1. August 22nd 2019 Data Pipeline Town Hall
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. We will hold the Q&A session at the end of the presentation:
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 -
dm/faq
Frequently Asked Questions 1-12
#12 Where can I find the Identity Management role mappings for Data Pipeline and other applications?
dm/rolemappings

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
Data Pipeline Maintenance Window
End of Year
SPED Discipline
SPED End Of Year (EOY)
Staff Interchange
Teacher Student Data Link (TSDL) 

8. Open Collections in Data Pipeline

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

10. Open Data Pipeline Collections
11/10/2019
Open Data Pipeline Collections
Snapshots
End of Year
Special Education Discipline
Special Education EOY
Coming Soon
Staff Interchange

11. Summer Town Hall Calendar

12. Town Hall Summer Calendar
In the months of June, July, and August, Town Hall met every other Thursday
This is our last scheduled summer townhall
We will resume to Weekly Town Halls on September 5th

13. Data Pipeline Maintenance Window

14. Planned Outage
Service(s) Impacted: All single sign on applications Who is Affected: Single sign on application users Purpose of Activity: Database patching and updating of underlying systems Maintenance Time Frame: 8/27/2019
Database patches are routinely applied to fix software bugs and stay up to date with the latest in security, applying these patches regularly keeps our applications running smoothly and keeps CDE data safe.
During the patching windows, all single sign on applications, such as Pipeline, RANDA, LACES, and UIP will be impacted.
Tuesday 8/27/2019 after business hours – in this window the patches will be applied to the production environment.
If you have any questions, please contact Jeff Stevenson in IMS at or

15. Student End of Year

16. Student End of Year Data Collection Deadline
All districts must have an error-free EOY snapshot submitted to CDE by:
Thursday, September 12th
This is a legislatively mandated deadline.
If you are having difficulty working through your errors, please me to schedule a time to work through errors together.

17. Most Efficient Way to Clear Errors
Student End of Year
Most Efficient Way to Clear Errors
Find the line of data that is causing the error.
Look at the line of data and find the discrepancy causing the error.
Correct the discrepancy in your SIS, re-upload interchange files, and take a new snapshot.

18. How To Submit Your EOY Snapshot
Student End of Year
How To Submit Your EOY Snapshot 1. 2. 3.

19. Student End of Year
Online Resources
Errors on the interchange level?
Errors on the snapshot level?
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.

20. Deadline for 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
Deadline for Exceptions
Thursday, September 5th
Exception Template: Exception Request Template and Instructions - Link (XLSX) 

21. Student End of Year
HSED “errors” are actually updates. These updates let districts know that CDE has new information on a student – that he/she has completed an HSED.
I’ll continue to process HSED files into early September so I can capture completers up until August 31st.
If you receive an HSED error (SE061), update the Exit Type to 93 for in-district HSED programs or 94 for out-of-district HSED programs.
If you’ve already submitted your snapshot, you’ll be notified of HSED completers in your cross-lea errors.
Please correct SE104 errors – they 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.

22. 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.
P-TECH and ASCENT students who are exited as 90s (diploma recipients) are entered as 90s (entry type code ‘90’) in the following school year.

23. 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
Thank you for all of your hard work in submitting your Student End of Year Data Collection!
The next phase of the collection, the Cross LEA Validation Phase, will begin Monday, September 23rd.

24. SPED Discipline

25. Special Education Discipline Important Dates
August
Final week!
Thursday August 22: Complete Snapshot! All interchange and snapshot errors resolved
Aug. 22- Aug. 29: Report Review
August 29: Final Submission and Reports due (okay to submit when you’re ready)
*Please create a new snapshot prior to running reports and final submission of data. Thanks!

26. Special Education Discipline: Last Steps
Thursday August 22rd: Complete Snapshot – ERROR FREE
Date by which you must have generated your complete Special Education Discipline Snapshot dataset by passing all interchange and snapshot validations in preparation for report review
Thursday August 22rd – August 29th Report Review Week
Director and data respondent review reports in detail and make any data corrections deemed necessary to ensure you are reporting valid and reliable data
All changes must be made by end of day August 29, 2019
Thursday, August 29th:
Final snapshot approval within Data Pipeline, upload signed reports to DMS.
*Okay to do this as soon as you’ve reviewed your reports and signed off on your data.

27. Where to Find the District Authority Sign Off Form
District responsibility (DIS role)
Found under Cognos Reports/Special Ed Discipline Interchange

28. Special Education Discipline: Reports Due
ADMINISTRATIVE UNITS are responsible for submitting the following reports to Data Management System:
Sped Data Summary Report (14 pages)
Sped Discipline: Year to Year Comparison Report (13 pages)
Flag Explanation document (if applicable) for any A flags you have in the Year to Year Comparison Report 
You will find the reports here:
COGNOS REPORTS/Special Education Discipline
*Please Alyssa Ohleyer if you would like a confirmation of reports received in the DMS. Otherwise, no news is good news! 

29. Where to Find SPED Discipline Cognos Reports
11/10/2019
Where to Find SPED Discipline Cognos Reports
From Single Sign On > select Data Pipeline> Click Cognos Reports>Special Education Discipline:

30. Special Education Discipline Reports
Signature Report - PDF
*Detail Reports - for your information
Signature Report - PDF
*Save a copy of your complete snapshot for your records

31. Special Education Discipline: Steps for Final Approval in Data Pipeline
Within Data Pipeline
1. Click Special Ed Discipline on the left menu
2. Click Status Dashboard
3. Use the drop downs to select the appropriate values
File Type: Special Education Discipline
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. Check the box next to the Admin Unit name and number and then click on your Admin Unit name to get to the next screen which contains the Submit to CDE button.
5. Click the Submit to CDE button  (Only SPI-APPROVERS will have this ability) (must have 0 errors)
6. 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

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

33. SPED EOY

34. 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)

35. Special Education EOY: Edit SY285
New edit this year-
SY285: Duplicate Exit Type is not allowed for Exit Types (01,02,40,50,70,90,92,93,94) and another AU is reporting this student with the same exit type. Scroll to the right of the error report to find the other AU and consult with them to determine who should report the exit.
A student can only graduate, dropout, age out, etc from one AU so more than one AU reporting this type of exit will trigger an error.
How to report a student attending an out of state facility:
School Code: 0000
Special Education Program Code: 0001 (out of state)
State of Attendance: UT (state abbreviation where student is attending)
District of Attendance: 0000 35

36. Special Education EOY: C to B records
An updated C to B comparison spreadsheet was saved in AU Syncplicity folders (on 8/20/19)
please compare to your records
list shared by the Department of Human Services of the children being referred from Part C to Part B Services
These are the children whom the local Community Centered Board (CCB) partner referred to your Administrative Unit as a C to B Transition in the school year. The spreadsheets are saved in your AU Syncplicity folders and  named: xxxxx_CtoB_Referrals_July2018-June2019

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. Staff Interchange

39. Identity Management Roles
Staff Interchange Roles (both 4 digit LEAs and 5 digit AUs):
STF~ LEAUSER – upload and modify staff interchange files OR
STF~LEAVIEWER – view (only) staff interchange data
Human Resources Snapshot Roles (only 4 digit LEA codes):
HRD~LEAAPPROVER – Approves, creates, views Snapshot OR
HRD~LEAUSER - creates, views Snapshot OR
HRD~LEAVIEWER- views snapshot
Special Ed December Count Snapshot Roles (only 5 digit AU codes):
DEC~LEAAPPROVER – Approves, creates, views Snapshot OR
DEC~LEAUSER - creates, views Snapshot OR
DEC~LEAVIEWER- views snapshot
Staff Interchange – Annette Severson –

40. Staff Interchange Timeline (Fall – Dec 2019)
Date
Event
Wednesday, September 4, 2019
 Staff Interchange Opens
Thursday, October 31, 2019
Human Resources/Special Education
December Count Snapshot Opens
Wednesday, November 27, 2019
 Interchange Files Uploaded At Least Once (both Staff Profile and Staff Assignment)
Sunday, December 1, 2019
 Official Count Date
Thursday, December 19, 2019
 Interchange Files Error Free
Staff Interchange – Annette Severson –

41. Staff Interchange Files
Staff Profile
General information per staff
Only 1 record per staff
Must be uploaded first
Staff Assignment
Provides specifics to actual duties and locations
Multiple records per staff allowed
Staff Interchange – Annette Severson –

42. 2019-2020 File Updates Staff Profile: Staff Assignment: No Updates
New teaching subject area code 2800 – JROTC/ROTC = A program that introduces students to professional education and training of military officers in leadership, military science and operational studies, security policy and strategy, military economics and management, and pre-officer training.
Code 06 (HQ via 24 semester hours) is no longer valid for Demonstrates In-Field Status
Staff Interchange – Annette Severson –

43. Demonstrates In-Field Status 1 Review
Using the list below, prioritize response by reporting the first applicable code for each teacher with teaching subject area code 0010, 0015, 0070, , , , , , , , , or :
Code
Description 01
Subject Area Endorsement on Teaching License 02
Degree (BA or higher) in subject area 03
36 semester credit hours in subject area 04
Passed State Board of Education approved content exam in subject area 05
None (teacher is out of field)
Staff Interchange – Annette Severson –

44. Demonstrates In-Field Status Update
Required for the following teaching subject area codes:
0010 (general elementary)
0015 (general 7th/8th grade)
0070 (co-alt exclusively)
(Art)
(English Language Arts)
(Foreign Languages)
(Mathematics)
(Music)
(Natural Science)
(Social Science)
(Special Education)
All other teaching subject area codes can be reported with 00
Staff Interchange – Annette Severson –

45. ESSA In-Field Crosswalk
Provides allowed endorsements for each required teaching subject code
Provides Subject Area of Degree code for each teaching subject code
Crosswalk currently being updated and will be available at:
Staff Interchange – Annette Severson –

46. Teacher Student Data Link (TSDL) Interchange

47. Overall Process SSCC Map ALL Courses to SCED Codes TSDL Interchange
Upload Course Enrollment File
Upload Course Instructor File
TSDL Snapshot
Create Snapshot Linking Instructors to Students by Course
Review Reports
Finalize Data
CDE Reports
Pre-populate CRDC
Migrant Student Reporting
Course Participation Reports
Educator Preparation Performance Report
TSDL Interchange – Annette Severson –

48. TSDL Timeline Date Event Wednesday, October 16, 2019 SSCC Opens
11/10/2019
TSDL Timeline
Date
Event
Wednesday, October 16, 2019
SSCC Opens
Wednesday, November 13, 2019
TSDL Interchange Opens
Wednesday, January 15, 2020
TSDL Snapshot Opens
Thursday, April 16, 2020
Interchange files uploaded at least once
(both enrollment and instructor)
Thursday, May 14, 2020
TSDL Snapshot created at least once
Wednesday, July 15, 2020
TSDL Interchange files error free
Thursday, August 6, 2020
Interchange and Snapshot Errors resolved
Friday, August 7 – Thursday, August 13, 2020
Final Snapshot Report Review
Thursday, August 13, 2020
Finalize the TSDL Snapshot
TSDL Interchange – Annette Severson –

49. Statewide Standard Course Codes
CDE will automatically replicate the courses codes mapped for every district when data was available
CDE automatically replicated the course codes mapped for every district when data was not available
New courses for will still need to be mapped
Courses no longer offered in can be removed
Use the SSCC (State Standard Course Code) system to map your local course codes
TSDL Interchange – Annette Severson –

50. TSDL Interchange Files
Course Enrollment
All 6th – 12th grade students:
Enrolled in a required course (mathematics, science, social studies, and English language arts)
Enrolled 6 weeks or more for reported course, section, term and school
Each record must be unique based on: school code, local course code, section number, SASID , student's grade level and term
ALL 8th-12th grade Migrant students enrolled in all classes
Course Instructor
All Instructors:
Actively employed 6 weeks or more
Instructing a course in mathematics, English language arts/literacy, science, and/or social studies
Instructing students in grades 6 through 12
Each record must be unique based on: school code, local course code, section number, EDID and term
TSDL Interchange – Annette Severson –

51. TSDL Interchange Resources
Documentation can be found at:
TSDL Interchange Documentation found at:
Training will be recorded and available in September 2019
Contact:
Annette Severson: or
TSDL Interchange – Annette Severson –

52. Thursday, September 5th 2019 9 a.m.-10 a.m.
Thank You
Next Town Hall:
Thursday, September 5th a.m.-10 a.m.