1. Data Pipeline Town Hall November 10th, 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
5/20/2018
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
Privacy
Pre-ID Extract & SBD Reviews
Special Education December Count
Staff Interchange
Human Resources
Teacher Student Data Link (TSDL)

7. Introductions 7

8. Open Collections in Data Pipeline8

9. Open Data Pipeline Collections
Year Round
Directory (Board Membership)
RITS
EDIS
Periodic
December Finance
ACCESS Pre-ID (Extract Nov 10th)
Interchanges
Staff
Student
Special Education December Count IEP
TSDL (Open Nov 14th) 9

10. Open Data Pipeline Collections
5/20/2018
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 September
Thursday 15th: Deadline for requesting Alternate Count Day and FRL Variance Waiver from FAST
October
Wednesday 5th: Count Day
Thursday 6th: Deadline for first student interchange upload
Thursday 13th: Suggested date for error free interchange files
Thursday 20th: Deadline for creating first snapshot
Thursday 27th: Suggested date for error free snapshot
November
Monday 7th 5pm: Suggested snapshot submission date
Thursday 10th 5pm: Legislated snapshot submission deadline
Tuesday November 29th: Last day to resubmit snapshot
12 Student Interchange/October— Morgan Holmgren —

13. Student October
13 Student Interchange/October— Morgan Holmgren —

14. Submitting to CDE
Once you have verified data, submit the snapshot to CDE
Student Profile -> Status Dashboard and click ‘Submit to CDE’
Must have LEAAPPROVER role in IDM to complete this step
Once data is submitted it will be locked, must request unlock to make changes ( or call me to request) 14

15. 2016-2017 Student October Duplicate Process
FAST duplicate count website
Includes recorded webinar from Tuesday (40 mins)
Please review, process for duplicate count has changed
There is a duplicate count documentation checklist
15 Student Interchange/October— Morgan Holmgren —

16. 2016-2017 Student October Duplicate Process
Please request access to syncplicity folder from FAST for the duplicate process
Subject: ### - District Name – “Duplicate Contact”
Duplicate Documentation
One file per student
Name: DistrictNumber_SASID_LASTNAME_FIRSTNAME
If you are conceding the student also include CONCEED at the end of file name
16 Student Interchange/October— Morgan Holmgren —

17. 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 Friday December 8, 2016
Please request extension if necessary
Scanned and ed is preferred method of sending them
Faxed is still allowed
17 Student Interchange/October— Morgan Holmgren —

18. 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: 18

19. Student End of Year 19

20. 2015-16 End of Year Schedule The Post -Cross LEA phase is open
5/20/2018
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 —
20 Student End of Year — Duncan Anderson —

21. SE903/SE904 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
21 Student End of Year — Duncan Anderson —

22. SE903/SE904 Exceptions
Duncan will be out of office until Monday, November 14th.
If you have an error impacting your October Count, please contact Morgan Holmgren as soon as possible.
All other exceptions, questions, and concerns will be responded to as soon as possible next week
Thank you for your hard work tracking down documents!
22 Student End of Year — Duncan Anderson —

23. Questions?
Phones will be unmuted for a moment and questions can be asked.
If you prefer type in your questions in the chat box. 23

24. What’s new from the Privacy office?24

25. Secure s
While is very convenient, it is not a secure method for transferring PII
PTAC has created a video about and student privacy:
s with PII cannot be sent to CDE unless they are encrypted using Syncplicity or the Secure File Transfer Server
We strongly recommend using secure methods for sending other s that contain PII 25

26. Secure Email Resources
Here’s some resources you can use to secure s…
Syncplicity
CDE’s Secure File Transfer Server
Password Protection of Documents in Office
Encrypt s in Outlook
Secure options depend on what services you are using
Work with your IT staff to see what options you have to secure s with PII 26

27. Resources for Using Online Services
It is very important to protect student privacy while using online educational service providers
We have been adding resources to our website to assist in using these services…
Letter to third parties who receive Personally Identifiable Information from CDE
PTAC: Protecting Student Privacy While Using Online Educational Services
CoSN: Security Questions to Ask of An Online Service Provider 27

28. New Legal Requirements
The new Colorado data privacy law has several requirements for the use of School Service Contract and On-Demand Providers
We’ve received a number of questions about these providers and will be developing guidance around this issue
We have created guidance to assist…
New Executed Contracts
LEP Contract Template (Annotated)
LEP Contract Template (Clean)
LEP Contract Template Presentation 28

29. Questions?
Phones will be unmuted for a moment and questions can be asked.
If you prefer, type in your questions in the chat box.
Need assistance?
Resources and Guidance:
The law can be accessed here:
Marcia Bohannon
Jill Stacey 29

30. Pre-ID Extract & SBD Reviews30

31. 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 deadlines
ACCESS for ELLs general/alternate – COB TODAY, 11/10
All other assessments – COB Friday, 12/16
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 31
Assessment ∙ Melissa Mincic ∙ or

32. Assessment ∙ Melissa Mincic ∙ mincic_m@cde.state.co.us or 303-866-6281
SBD Review Windows
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 32
Assessment ∙ Melissa Mincic ∙ or

33. 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 33
Assessment ∙ Melissa Mincic ∙ or

34. December Count Data Collection
Special Education
December Count Data Collection 34

35. Special Education December Count Snapshot is Open!
The Special Education December Count Snapshot Opened November 3rd! A little over half of you have already created a snapshot! Let us know if you see anything out of the ordinary or have issues creating one. 35
Special Education December Count - Kristi Gleason

36. Special Education December Count Secret Phrase
Was it… A: B: C: 36
Special Education December Count - Kristi Gleason

37. Special Education December Count Secret Phrase
The C’s have it! 37
Special Education December Count - Kristi Gleason

38. S.A.M. 38

39. S.A.M. Staff Approval Matrix
You saw that right! SAM is coming CAME to Town! We think you are going to like SAM being around! Thank you EVERYONE who joined us for the recent Staff Approval Matrix training. What an amazing turnout! You may find the slides from the training here Lauren Rossini - Staff Reporting and Qualifications Exceptional Student Services Unit Phone: Kristi Gleason – Special Education December Count Custodian Data Services Office Phone: 39
Special Education December Count - Kristi Gleason

40. Special Education December Count Timeline
November
3rd: Snapshot Open
17th: Interchange Files uploaded at least once
December
1st: Official Count Date
8th: Snapshot created at least once
15th: Interchange files error free
January
19th: Interchange and Snapshot Errors must be resolved
20th - 26th: Review Staff and Student Reports
26th: Complete December Count Snapshot, Interchange and Snapshot Errors must be resolved, Staff and Student Data Validity Certifications signed and uploaded to DMS
February
1st-9th: Research and resolve duplicates and data validity issues
9th: All duplicates resolved, new snapshot created and all Interchange and Snapshot errors resolved
9th-16th: Final Report review
16th: Special Education Closed, Data Submitted to CDE, ALL Final Reports are signed and submitted to DMS
Special Education December Count - Kristi Gleason

41. Special Education December Count Training
Tuesday, November 15th, am – Snapshot
Canceled due to scheduling 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: 41
Special Education December Count - Kristi Gleason

42. Have questions? Need some assistance?
5/20/2018
Have questions? Need some assistance?
We are available via phone or . Kristi Gleason (303) Lindsey Heitman (303) Orla Bolger (303) S Include District # and Administrative Unit # Phone Number in your Subject of the 42
Special Education December Count - Kristi Gleason

43. 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) 43
Special Education December Count - Kristi Gleason

44. Staff Interchange 44

45. Status Issue with staff profile edit ST303- now resolved
Over 35% of LEAs have started– thank you!
Reminders:
Next deadline is to have interchange files uploaded at least once by next week, November 17th
Upload Staff Profile first
If you need assistance, do not send data files via
Staff Interchange/Human Resources— Annette Severson—

46. Resources http://www.cde.state.co.us/datapipeline/inter_staff
Additional Resources:
Interchange Process and Steps
Staff FAQ document
Trainings:
Staff Interchange Pipeline Steps
Staff Interchange Updates
Business Rules:
All business rules for each file
Business rules guide for each file 46
Staff Interchange/Human Resources— Annette Severson—

47. Human Resources 47

48. Timeline – 2016
November
3rd: Snapshot Opens
17th: Interchange Files uploaded at least once
December
1st: Official Count Date
8th: Snapshot created at least once
15th: Interchange files error free
48 Staff Interchange/Human Resources— Annette Severson—

49. New Cognos Report Teacher With License Information
Replaces previous “Teacher HQ Report”
Provides information for ALL teachers in the HR snapshot by teacher and includes educational background as reported in the snapshot, and license status along with endorsement if aligned with teaching subject area code 49
Staff Interchange/Human Resources— Annette Severson—

50. Trainings There will be 3 identical webinar trainings for HR:
Wednesday, October 26th from 1 to 2 pm
Wednesday, November 9th from 1 to 2 pm
Tuesday, November 15th from 10:30 to 11:30 am
There will also be 2 Q&A webinar sessions available:
Wednesday, January 18th from 1 to 2 pm, Q and A session
Tuesday, February 7th from 10 to 11 am, Q and A session 50
Staff Interchange/Human Resources— Annette Severson—

51. Resources http://www.cde.state.co.us/datapipeline/snap_hr
File layout
Business rules
Checklist of Steps
Contact: Annette Severson
(303) 51
Staff Interchange/Human Resources— Annette Severson—

52. Questions?
Phones will be unmuted for a moment and questions can be asked.
If you prefer type in your questions in the chat box.
Annette Severson
(303) 52

53. Teacher Student Data Link (TSDL)53

54. Important Dates Statewide Standard Course Code Submission Interchange:
Open year round
Must be completed prior to uploading TSDL interchange files
Interchange:
Opens Monday, November 14, 2016
Remains open throughout the year
Snapshot:
Open Wednesday, February 1, 2017
GOAL: “Submit to CDE” by Friday, June 30, 2017
REQUIRED DEADLINE: Finalize by Friday, August 25, 2017 54

55. Managing the Collection – suggested dates to ensure success
5/20/2018
Managing the Collection – suggested dates to ensure success
Friday, March 10, 2017 – have 1 TSDL file submitted
Friday, March 24, 2017 – have both TSDL files submitted
Friday, April 7, 2017 – have 1 TSDL file error free
Friday, May 19, 2017 – have both TSDL files error free
Friday, May 26, 2017 – create TSDL snapshot
Friday, June 16, 2017 – snapshot error free
Friday, June 30, finalize snapshot
ACTUAL DEADLINE: Approvals must be completed on or before August 25, 2017 55

56. Additional Information
Survey will be sent next week–
please be sure to complete before Thanksgiving so that we may provide appropriate resources to you
File layouts, Templates and Business rules
Contacts:
Hai Huynh
Annette Severson
phone
Phone 56

57. Questions?
Phones will be unmuted for a moment and questions can be asked.
If you prefer type in your questions in the chat box.
Annette Severson
(303) 57

58. Thursday, November 17th, 2016 9 a.m.-10 a.m.
Thank you for joining us today!
Next Town Hall:
Thursday, November 17th, a.m.-10 a.m. 58