1. Data Pipeline Town Hall October 12th, 2017
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. 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 new 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 Directory
Student End of Year
Student October
Kindergarten Readiness
HR Snapshot
Special Education IEP
Special Education December Count

8. Open Collections in Data Pipeline

9. Open Data Pipeline Collections
Year Round
Directory
RITS
EDIS
Periodic
December Finance
Kindergarten School Readiness
Designated Agency (Due 8/31/2018)
Interchanges
Student ( & )
Special Education IEP ( & )
Staff ( ) 9

10. Open Data Pipeline Collections
9/22/2018
Open Data Pipeline Collections
Snapshots
Student End of Year for (Next Deadline 10/19/2017)
Special Education End of Year (Closes 10/5/2017)
Student October (Soft Deadline 11/7/2017)
Coming Soon
ACCESS for ELLs (Nov 9th)
Human Resources (Nov 1st)
Special Education December Count (Nov 1st)
TSDL (Nov 14th) 10

11. Directory

12. Non-public Directory
Letters from non-public schools should start arriving at the district offices.
Non-public schools will fill out pupil counts and answer if the school is a non-profit.
Non-public schools will complete and send to district Student October Respondent.
District will record information and forward to CDE.
Districts may forward the pupil Counts to:
Dennis St. Hilaire by
by fax:
or by mail: Data Services Unit
201 E. Colfax Ave
Denver, CO 80203 12

13. Non-public Directory Reasons for collecting Non-Public Information
Most importantly the counts for the non-public directory are used for the funding calculations for IDEA. If you do not report the non-public students your IDEA funds will be reduced. To ensure that you receive the maximum IDEA funds make sure you get all of the non-public students going to non-public schools in your district.
Data used to track how many students are being educated in Colorado. (CRS )
Non-public schools do qualify for ESEA funding and grants and the local school districts are where those funds flow through.
Special Education tracks Non-public schools for funding in December Count.
Local school districts are required make sure that they are meeting minimum attendance at school. (CRS ) 13

14. Non-public Directory
Let me know if you have a non-public school that operates within your district boundaries. Have the non-public school fill out a non-public count form and forward it to me and I will add it to our systems.
If a non-public school closes let me know. I will remove it from the database.
Preschool as part of the non-public count – If asked have the preschool count all students who are in a educational program regardless of age. 14

15. Student End of Year

16. One week left Cross LEA phase!
What’s next? Student EOY – Duncan Anderson –
One week left Cross LEA phase!

17. What Errors. Student EOY – Duncan Anderson – Anderson_d@cde. state. co
What Errors? Student EOY – Duncan Anderson –
Get those SE702 errors resolved as soon as possible. These errors require coordination with other districts.
Please make sure that you’re reviewing your October errors. This is the last chance to review your EOY records for misreported students and students who need to be eligible for funding.
Please make sure that you’ve RESUBMITTED your snapshot once you have an error free snapshot and no further changes. You do this using the Status Dashboard just like the previous collection period.

18. Updated Trainings. Student EOY – Duncan Anderson – Anderson_d@cde
Updated Trainings Student EOY – Duncan Anderson –
Additional information is available on the End of Year webpage
A recording of last weeks training is posted here

19. Questions? Student EOY – Duncan Anderson – Anderson_d@cde.state.co.us
Please contact Duncan Anderson if you have any questions

20. Student October

21. Morgan Holmgren – Holmgren_m@cde.state.co.us – 303-866-6961
Student October
Friday 15th: Deadline for requesting Alternate Count Day and FRL Variance Waiver from FAST
September
Monday 2nd: Count Day
Thursday 5th: Target for first student interchange upload
Thursday 12th: Target for error free interchange files
Thursday 19th: Target for creating first snapshot
Thursday 26th: Target for error free snapshot
October
Tuesday 7th 5pm: Soft deadline for snapshot submission
Friday 10th 5pm: Snapshot submission deadline
Tuesday 28th: Last day to resubmit snapshot
November
Morgan Holmgren – –

22. Morgan Holmgren – Holmgren_m@cde.state.co.us – 303-866-6961
Student October
Office Hours
Wednesday October 18, 2017 – 9am-10am: CPP
Thursday October 26, 2017 – 11am-12pm: Data Validation / Cognos Reports
Thursday November 2, 2017 – 1pm-2pm: Duplicate Count and Data Submission
Link:
Phone:
Past Office Hours Posted on Student October Website
Morgan Holmgren – –

23. Morgan Holmgren – Holmgren_m@cde.state.co.us – 303-866-6961
Student October
Transfer Enrollment Exceptions
Basic Idea
Student who enrolls after the count day, but during the window and is not eligible for funding in another LEA can be eligible for funding
These students need to meet specific requirements
If they do you need to fill out a request to make sure the snapshot procedures include them in your count
Morgan Holmgren – –

24. Morgan Holmgren – Holmgren_m@cde.state.co.us – 303-866-6961
Student October
Three Types of Transfer Enrollment Exceptions
Within District Transfers
Students who establish membership in the same LEA before and after the count day, but not on the count day.
Normally this is a student transferring to a new school within the same district.
Membership must be established within 30 days following the pupil enrollment count date.
In-State Transfers
Transfer from one LEA to another LEA in Colorado
Cannot be transferring from Home School, Private School, or another setting in Colorado where the student would not have been eligible for funding
Out-of-State Transfers
Student enrolling from another state or country during the count window
Morgan Holmgren – –

25. Morgan Holmgren – Holmgren_m@cde.state.co.us – 303-866-6961
Student October
Transfer Enrollment Exceptions
Once you have identified the qualifying student(s) you will need to submit a Transfer Enrollment Exception Request
Use syncplicity like other exception requests
Different Template:
Transfer_Date_Exceptions_Request_Instructions_Template.xlsx
Find the template on Student October website or in your syncplicity folder
Morgan Holmgren – –

26. Morgan Holmgren – Holmgren_m@cde.state.co.us – 303-866-6961
Student October
A number of EL Edits have been modified this week
SP164: Current Code = PHLOTE, Prior October = NEP, LEP, FEP, or FELL
Change:
Exclude Prior October Preschoolers
Only trigger if Prior Year LEA = Current Year LEA
SP166: Current Code = N/A, Prior October <> N/A
SP383:
Was: Error that duplicated SP164
Now: Warning for PHLOTE students where:
Prior Year LEA <> Current Year LEA
And Prior Year Language Proficiency = NEP, LEP, FEP, or FELL
Morgan Holmgren – –

27. Morgan Holmgren – Holmgren_m@cde.state.co.us – 303-866-6961
Student October
November 1 Preschool Count Day
Selection when you create a snapshot was not working and all students were being counted on October 2nd
Fix has been created and should be working now
You will need to create a new snapshot to fix it
Student October Error Detail Report
Tolerance Values were not calculating correctly for a number of student categories
Post Secondary, Gifted, English Learners
Should be fixed now
Morgan Holmgren – –

28. Student October
More Information on Student Interchange and October
Student October Resource Guide
Student Interchange Website:
Student October Website:
Questions
Contact Information:
Morgan Holmgren

29. Kindergarten School Readiness Data Reporting
9/22/2018
Kindergarten School Readiness Data Reporting
Upload Slide deck, data reporting fact sheet

30. Kindergarten School Readiness Data Reporting
9/22/2018
Kindergarten School Readiness Data Reporting
Upload Slide deck, data reporting fact sheet

31. OPEN! Collection Status
The Kindergarten School Readiness collection is now…
OPEN!

32. Tips for Completing the Collection
If using GOLD®:
If using the Colorado Kindergarten Readiness report, please make sure that either you or your school readiness contact select “School” under “Output” in GOLD®. This ensures the correct file layout.
Please also ensure that your district and school codes populate appropriately.

33. Tips for Completing the Collection
Please make sure you watch either the webinar or the pre- recording to see the steps to complete the collection
As demonstrated on the above recordings, please select your assessment tool used prior to uploading your file. This is under the “Assessment Used” tab under the “School Readiness” tab in Pipeline.
Please check out the FAQs for more information pertaining to certain topics.

34. Timeline Goals for October Goals for November
Recorded 10/4 webinar of a full walkthrough of the process
Pre-recorded steps can be accessed here (about 15min)
Full webinar can be accessed here (about 45min)
Goals for November
Trainings/Office Hours mid-November
Wednesday, 11/8 from 10-11am (repeat on full walk-through)
Thursday, 11/16 from 2-3pm (office hours)
Tuesday, 11/28 from 1-2pm (office hours)
Join us here:
Call in: ; Room

35. Further Information Additional information can be found at:
The Data Pipeline website
The School Readiness website
Please check out the FAQs for more information on:
FRL Status
Steps to complete the collection
Waivers
Other topics, etc.
If you have any other questions or concerns, please me. I would love to know what questions are on your mind.

36. Contact Emily Kielmeyer School Readiness & P-3 Program Manager
9/22/2018
Contact
Emily Kielmeyer
School Readiness & P-3 Program Manager
Tara Rhodes
Early Learning Business Analyst 36

37. Human Resources

38. Human Resources Timeline
November 1st
Snapshot Opens
November 16th
Target: have both interchange files uploaded at least once
December 1st
Official Count Date
December 14th
Target: create snapshot at least once
December 21st
Target: Interchange files error free
January 18th
Snapshot newly recreated (to update Special Ed Report)
Jan 18th- 25th
Review Special Education Report
February 8th
Target: all errors resolved (interchange and snapshot)
Feb 8th – 15th
Review reports for accuracy
February 15th
Deadline: Snapshot must be finalized

39. ESSA In-Field Crosswalk
Provides allowed endorsements for each teaching subject area code
Provides Subject Area of Degree code for each teaching subject area code
Reference list for Human Resources at: infield-crosswalk
List for Special Education specific teaching subject areas expected soon

40. Webinar Trainings Two webinar trainings for the HR snapshot process:
November 1st from 1 to 2 pm
November 7th from 10 to 11 am
Please join:
cdeinfotech.adobeconnect.com/data services
phone:

41. Human Resources Contact Information
Additional information:
Contact Annette Severson for additional help:

42. Special Education IEP

43. Special Education IEP Training
Please find below dates for upcoming training
Webinar Description
Date
Time
Special Education IEP Introduction
October 11th, 2017
10:00 AM – 11:00 AM
Special Education IEP Content & Data Pipeline
October 24th, 2017
October 25th, 2017
2:00 PM – 3:00 PM
There was a snafu with the LINK to the October 11th training. If you feel there is a need to repeat the training, please let me know and I will schedule another one. You may find the powerpoint online.
To join any of these webinars you would go to on the date and time of the webinar and choose the option to “Enter as Guest.” 
With this option you have the opportunity to enter your name; please enter your Administrative Unit code and name (i.e Kristi).  A screen will alert you when your request has been confirmed. 
Once you have entered the room, you may dial into the conference number at:   Please remember to mute your phones.
Kristi Gleason – –

44. Introduction
Thank you everyone who was able to join us for the Introductory Training where we covered navigating the Data Pipeline Website, Data Pipeline System Components, and the Special Education IEP Interchange Data Pipeline System Processes. iep Found Under Trainings

45. Resources http://www.cde.state.co.us/datapipeline/resources
Data Pipeline
Definitions
Mandatory Data Pipeline Collections: Legislation & Uses
Collection Dates
CSIS Presentation on New Data Elements & ESSA
Configure Internet Explorer to download Excel Files from Cognos
Convert CSV file to Excel and not lose the leading zeros
Identity Management (IdM)
Identity Management Groups
Identity Management Access

46. Glossary of Terms Definition Term Cognos
A type of report in which the user can view applicable reports that are formatted in a user friendly environment
Data Pipeline
A streamlined approach to efficiently move required education information from school districts to the CDE
ESSU Data Management System
Statewide system for students receiving Special Education and other services
Interchange
The method of providing data to CDE in which LEA’s may choose from multiple file formats to submit data transactions throughout the year.
LAM
Local Access Manager responsible for assigning the appropriate access to CDE applications
LEA
Local Education Agencies
IdM
Identity Management. A single sign on system, allowing the user to navigate between the applications without entering user ID information a second time.
Snapshot
A date in time when data is pulled from the appropriate interchanges, validated by additional business rules, and approval given that signifies it was accurately reported for a specific point in time by an LEA

47. Frequently Requested Codes
We Welcome 2 New Administrative Units: Durango & Colorado River BOCES
Go to this link to find out more

48. Special Education IEP Interchange
Overview
Deadlines
File Layout and Definitions
Child specialeducationchildfilelayoutanddefinitions
Participation specialeducationparticipationfilelayoutanddefinitions
Business Rules
File Formatting
Templates
Trainings
Additional Resources

49. Special Education IEP Interchange – 2 Files
Child File
Demographic information
1 record per student
Participation File
Special Education services information
1 record per student
Student data is used to meet federal reporting requirements, calculate Indicators 5,6,9, 10 Significant Disproportionality, generate sample lists for Indicator 8 Parent Surveys and record review, and determine ECEA funding for Students with Disabilities.

50. Other Resource Documents You May Need
Under Additional Resources on the IEP Page How to load the Special Education IEP Files especialeducationiepfiles Data Collection Guide for Enrich Users Save CSV Leading Zeros Grade to Age Table Pupil’s Attendance Information Code Flow Chart Pupil’s Attendance Information Codes December Count Educational Environment Guidance Allowable Approved Facility Schools and Other Agency

51. Other Resource Documents You May Need
Under Special Education December Count Page
File Layout specialeducationdecembercountfilelayoutanddefinitions
ESSA Special Education In-Field Crosswalk
Process Manual
Staff and Student Data Content Guide
Staff and Student Code Table (In-Progress)

52. Assistance Needed?
If you have ANY questions about the Special Education Discipline Data Collection please feel free to contact us. No question or concern should remain unanswered of unresolved.
We are just a phone call or away!
Kristi Gleason (303)
Lindsey Heitman (303)
Orla Bolger (303)
protocol – please include:
Administrative Unit #
Phone number where you may be reached. Be sure to get that added in Access Management.
Subject of the
NOTE: Never send files or reports via – contact us to determine best technical assistance avenue.
Thank you

53. Special Education December Count

54. Staff Approval Matrix Training
Please find below dates for upcoming training
Webinar Description
Date
Time
Comments
Staff Approval Matrix
November 7, 2017
1:30 pm - 3:00 pm
November 8, 2017
10:00 am - 1 1:30 am
Special Education December Count
October 30, 2017
1:30 pm – 3:00 pm
Snapshot
October 31, 2017
10:00 am – 11:30 am
November 13, 2017
10:00 am – 11:00 am
Reminder Interchange Files Due 11/16/2017
November 28, 2017
Annual Count Date December 1, 2017
December 19, 2017
Reminder Interchange Errors Resolved 12/21/2017
January 9, 2018
Snapshot Error Resolution Check In
January 15, 2018
Complete Snapshot, Report Reviews, Duplicates
February 6, 2018
Final Steps
To join any of these webinars you would go to on the date and time of the webinar and choose the option to “Enter as Guest.” 
With this option you have the opportunity to enter your name; please enter your five digit Administrative Unit code and name (i.e – Kristi Gleason).  A screen will alert you when your request has been confirmed. 
Once you have entered the room, you may dial into the conference number at:   Please remember to mute your phones.
Kristi Gleason – –

55. ESSA Special Education In-Field Crosswalk
We found an issue this week with the spreadsheet and are working to get it updated by weeks end.
Thank you

56. Staff Approval Matrix Contact Information
Lauren Rossini - Staff Reporting and Qualifications
Exceptional Student Services Unit
Phone:
Kristi Gleason – Special Education December Count Custodian
Data Services Office
Phone: 56

57. 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: 57

58. Thursday, October 19th, 2017 9 a.m.-10 a.m.
Thank You
Next Town Hall:
Thursday, October 19th, a.m.-10 a.m.