
If your district determines a preschool student has a language background other than English
LANGUAGE_BACKGROUND <> eng
The student should be reported as having a Primary Home Language Other than English (PHLOTE)
LANGUAGE_PROFICIENCY = 4 (PHLOTE)
Students who are in preschool are generally not in an EL program and would not be reported as served by a Language Instruction Program
LANGUAGE_PROGRAM = 00 (No)
If the school is providing English Learner services through the regular school program you may report then as NEP/LEP
LANGUAGE_PROFICIENCY = 1, 2 (NEP, LEP)
LANGUAGE_PROGRAM <> 00

60. Student October EL Coding How should I report preschool students?
Preschool students are not eligible for ELPA funding and will not appear in ELPA reports.
Preschool and Kindergarten Students cannot be coded as FEP or FELL
LANGUAGE_PROFICIENCY <> 5, 6, 7, 8, or 9
if ENTRY_GRADE_LEVEL = 004, 006, or 007
If the student is fluent and does not require services they should be coded as PHLOTE

61. Student October EL Coding
Foreign exchange students should have SASIDS and should be coded with a language.
You would need to serve foreign exchange students if they come up as Limited English Proficient (LEP.) They would also take the ACCESS 2.0 assessment.
Students who have a Language Proficiency code of FEP Exited Year 1 or Year 2 (8 or 9) may be coded using any Language Instruction Program (LIP) value
Students may not be coded in more than one LIP. If multiple programs are used to educate a student please use the one that is predominately used to educate the student.

62. Student October Warnings Losing Leading Zeros
Do not require exceptions
Do not prevent students from being included in snapshot or from submitting snapshot
There for informational purposes or that there is a possible data issue
Losing Leading Zeros
Opening a file in Excel and where format is not already set to ‘text’
Files will not upload properly and will create errors
CDE has a guide to keeping leading zeros on Student Interchange Website at:

63. Student October Student Doesn’t Show up in Snapshot
Student has error in DEM or SSA file
Primary School = 0 in SSA file
October Snapshot only includes records where Primary School = 1
If a student isn’t showing up in snapshot this is often the first place to look
Enrollment Dates in SSA file do not overlap with Count Day
Student only included in one of DEM or SSA file, but not both
Cognos Reports:
Snapshot Records Excluded Due to Profile Errors
Students Excluded from Student October Snapshot

64. Student October
Student October Contact Genevieve Hale

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

66. Facilities

67. Student October Funding for Approved Facility Students
Approved facility schools receive funding from CDE that is allocated through the legislative process.
They bill only for the days the student attends their school and are paid monthly through the School Finance Office.
They do not receive any funding from Student October.

68. Student October What are Districts Paying for?
Typically a school district is paying tuition cost for special education services for students with IEPs.
It is very rare that a district would be paying for a general education student to attend a facility school.
There is a contract between the district and the facility school for every student who attends the facility school and within that contract it states what the district is paying for.

69. Student October
If the district is paying for the basic (general) education services for a student, the district can submit the student for funding in Student October. This is in addition to any tuition costs the district is paying for special education services and should be stated clearly in the contract between the district and facility school. If the district is only paying for special education services, then the district cannot submit the student for funding in Student October The funding for special education services comes through December Count.

70. Student October Short-Term Placements
If a district has a student who is placed short-term in a facility, the district may be able to include the student for funding if all the following criteria have been met:
Student established attendance with the district during the current school year prior to the pupil enrollment count date AND
Student was still enrolled with the district as of the pupil enrollment count date AND
Student had a schedule with the district that supported funding eligibility as of the pupil enrollment count date AND
Student resumes attendance with the district within 30 days following the pupil enrollment count date.

71. Student End of Year Cross LEA Phase

72. Check for Cross LEA Errors
Cognos Report – EOY Cross LEA Edit Report
Pipeline Error Report

73. Student End of Year
If your district has cross validation warnings or validation errors:
Take time to review your cross-validation warnings and validation errors. Oftentimes, the two are related.
Sorting errors by Student ID is oftentimes helpful because multiple errors and warnings could be associated with the same student record.
If your district does not have errors or warnings:
If the current year does not appear in the dropdown menu of the EOY Cross LEA Edit Report, then you have no cross validation warnings.
If you have no cross validation warnings and no EOY errors in the Pipeline Error Report, then no further action is needed during this phase of the collection.

74. How to Correct Cross Validation Warnings (SE800 Warnings)
Follow the instructions in the Adjustment File Instructions PDFs on the End of Year Snapshot webpage at

75. How to Correct Errors: SE061, SE094, SE702, SE712
Edit Record
To correct your SE061, SE094, SE702, and SE712 errors, use the Edit Record tool to change the exit type of students as appropriate.

76. How to Correct Errors: SE061, SE094, SE702, SE711, SE712
Add Record
To correct SE061, SE094, SE702, SE711, and SE712 errors use the Add Record tool to add an adjustment for students that used to attend your district.

77. Student End of Year
If you have an error to correct and your snapshot is not already unlocked, Amanda Callinan and ask her to unlock your district’s snapshot:
For more information on the Cross LEA process, you can access training and instructions at:

78. Thursday, October 11th, 2018 9 a.m.-10 a.m.
Thank You
Next Town Hall:
Thursday, October 11th, a.m.-10 a.m.