1. Data Pipeline Town Hall November 17th, 2016
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. Important Reminder Lists are generated from IdM groups
LEAs are responsible for maintaining the groups
Please be sure to update accounts for changes including no longer at your LEA, change of , names, adding phone numbers.
Thank you 3

4. Importance of Data Privacy
4/12/2018
Importance of Data Privacy
Federal and state laws govern data privacy, confidentiality and security and require CDE to collect data that may include personally identifiable information (PII).
Name, address, personal identifier
Other indirect identifiers (e.g., date or place of birth)
Information that, alone or in combination, is linked or linkable to a specific student that would allow a reasonable person in the school community, who does not have personal knowledge of the relevant circumstances, to identify the student with reasonable certainty. (§ 99.3) 4

5. How to Share Data Check local policies for restrictions
Use secure-file transfer protocols
Call CDE with questions about how to transmit PII securely
Do not send PII over or fax
Do not use PII in trainings
Do not share PII with unauthorized individuals
Do not share passwords
For more information 5

6. Today’s Agenda Open Collections in Data Pipeline Student October
Student End of Year
Special Education December Count
Pre-ID Extract & SBD Reviews
Directory

7. Introductions 7

8. Open Collections in Data Pipeline8

9. Open Data Pipeline Collections
Year Round
Directory (Board Membership)
RITS
EDIS
Periodic
December Finance
Interchanges
Staff
Student
Special Education December Count IEP
TSDL 9

10. Open Data Pipeline Collections
4/12/2018
Open Data Pipeline Collections
Snapshots
Student End of Year
Student October
Human Resources
Special Education December Count
Coming Soon 10

11. Student October 11

12. 2016-2017 Student October Duplicate Process
FAST is currently reviewing duplicate documentation
They plan to send out duplicate decisions at some point today or tomorrow
Once decisions are made you may or may not need to make changes to your data
Make changes in SSA / DEM files and then create new snapshot. If your snapshot is still locked please or call me to unlock your data
Data must be submitted to CDE again on Tuesday November 29th
12 Student Interchange/October— Morgan Holmgren —

13. 2016-2017 Student October Signature Page
Not available until CDE runs duplicate process
will be sent to all districts when it can be downloaded
Get it signed by Secretary of Board of Education
Deadline is Thursday December 8, 2016
Please request extension if necessary
Scanned and ed is preferred method of sending them
Faxed is still allowed
13 Student Interchange/October— Morgan Holmgren —

14. Questions?
Phones will be unmuted for a moment and questions can be asked.
If you prefer type in your questions in the chat box.
Contact Morgan Holmgren: 14

15. 2016-2017 Student October At-Risk Calculation
An error was found in the way we calculated the At-Risk internal flag in the Snapshot Data
This field is based on prior year October data is entirely calculated by CDE and only used in the state finance office
We are going to back-fill the data for all students in the current year’s Student October data
Once the change has been made we will notify districts through and town hall so you may download your October Records again with the accurate At-Risk data
Any new snapshots taken today or yesterday are already using the corrected calculation
15 Student Interchange/October— Morgan Holmgren —

16. Student End of Year 16

17. 2015-16 End of Year Schedule The Post -Cross LEA phase is open
4/12/2018
End of Year Schedule
The Post -Cross LEA phase is open
Your district will not be unlocked for this phase of the process. Instead you’ll update your snapshot.
Only exit types can be changed during the final phase of the collection. Sign off forms are due December 7th and will not be available until December 1st.
Please see for additional documentation including Trainings, Instructions, and Exception Template
Student End of Year — Duncan Anderson —
17 Student End of Year — Duncan Anderson —

18. SE903/HSED Exceptions
In addition to the Exception Request, you will also need to upload Adequate Documentation
Upload scans of that Documentation to Syncplicity using the same procedure used with Exception Requests
Please include the File Name of the student’s documentation in your Exception Request file under the district explanation column
18 Student End of Year — Duncan Anderson —

19. SE903/HSED Exceptions
Any students receiving an SE061 or SE094 will need an exception to have their exit status updated
Please let me know as soon as possible if you have those exceptions
These exceptions do not require additional documentation. If a student is receiving either error it is because they appear on the HSED completer list.
19 Student End of Year — Duncan Anderson —

20. SE903 Exceptions
Duncan was out of the office last week and still catching up on a backlog of exception processing.
If you haven’t heard back on your exception request by the end of the week, please let me know
Thank you for your hard work tracking down documents!
20 Student End of Year — Duncan Anderson —

21. Questions?
Phones will be unmuted for a moment and questions can be asked.
If you prefer type in your questions in the chat box. 21

22. December Count Data Collection
Special Education
December Count Data Collection 22

23. December Count Overview Statement
The Special Education December Count collection is an annual count of Eligible Students Under Part B of the Individuals with Disabilities Education Act (IDEA) as of December 1st used to determine State Level ECEA funding to provide specialized student services. Special Education December Staff Data is also required to obtain actual data on special education staff employed by administrative units on December 1st of each year so that appropriate licensure and endorsement of staff can be verified; and reports can be made to the State Legislature, Federal government, local administrative units, and the public. 23
Special Education December Count - Kristi Gleason

24. Special Education December Count Common Questions
Paraprofessionals
DC012 – checks the status if the paraprofessional took the test
This rule isn’t working correctly – this field just can’t be blank.
Para’s need to either pass the paraprofessional test or demonstrate subject matter by earning an Associates degree or higher
(will be updated with ESSA requirements which will remain the same)
Number of Classes Taught – required for all core content area teachers
This continues to be a requirement and guidance is forth coming.
Highest Degree of Education
Changing DC002 Highest Level of Education Completed should be if Job Class Code is or from an Error to a Warning
Changing DC005 INSTITUTION OR STATE CODE is required if JOB CLASS CODE  is and highest level of education is 16 or greater
Adding new rule to align with HR032 - Highest Level of Education is required and cannot be zero filled if Job Class Code is , 416 24
Special Education December Count - Kristi Gleason

25. Special Education December Count What’s New this Year for Student?
Primary Disability Code 07 - no longer a valid disability code 25
Special Education December Count - Kristi Gleason

26. Special Education December Count What’s New this Year for Staff?
ESSA – Every Student Succeeds Act
ESSA requirements are currently being determined and will be implemented for reporting. CDE is continuing to collect data elements that might be needed for ESSA requirements.
Administrator/Instructional Area Code 0041
Report AIA code 0041 for teachers serving students in grades K-2 identified as Developmental Delayed (disability code 11).
Two new Job Classification Codes
Job Code 222 Reading Interventionist
Licensing requirements:
Reading Teacher (Elementary) – elementary level assignment
Reading Teacher (Secondary) – secondary level assignment
Reading Teacher (K-12) – can serve all grade levels
Reading Specialist (K-12) – can serve all grade levels
Job Code 223 Math Interventionist
Mathematics (grades 7-12) – secondary level assignment
Elementary Education (grades K-6) – elementary level assignment
Staff Approval Matrix
Is an automated transactional (happens live) process in the December Count.
SAM is generated at the time a Snapshot is created.
SAM determines qualified status for staff in positions requiring a CDE license. 26
Special Education December Count - Kristi Gleason

27. Interventionist’s Role for All Students
Interventionists can provide services to all students in the general education classroom without removing students from their peers.
Interventionists can provide interventions to all students – general education and special education.
December Count - only the hours per day attributed to servicing special education students are reported. Special Education Assignment Flag = 1
Human Resources - the remaining hours per day attributed to servicing general education students are reported. Special Education Assignment Flag = 0 27
Special Education December Count - Kristi Gleason

28. Required Staff Director of Special Education
4/12/2018
Required Staff Director of Special Education
Each administrative unit is required to employ an appropriately licensed and endorsed special education director.
ECEA Rules 3.01(1)(c) Employment of a properly licensed and endorsed professional who will function at least half time as director of special education and who has the authority and responsibility to assure that all the duties and responsibilities of the AU as specified in these Rules are carried out.
Appropriate license type = ADM (administrator)
Appropriate endorsement = Director of Special Education
Job Classification Code = 102 Special Education Director 28
Special Education December Count - Kristi Gleason

29. Required Staff Child Find Coordinator
Each administrative unit is required to employ an appropriately licensed and endorsed child find coordinator. ECEA Rules 4.02(2)(b) Each administrative unit and state-operated program shall have one person designated as the child find coordinator who shall be responsible for an ongoing child identification process. Appropriate license type = TCH (teacher) SSP (special service provider) ADM (administrator - Director of Special Education) Appropriate endorsement = any special education endorsement (teacher, special service provider or administrator) Job Classification Code = 330 Child Find Coordinator 29
Special Education December Count - Kristi Gleason

30. Charter School Staff
Charter school staff who provide services to students identified on an IEP are reported in the Special Education December Count. Even if the Charter school has obtained a waiver for licensing requirements, the waiver does not apply to staff who provide services in special education, per IDEA regulations. Charter school staff in special education are required to hold a CDE license with an appropriate endorsement for the assignment/student caseload. 30
Special Education December Count - Kristi Gleason

31. Purchased Service Staff
Purchased Service staff are those staff employed on a contract basis.
Purchased Service staff:
Are reported in the Special Education December Count.
Are not exempt from licensing requirements.
Appropriate license and endorsement are required for the position/service, regardless of the amount of time, days or hours of the contract.
Staff is reported with Employment Status Code = 23 Purchased Services
If the “contract for services” is valid for the period covering December 1st, position is reported regardless of whether the staff is actually “working” on December 1st
Example: A School Psychologist is contracted at the beginning of the year to conduct assessments.
No assessments are required on the annual count date of December 1st.
Position is still reported with the contracted salary amount and hours per day. 31
Special Education December Count - Kristi Gleason

32. Licensing Timeline
Special Education staff are qualified in the Special Education December Count by holding a valid and appropriate CDE license on the official count date of December 1st.
Licenses issued with an effective date of December 1st or prior are captured when you create a Snapshot.
If staff do not hold a valid license on December 1st:
The assignment record will fail SAM.
The position maintains non-qualified status. 32
Special Education December Count - Kristi Gleason

33. Licensing Check
Verify that staff holds a valid and appropriate CDE license by:
Checking Human Resources records.
Using Educator Licensing’s online license status check.
Allow for license processing time!
Typically there is 4-6 week turnaround for the issuance of CDE licenses starting from the date an individual’s application is submitted and complete. 33
Special Education December Count - Kristi Gleason

34. Qualified Status IDEA/ECEA
Qualified status for special education staff (teachers, special service providers and administrators) is defined by:
Federal Law - IDEA (The Individuals with Disabilities Education Act)
Requires special education staff to be appropriately licensed and endorsed.
Identifies highly qualified status for general special education teachers.
Intersects with ESSA for special education teachers teaching core academic subjects.
State law – ECEA (Exceptional Children’s Educational Act)
Section 3.04 Personnel Qualifications - All personnel providing special education services to children with disabilities shall be qualified.
ECEA dictates the staff to student caseload match – Each special education teacher will serve, at a minimum, a majority of special education students with the same identified area of need as that teacher’s special education license endorsement. The endorsement level must be appropriate for the age being taught. 34
Special Education December Count - Kristi Gleason

35. Qualified Status Staff employed are qualified by:
Holding a valid CDE license with a special education endorsement appropriate for the assignment.
Serving a majority of special education students with the same identified area of need as the staff’s special education endorsement (per ECEA). This is the 50% caseload match that joins student data with staff reported as:
JCC 202 Teacher, Special Education
JCC 238 Speech-Language Pathologist
Holding an endorsement with a level appropriate for the age served. 35
Special Education December Count - Kristi Gleason

36. Staff Qualifications Resource Document
To assist in determining license and endorsement requirements, refer to the “Special Education Endorsement Qualifications by Assignment, Disability and Age of Student” guide:
This document is grouped by:
Job Classification Code
Staff Assignment
Student Disability
Qualifying Endorsement by Student Age
This reference is especially helpful in the placement of special education teachers and Speech-Language Pathologists for appropriate endorsement for the 50% caseload match. 36
Special Education December Count - Kristi Gleason

37. Staff Approval Matrix (SAM) Process
Is generated at the CDE level once a Snapshot is created.
Pulls in data from the Staff Assignment and IEP Interchange files.
Connects staff data with the staff’s license and endorsement records.
SAM Warnings are generated in the Staff Error Report if the assignment record fails the SAM criteria.
Warnings will be grouped together as SAM Warnings. 37
Special Education December Count - Kristi Gleason

38. Five Things to Know about SAM
SAM will run through the matrix process once a Snapshot is created.
SAM Warning messages are grouped together in the Staff Error Report.
SAM results change, depending on the most recent staff and student data in your Snapshot.
SAM allows opportunity for AUs to correct miscoding ensuring data validity
SAM caseload misalignments are identified (50% endorsement to student disability category match). Primary Provider data generates the caseload. 38
Special Education December Count - Kristi Gleason

39. Staff Coding
Miscoding a Job Code will result in the record failing SAM.
With SAM being transactional for December 2016, the AU has opportunity to correct miscoding issues during the data collection.
If a record fails SAM, the position is classified as non-qualified. Funding may be impacted.
Unsure of how to code a position?
Verify the assignment with your Human Resources Department.
Contact CDE to discuss the job responsibilities and determine the proper Job Code. 39
Special Education December Count - Kristi Gleason

40. Make Sure to… Review all SAM Warning messages!!
Conduct research on all failed SAM staff records. Connect with your Special Education Director and/or Human Resources Department for clarification of Job Codes, assignments, student caseloads, etc.
Did you report these accurately?
Job Classification Code
Administrative/Instructional Area Code
Staff social security number
Student caseload (generated based on Primary Provider data)
Correct your staff data and create a new Snapshot. 40

41. Caseload Matches
All Special Education Staff require a grade to be reported
There are Caseload Requirements around certain Job Classification Codes and the Staff Approval Matrix
You may find some information around caseload matches now in the Staff Approval Matrix Training starting on page 72
Caseload Match Requirements will be covered as part of the Special Education December Count upcoming training 41
Special Education December Count - Kristi Gleason

42. Make Sure to… Review all SAM Warning messages!!
Conduct research on all failed SAM staff records. Connect with your Special Education Director and/or Human Resources Department for clarification of Job Codes, assignments, student caseloads, etc.
Did you report these accurately?
Job Classification Code
Administrative/Instructional Area Code
Staff social security number
Student caseload (generated based on Primary Provider data)
Correct your staff data and create a new Snapshot. 42
Special Education December Count - Kristi Gleason

43. Staff Who Serve Both GenEd and SPED Students
Staff who provide services to both general and special education students are required to conduct and maintain a time study analysis. Staff data is reported in two collections.
December Count - only the hours per day attributed to servicing special education students are reported. Special Education Assignment Flag = 1
Human Resources - the remaining hours per day attributed to servicing general education students are reported. Special Education Assignment Flag = 0
Examples of these positions are: Counselors, Nurses, Psychologists, Social Workers 43
Special Education December Count - Kristi Gleason

44. Special Education December Count Trainings
Be sure to check out the Staff Approval Matrix Training here under trainings
IEP Training here
Staff Training here
Upcoming Special Education December Count Training – let us know if there is something in particular you want covered.
Tuesday, November 15th, am – Snapshot (Canceled last week due to schedule conflict)
Tuesday, November 22nd, 9-10 am – Snapshot
Tuesday, November 29th, am - Snapshot
Tuesday, December 6th, am – Office Hours
Tuesday, December 13th, 9-10 am - Office Hours
Tuesday, December 20th, 9-10 am - Office Hours
Tuesday, January 10th, 9-10 am - Office Hours
To join:
Call in number: 44
Special Education December Count - Kristi Gleason

45. Special Education December Count Assistance Needed?
We are here to help…send an or pick up the phone!
No question or concern should remain unanswered or unresolved. There may be something you uncover in your Snapshot data that missed internal CDE testing.
Please contact us to help you navigate through proper coding and with any warning messages related to the SAM process.
protocol – please include:
District # and Administrative Unit #
Phone number where you may be reached
Subject of the
NOTE: Never send files or reports via – contact us to determine best technical assistance avenue. 45

46. Special Education December Count SAM Contact Information
Lauren Rossini - Staff Reporting and Qualifications Exceptional Student Services Unit Phone: Kristi Gleason – Special Education December Count Custodian Data Services Office Phone: 46
Special Education December Count - Kristi Gleason

47. Special Education December Count Contact Information
Kristi Gleason – Special Education December Count Collection Lead Data Services Office Phone: Lindsey Heitman Data Services Phone: Orla Bolger Exceptional Student Services Unit Phone: 47
Special Education December Count - Kristi Gleason

48. Special Education December Count Questions?
Phones will be unmuted for a moment and questions can be asked.
If you prefer type in your questions in the chat box.
Kristi Gleason (303) 48
Special Education December Count - Kristi Gleason

49. Pre-ID Extract & SBD Reviews49

50. Assessment ∙ Melissa Mincic ∙ mincic_m@cde.state.co.us or 303-866-6281
SBD Pre-ID Extracts
Purpose
CDE pulls this data to provide vendors student registration information in preparation for upcoming assessment(s)
Optional data clean up deadline: COB Friday, 12/16
All assessments except ACCESS for ELLs
CMAS (Science/social studies, ELA/math, CSLA)
CoAlt (DLM ELA/math, CoAlt science/social studies)
CO PSAT 10/CO SAT
October count data will be pulled for districts without untagged data in the Student Interchange Student Demographic and School Association files 50
Assessment ∙ Melissa Mincic ∙ or

51. Assessment ∙ Melissa Mincic ∙ mincic_m@cde.state.co.us or 303-866-6281
SBD Reviews
Assessment
SBD Review Window
ACCESS for ELLs
03/13/17-03/24/17
CO PSAT 10/CO SAT*
05/15/17-05/24/17
CMAS
Science/social studies
CoAlt science/social studies
ELA/math (PARCC )
CSLA
05/22/17-06/01/17†
DLM
06/19/17-06/27/17
*Will count for accountability reporting beginning in 2017
†Tentative 51
Assessment ∙ Melissa Mincic ∙ or

52. Assessment ∙ Melissa Mincic ∙ mincic_m@cde.state.co.us or 303-866-6281
SBD Reviews
Please provide the Assessment Unit your feedback!
SBD manual:
SBD training webinar:
Questions?
Melissa Mincic
Jasmine Carey 52
Assessment ∙ Melissa Mincic ∙ or

53. Directory 53

54. Data Pipeline Directory
Reminder to Update School Board Membership in Data Pipeline Directory after Election Day 11/8/2016
2 items need completed post election:
1.) Information in Data Pipeline Directory needed to comply with CRS (1)(d)
Name
Home Address
Office
Length of term
2.)Send in certificates of appointment /election or board minutes noting election.
Fax:
Questions Call 54

55. Data Pipeline Directory55

56. Data Pipeline Directory56

57. Data Pipeline Directory
Directory Contact
Fax:
Questions Call 57

58. Non-Public Directory
If you get Non-Public Forms please forward them to:
Dennis St. Hilaire
Fax:
Blank Non-Public Forms can be found at:
If a non-public school closes within the boundaries of your district please let me know. 58

59. Thursday, December 1st, 2016 9 a.m.-10 a.m.
Thank you for joining us today!
Next Town Hall:
Thursday, December 1st, a.m.-10 a.m. 59