1. Data Pipeline Town Hall June 27, 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 Title Case Name Project Identity Management Update Student October Civil Rights Data Collection School Directory READ RITS/EDIS SDA TSDL Special Education EOY Special Education Discipline

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
Interchanges
Student
Special Education IEP
Special Education Discipline
Teacher Student Data Link (for migrant students)

10. Open Data Pipeline Collections
9/17/2019
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 remaining summer Town Hall dates:
July 11th and 25th
August 8th and 22nd

13. Title Case Name Project

14. Title Case Name Project
What: Changing common LEA and school names from all UPPER CASE to Title Case. This will be reflected in reports, listings, Pipeline, and elsewhere.
Why: More consistent with report formatting, more attractive for form letters, use by other systems and teams.
When: Currently in discovery, targeting late July.
Questions/feedback?
Contact: Dan Nelson
Examples
Current Format
Future Format
ST VRAIN VALLEY RE 1J
->
St Vrain Valley Re 1J
HALLETT ACADEMY
Hallett Academy

15. Questions, concerns, feedback?
Title Case
Questions, concerns, feedback?
Project Manager: Dan Nelson

16. Identity Management Updates

19. Student October

20. Student October
With the passing of the new full-day kindergarten legislation (HB and HB ) districts have had a lot of questions regarding Student October Coding so here’s the guidance so far.
If a student or students will be enrolled in a full-day kindergarten program then you would want to use the 80 funding code.  If they will be enrolled in a part-day program then they will still be coded to 82.  Some districts still plan to maintain half-day options so those students will be funded at the .58 rate.  If your district is transitioning to all full-day then the 80 code is appropriate.

21. Student October
CDE has sent informational letters to superintendents, fiscal leads, and Colorado Preschool Program (CPP) directors regarding implementation actions needed with respect to House Bill and House Bill HB provides funding for full-day kindergarten should districts choose to offer it, and HB provides $25 million in formula based- grants related to conducting full-day kindergarten or preschool education programs.
ECARE positions that have been used to fund full-day kindergarten will now be used to provide preschool for additional at-risk preschoolers.

22. Student October
ECARE
Can districts use two ECARE slots for full day preschool? Yes, this is an old rule.
Can districts use one CPP and one ECARE slot for full day preschool? Yes, this is a new addition as of this year.
Can districts use their own funding for half of full day preschool and then either a CPP or ECARE slot for the other half a day of preschool to make it a full day? Yes, as long as they don’t charge families funded by CPP for that 2.5 hour (half-day) position. This can be AM or PM but CPP is free for those that qualify. If they do not have a funded position to make a full-day (CPP+CPP, CPP+IEP, CPP+ECARE, ECARE+ECARE), it’s up to the district if they want to fund a full-day of preschool and how they want to fund it. Sometimes districts just offer the half-day with no option for a full.
Funding code 83 for 007 grade level will be closed but funding code 83 will be left open for 004 grade level preschool.   

23. Student October
For Full Day Kinder Only (grade level 007)
Funding code 83 is closing as is funding code 81
Adding funding codes 80, 91, 92
For grade levels 006 and 007 for Colorado Preschool Program (CPP)
Funding codes 83 and 89 are closing

24. Student October
Questions For questions regarding CPP and ECARE, please contact Heidi McCaslin at or For questions regarding funding, please contact Tim Kahle at or

25. Student October Student October Trainings Now Scheduled!!!
You can check out the Student October Training Schedule at:
*Please note that this year in addition to the webinar trainings there will be in-person EL trainings in conjunction with CDE’s office of Culturally and Linguistically Diverse Education which we highly encourage you to attend along with your EL counterparts.  To register for these trainings go to: For registration questions you can contact Doris Brock-Nguyen at the following: Phone: ,
 Here’s a brief description of the in-person trainings:
The Culturally and Linguistically Diverse Education and Data Services offices at CDE are teaming up to offer full-day training sessions in August to assist with the identification procedures and Student October Count coding of English learners (ELs). The WIDA Screener, and English proficiency assessment, is given to new district students in grades to help educators identify EL students.  This training offered by CDE will allow participants to prepare for WIDA’s certification requirement for administering and scoring the WIDA Screener. This training will also include EL coding instructions to help ensure that districts receive the correct funding amount and have the data for accountability purposes. Participants will review Data Pipeline and COGNOS reports for accuracy and will be able to address common problems and questions that appear in both the Student Demographic and Student School Association files.
**Please note you only need to register for the in-person trainings but not for the webinar trainings listed on the training schedule. 

26. Student October
Audit Trainings Now Scheduled!!! Webinar: Student October Count Audit Resource Guide Overview of Changes/Updates for 2019 When: Tuesday, August 6, 2019 (10:00am-10:45am) Thursday, September 12, 2019 (1:00pm-1:45pm) Webinar: Introduction to Funding and Audit Documentation Requirements Wednesday, August 7, 2019 (1:00pm-3:00pm) Tuesday, September 10, 2019 (10:00am-12:00pm)

27. Additional Student October Count Resources
The Student October Timeline at: 
*Please note that the official count day is October 2nd this year!
The Student October Snapshot File Layout at:  ilelayout
The student interchanges will be opening in mid-July. For resources and file layouts please go to: 

28. Additional Student October Count Resources
Also, the Title I team has put together a handy fact sheet on Title I for those of you who would like more information about that program here at:  efactsheet
You can also visit the Title I interchange page for more resources: 

29. Civil Rights Data Collection

30. 2017-18 Civil Rights Data Collection (CRDC)
Open Friday, February 8th
Deadline Friday, April 26th May 10th
Colorado progress report:
186 certified
0 100% complete (have not certified)
0 over 90% complete
AWS (Advance Website)
Partner Support: (855) or

31. 2017-18 Civil Rights Data Collection (CRDC)
You did it Colorado!
Thank you!!!

32. Way to Go! 32

33. School Directory

34. School Code Changes
Reminder - if you have a school code change for the school year please submit them by June 28th 2019, that’s tomorrow!
Changes that need an electronic form submission:
Name Change
New School Code Request
Closing School
Grade Change
Any requests received after June 28th may not be considered until the following school year because there are multiple processes impacted such as accreditation, accountability, and data reporting such as the Student October Count.

35. READ

36. READ Data Collection Timeline

37. READ Cross LEA Validation Process
READ Respondents should have received an from Whitney indicating the Cross LEA validation is complete
All READ Respondent log into Data Pipeline and run the “READ Cross LEA Validation Errors” report in Cognos
This report includes which students are duplicated in another district and their READ Respondent contact information
If after you run the report you get a message that says “No Data Available” then your district does not have any duplicate SASIDS and you do not need to re-submit your file

38. READ Cross LEA Validation Process
3. Districts will work with each other to determine which students to remove or keep in their data submissions
First: districts should review the test date. Districts with the latest test date will keep the student in their submission
Second: if either district used a generic test date that was early in the collection window then look at who the student ended the year with
4. If you are able to resolve all duplicate SASID issues and corrections have been made to your district’s submission then an updated file must be submitted by July 1, 2019

39. READ Cross LEA Validation Process
5. If you are unable to resolve duplicate SASIDs with the other district then both districts should submit documentation to Whitney
Please notify Whitney if you will be submitting documentation through Syncplicity. Documentation should include the district in which there is a duplicate with and exit date for the student in your district
CDE will evaluate all documentation to determine which district will keep the student in their submission. If documentation does not support enrollment eligibility of the duplicate students, district will be contacted and will be asked to remove SASID from file. Other district will be notified at the same time to keep SASID in their submission
Do NOT send documentation documents over

40. Thank you IMMENSELY for all of your hard work in completing the READ collection!!!!

41. 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:

42. RITS/EDIS

43. Exciting News! RITS/EDIS TRAINING
The new and improved RITS/EDIS System will go live on July 1, 2019!
Optional Suffix Field will be available at this time
Friday, June 28 at 3:30 p.m. we will begin the cutover process. RITS Web EDIS Web and Pipeline READ and Batch submission will not be available. At this time we will also rollover the school year from to
Upon logging unto the new and improved RITS/EDIS system on Monday July 1, 2019, if you have any issues with any of the processes please let me know. Remember if you need to share PII do so through Syncplicity or call me.

44. RITS/EDIS TRAINING
We have tried to accommodate all RITS/EDIS Users by traveling to nine sections of the state of Colorado
Tuesday, August 13, Yuma School District - Training from 9-12
Thursday, August 15, Meeker School District - Training 1-4
Friday, August 16, 2019 – Montrose School District – Training 9-12
Monday, August 19, 2019 – Jefferson County School District – Training 9-12
Tuesday, August 20, 2019 – Poudre School District – Training 8:30 – 11:30
Wednesday, August 21, 2019 – Archuleta School District – Training 1-4
Thursday, August 22, 2019 – Academy 20 School District – Training 1-4
Thursday, August 29, 2019 – Eads School District – Training 1-4
Friday, August 30, 2019 – Kim Reorganized School District – Training 9-12

45. The need to modernize and update the RITS/EDIS System New Reports
RITS/EDIS TRAINING
What will be covered in this training:
The need to modernize and update the RITS/EDIS System
New Reports
Ways to acquire a SASID/EDID
New Suffix Field
RITS/EDIS READ
RITS/EDIS Batch
New look and feel

46. RITS/EDIS TRAINING
SIGNING UP FOR TRAINING To sign up for the RITS/EDIS Training please go to the following link:

47. Looking forward to seeing you in August!
RITS/EDIS TRAINING
Please contact me should you have difficulty registering for the training or have any questions.
Looking forward to seeing you in August!
Debbie Puccetti
RITS/EDIS Consultant

48. SDA Files

49. Deadline is Friday, June 28th
Deadline is Tomorrow
Deadline is Friday, June 28th
Please be sure to click ‘Submit to CDE’ to finalize if you haven’t already
Review the reports overview if needed:

50. Status Check
Verify the files have finalized by checking the Status Dashboard Screen: S = Submitted. Please print and send a signed verification form to or fax to P = Pending. Finalize by clicking ‘Submit to CDE’

51. Status
Thank you to the 75% of districts already finalized!
If you are needing any help, please contact Annette at or

52. Teacher Student Data Link (TSDL)

53. PAUSED for majority of students REQUIRED for migrant students:
Collection Status
PAUSED for majority of students
REQUIRED for migrant students:
8th -12th grade only
Receiving partial or full credit for at least 1 course in your district
Steps if you have migrant students:
Map courses in SSCC
Upload Course Enrollment file
Create TSDL snapshot
Finalize
Annette Severson: or

54. Deadline is Friday, June 28th
Deadline is Tomorrow
Deadline is Friday, June 28th
Please be sure to click ‘Submit to CDE’ to finalize if you haven’t already
Review the reports overview if needed:

55. Status Check
Verify the files have finalized by checking the Status Dashboard Screen: S = Submitted. Please print and send a signed verification form to or fax to P = Pending. Finalize by clicking ‘Submit to CDE’
TSDL Snapshot

56. Status
Thank you to the districts already finalized!
If you are needing any help, please contact Annette at or

57. Special Education EOY

58. Special Education EOY Important Dates
July
September
Wednesday July 10: Date to have Special Education IEP Interchange errors resolved and at least one Special Education EOY Snapshot created
Wednesday September 4: All exception requests received by CDE
Tuesday September 10: Complete Snapshot! All interchange and snapshot errors resolved
Sept Sept. 13: Initial Report Review
Friday September 13: Complete Snapshot – any necessary changes made and errors resolved
Sept. 16- Sept. 24: Cross LEA Validation
Tuesday Sept. 24: All duplicates resolved and complete error-free snapshot
Sept. 24 – Oct. 1: Final Report Review
Wednesday Oct. 2: Final Submission and Reports Due to CDE
Special Education EOY - Lindsey Heitman - (303)

59. Special Education EOY- Snapshot
Snapshots are processing quickly again!
More memory was added to the Database on Monday evening which has improved processing time immensely
Special Education EOY - Lindsey Heitman - (303)

60. 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:

61. Special Education Discipline

62. Special Education Discipline Important Dates
July
August
Wednesday July 10: Date to have Discipline Action Interchange (DIS role) and Special Education IEP Interchange (SPE role) errors resolved
Thursday August 15: All exception requests received by CDE
Thursday August 22: Complete Snapshot! All interchange and snapshot errors resolved
Aug. 22- Aug. 29: Report Review
August 29: Final Submission and Reports due
**Be sure you’ve created a snapshot as of June 5th or after

63. Special Education Discipline Report
Cognos Reports
Sped Excel Detail Report – name change coming Tuesday
New Name: Sped Detail- Data Summary Report- All Records (Excel)
Lists details of the Data Summary Report – all records (1 record per action)
4 Tabs of detailed information (Expulsions, Unilateral Removals, Suspensions & Expulsions, All Disciplinary Removals)
The Data Summary Report lists students, while this detail report is each action submitted for those students

64. Special Education Discipline Resources
Resources posted: Special Education Discipline Interchange: Special Education Discipline Snapshot:
Questions?
Contact: Lindsey Heitman
(303)

65. Thank You
Next Town Hall:
Thursday, July 11, a.m.-10 a.m.