1. Data Pipeline Town Hall July 25, 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 End of Year Student October Special Education EOY Special Education Discipline

8. Open Collections in Data Pipeline

9. Open Data Pipeline Collections
Year Round
Directory
RITS
EDIS
Periodic
Designated Agency
Interchanges
Student
Special Education IEP
Special Education Discipline

10. Open Data Pipeline Collections
11/7/2019
Open Data Pipeline Collections
Snapshots
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 meets every other Thursday.
Here are the remaining summer Town Hall dates:
August 8th and 22nd

13. Student End of Year

14. Thank you for working on the End of Year Collection!
Student End of Year
Thank you for working on the End of Year Collection!
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)
The target dates are recommended dates – having an error free EOY snapshot saves you lots of effort as the next school year gets started.
Reminder - students have until August 31st to complete graduation requirements for the school year.

15. 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

16. New Exit Codes for Concurrent Enrollment Students
Student End of Year
New Exit Codes for Concurrent Enrollment Students
23 - previous graduate did not complete a postsecondary program
24 - previous graduate completed postsecondary program
96 - graduated and completed a postsecondary program
Remember to use the retention code of ‘2’ for 12th Graders being retained for P-Tech and ASCENT. This coding ensures they are included in your 4-year graduation cohort rate.

17. Please include a file path to your exceptions
Student End of Year
If your data is accurate and you need exceptions to over-ride your errors in Data Pipeline, please save an exception request to your Syncplicity student folder and mail me and let me know you have an exception that you’d like processed.
Please include a file path to your exceptions
Please include your district number in your s
Exception Template: Exception Request Template and Instructions - Link (XLSX) 

18. SE104 errors can be corrected and do not need exceptions.
Student End of Year
SE104 errors can be corrected and do not need exceptions.
If a grade K-12 student was reported last year with Exit Type=00 in the last detail record, their first detail record must be reported with an Entry Type = 02, 03, 11, 90, 91 or 00. Please update the entry type in your School Association file.
Students must have a record in the subsequent year if they leave with a 00. It can be a “one-day” record with a entry date, 02 entry type, exit date and the appropriate exit type.

19. Student End of Year
If you have an error free snapshot, please use this time to start reviewing your Cognos reports, including:
Student Dropout List
Students from Current AYG
Rate reports
Please make sure that you’re reviewing the reports and that you select the Anticipated Year of Graduation as

20. Student End of Year 2018-2019 Online Resources
Errors on the interchange level?
Errors on the snapshot level?
Trainings
Training Materials:
If you would like a more detailed walkthrough of the EOY process or have specific questions, please contact Amanda to schedule individualized training.

21. Student October

22. 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.

23. 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.

24. 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.   

25. 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

26. 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

27. 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.  An August 29th training was added to the schedule.

28. 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)

29. There is now an updated 2019-2020 Audit Resource Guide
Student October
There is now an updated Audit Resource Guide
It’s highly recommended that when submitting data for Student October Count that this guide is referenced. Among other things, it contains information on what is allowable, what documentation is needed and so forth. It can be found at:  

30. Student October
A Free & Reduced Lunch Training is Now Scheduled!!! When: September 19, 2019 from 2:00 p.m. to 3:00 p.m. Call in and log in information: Phone: This training is designed to help districts to know which students meet eligibility requirements for free and reduced lunch and how to properly code them for Student October Count.

31. Student October
ASCENT Webinar Regarding ASCENT Student Coding for the October Count and End-of-Year Reports and Audit Requirements Is Now Scheduled! When: August 7th, 2019 from 2:00 p.m. to 3:00 p.m. Call in and log in information: When: Wednesday, August 7th from 11:00 to 12:00 Here is the information that you will need to access the webinar on August 7th: Zoom Video Conference Access: Meeting ID: You can choose either the computer audio or phone call option Phone call option - Phone #: Meeting ID: #

32. 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: 

33. 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: 
In addition to the Title I fact sheet, there is also now a free & reduced lunch fact sheet at: riskdatavalidationbestpractices

34. Special Education EOY

35. Special Education EOY Important Dates
September
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
Snapshots have been running quickly this week 
Special Education EOY - Lindsey Heitman - (303)

36. Special Education EOY Duplicates Error: SY260
Testing this validation as an error instead of a warning this year
Other AU is listed at the right end of the detail error report
Contact list may be found in Cognos under Special Education EOY or Syncplicity (December Count list should be pretty up to date)
Special Education EOY - Lindsey Heitman - (303)

37. 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:

38. Special Education Discipline

39. Special Education Discipline Important Dates
August
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 (earlier than this is okay!)
*Can every AU please create a new snapshot prior to running reports and final submission of data? Thanks!

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

41. Thursday, August 8th, 2019 9 a.m.-10 a.m.
Thank You
Next Town Hall:
Thursday, August 8th, a.m.-10 a.m.