1. Data Pipeline Town Hall May 5th, 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
11/16/2018
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 Discipline
READ Collection
Student End of Year
Identity Management
Special Education End of Year
Student Biographical Data
SBD for PSAT
CDE Data Collections Regional Tour

7. Introductions 7

8. Open Collections in Data Pipeline8

9. Open Data Pipeline Collections
Year Round
Directory
4 Day School Week (Closes May 13th)
School Code Changes (Closes June 30th)
RITS
EDIS
Periodic 9

10. Open Data Pipeline Collections
11/16/2018
Open Data Pipeline Collections
Snapshots
Student End of Year
Teacher Student Data Link
READ
Special Education Discipline
Special Education End of Year
Coming Soon
School Discipline and Attendance (May 9th) 10

11. Questions?
Phones will be unmuted for a moment and questions can be asked.
If you prefer type in your questions in the chat box. 11

12. READ Collection 12

13. READ Defects/Tips/Hints
Errors
Make sure to review the information in the that you receive from Pipeline. You can view errors the following ways:
Status dashboard under READ
Validation report under file upload
READ Error Detail report in Cognos
2 Whitney Westgaard:

14. 11/16/2018
READ Resources
READ resources can be found at:
Data collection timeline
Data Elements
File layout (no change)
Business Rules (updated 4/12/16)
RD216 is now a Warning and not an Error
Webinar trainings (recorded webinar from 3/31)
Additional resources – Frequently Asked Questions and Assessment Cut Scores
READ - Whitney Westgaard -

15. Questions? THANK YOU! Contact Whitney Westgaard
11/16/2018
Questions?
Contact Whitney Westgaard
Phone:
THANK YOU! 15

16. Student End of Year 16

17. 11/16/2018
End of Year Schedule
Full timeline now available:
Hard open today: Thursday, May 5th
Initial Snapshot Deadline: Thursday, June 2nd
Interchange files are the same as you’ve updated all year, the business rule changes help provide clarification to the process
Student End of Year — Duncan Anderson —
17 Student End of Year — Duncan Anderson —

18. New Warnings for 2015-16 SE700s warnings in Phase 1 of the Collection
These warnings allow districts to address Cross LEA errors early as records are initially submitted.
SE701-SE711 warnings correspond to the SE801-SE811in the Cross LEA process
The complete list of the warnings will not be available until all districts have completed their initial submission in September 18

19. 11/16/2018
End of Year Changes
If you are new and would appreciate a more detailed walkthrough of the EOY process, please contact Duncan to schedule an introductory training.
— (303)
Trainings:
May 5th, 3-4 pm
May 9th 12-1 pm
May 11th 9-10 am
Please log on to
The access phone number is
Student End of Year — Duncan Anderson —
19 Student End of Year — Duncan Anderson —

20. Questions?
Phones will be unmuted for a moment and questions can be asked.
If you prefer type in your questions in the chat box. 20

21. Student Interchange 21

22. Changes for
EDAC approved further changes to the Student Interchange files
file layouts at:
DEM Changes:
GED changed to HSED
REMOVED: Student Address, Telephone, and
Refugee Field
New Code: Post Secondary Enrollment: Carry Forward ASCENT (9) 22

23. Changes for 2016-2017 2016-2017 file layouts at: SSA Changes
SSA Changes
NEW: Funding code 64
NEW: Gifted Fields (14 dummy categories)
REMOVED: Colorado Continuously Enrolled
REMOVED: Date Most Recently Enrolled in U.S.
NEW: Date First Enrolled in U.S. 23

24. Changes for 2016-2017 New Funding Code:
64 – Full-Time Preschool, CPP and Special Education
Combination of one PK Special Education slot (84) and a part-time CPP slot (83)
Students must qualify for both CPP and Special Education 24

25. Student October 25

26. 2016-2017 October Schedule Official Count Day Changed:
Tuesday October 4th
Wednesday October 5th
Timeline is posted on website: 26

27. 2016-2017 October Schedule Free and Reduced Lunch – Variance Waiver
Free and Reduced Lunch should be as of the Count Day or carried forward from prior year.
Carry forward can be used if the Count Day is within the first 30 school days
For if the Count Day is not within the first 30 school days districts may request a Variance Waiver to use carry forward status
Variance waiver is for At-Risk calculation and not the child nutrition program 27

28. 2016-2017 October Schedule Free and Reduced Lunch – Variance Waiver
Written requests for Variance Waiver required:
Submitted to Jennifer Okes, School Finance Director
Addressed to Commissioner of Education
Deadline for Submission is September 15, 2016
Please make sure Pupil Count Coordinator and Nutrition Director are informed of the request and/or approval of Variance Waiver. 28

29. Identity Management 29

30. Identity Management Upgrade
CDE is extending the final cut over date to two weeks beyond the implementation and testing of the final release
Final release will address the following issues:
District – AU LAM user role assignment
Bulk load for disabling users
LEA’s can continue to use both the legacy system through that date
Final Cut-over date will be made public through direct to UM’s / LAM’s and DP Town Hall.
All users and roles continue to be migrated from 10g to 11g
Questions and Answer sessions continuing through May
Will continue on Tuesday’s from 9-10 am
Don’t wait for the meeting, report any issues right away 30

31. Identity Management Upgrade
Meeting Information:
The URL: Conference Bridge
Initial version of the global application roles report posted:
Frequently Asked Questions link, item #12
CDE is continuing to work to automate the report
CDE still plans to create a separate user
report to allow LAM’s to sort and or use
the report for multiple purposes
Questions or concerns about the rollout? 31

32. Directory 32

33. Directory 4 Day School Week
11/16/2018
Directory 4 Day School Week
4 Day School Week Application
REQUIRED Application must be submitted each year!
School districts operating a school on four-day school week (less than 160 scheduled days per school year) are required to submit a request for approval. Only for schools that include grades To be considered for the of school year, please complete the application via Data Pipeline by Friday, May 13, 2016.
Application guide available at: 33

34. 4 Day School Week Common issues with the submission:
“When was the first year of the four-day week?”
If you do not know contact me and I can check what was put into the directory in the past.
“Please list specific reasons for making application this year.”
List why your district is on 4 day school week – some districts had forgot to put in a reason. 34

35. 4 Day School Week - Submitted35

36. Directory School Code Changes
If your school district has a -
New School Code Request
Name Change
Grade Change
Closing a School
School Code Changes are due June 30th 2016!
CDE has a cross unit review team that looks at all school code changes.
Forms can be found at: 36

37. Directory
If you have questions contact Dennis St. Hilaire at or at
Phones will be unmuted for a moment and questions can be asked.
If you prefer type in your questions in the chat box. 37

38. (Students with Disabilities Uploaded by Districts)
Discipline
(Students with Disabilities
Uploaded by Districts) 38

39. DISCIPLINE (students with disabilities) Training/Survey
Thank you everyone who joined this weeks training. Great turn out! Please provide us your feedback through the requested survey! Recording and presentation will be posted on-line.
2 Special Education Discipline - Kristi Gleason 39

40. DISCIPLINE (students with disabilities) Exempt
CDE is currently testing the mechanism for districts to report in the data pipeline that they don’t have discipline events for students with disabilities at their LEA. More information to follow shortly
Please hold off letting CDE know if your district falls into this category as the status will be reflected in the District Activity Report the Administrative Units access.
Thank you 40

41. Wednesday, August 17 – Tuesday, August 23
11/16/2018
Special Education Discipline Timeline
Monday, April 11
Discipline Interchange file may be uploaded to the Data Pipeline
Monday, May 9
Date by which the interchanges files must be uploaded
Thursday, June 2
Date by which the Admin Unit must generate a snapshot. Once the Admin Unit creates a snapshot districts will have access to Snapshot errors
Thursday, July 7
Date by which Interchange errors must be resolved
Tuesday, August 16
Date by which Interchange and Snapshot errors must be resolved
Wednesday, August 17 – Tuesday, August 23
Report review week: Districts must be available to make any changes in the interchange
Tuesday, August 23
All interchange and Snapshot errors resolved. No changes after this date.
Wednesday, August 24
Final Data File Approval . Administrative Units Approve and Electronically submit data to the Data Pipeline 41

42. DISCIPLINE (students with disabilities) Technical Assistance
Remember to include the Administrative Unit and District Number, Collection, and Subject. If you are getting a specific error or have an issue with a particular report provide the business rule or report name. with technical issues and copy the team. Just a phone call away Kristi 42

43. Questions?
Phones will be unmuted for a moment and questions can be asked.
If you prefer type in your questions in the chat box. 43

44. Teacher Student Data Link
(TSDL) 44

45. Important Dates Statewide Standard Course Code Submission Interchange:
Open year round
Must be completed prior to uploading TSDL interchange files
Interchange:
Remains open throughout the year
Snapshot:
Opened Monday, February 29, 2016
GOAL: “Submit to CDE” by June 30, 2016
Finalize by Friday, August 26, 2016 45

46. 11/16/2018
Collection Progress
At this time, districts should have completed or currently working on:
Person assigned to a TSL (interchange) and TLS (snapshot) roles in Identity Management (IdM)
Mapped all Local Course Ids to a SCED code using the Statewide Standard Course Code System
Created Course Enrollment files and uploaded to verify file will process
Created Course Instructor files and uploaded to verify file will process
Completing both Course Instructor and Course Enrollment files
Resolving course instructor and course enrollment file errors 46

47. General Information Interchange has 2 files: Snapshot:
Course Enrollment File (students enrollment by course)
Course Instructor File (staff assigned to courses)
Snapshot:
No errors at this stage
Pulls ALL error-free course enrollment records
Pulls matching course instructor records based on:
School Code
Local Course Id
Section Number
SDA – Annette Severson –

48. Questions? Contacts for assistance:
Joslyn Robich at
Annette Severson at
Phones will be unmuted for a moment and questions can be asked.
If you prefer type in your questions in the chat box.
School Discipline and Attendance — Annette Severson—

49. School Discipline and Attendance
(SDA) 49

50. Trainings Dates & Times:
11/16/2018
Trainings
Dates & Times:
Thursday, April 28th from 3 to 4 pm
Wednesday, May 4th from 12 to 1 pm
Monday, May 9th from 2 to 3 pm
Tuesday, May 17th from 11 to 12 (noon)
URL Link:
Phone:
All Trainings will be identical
No registration is needed
School Discipline and Attendance — Annette Severson—

51. Timeline Monday, May 9th – Collection Opens
Friday, June 10th – Upload at least 1 file and update ‘No Reportable Incidents’ tab
Thursday, June 16th – All applicable files uploaded
Thursday, June 23rd – All applicable files are error free
Thursday, June 30th – All files are finalized
Bold – required
Italicized – goals
School Discipline and Attendance — Annette Severson—

52. General Resources File Layouts – please select 2015-16 documentation
Business Rules
Templates – blank excel files with correct headings
Trainings –
15-16 training power point is posted
Available at:
School Discipline and Attendance — Annette Severson—

53. Additional Resources 2015-16 Summary of Updates
11/16/2018
Additional Resources
Summary of Updates
Training Dates and Timeline
Calculating Attendance in Online Schools
SDA Frequently Asked Questions
SDA Process Documentation
Behavior Statutes and Clarifications (previously discussed)
Guidance for Determining Most Serious
Available at:
School Discipline and Attendance — Annette Severson—

54. Questions?
Contact Annette Severson at for assistance
Phones will be unmuted for a moment and questions can be asked.
If you prefer type in your questions in the chat box.
School Discipline and Attendance — Annette Severson—

55. Special Education End of Year55

56. Special Education EOY- At a Glance
11/16/2018
May 2 - Snapshot available
May
July 7 - IEP Interchange errors resolved
July 7 - At least 1 snapshot created by this date
July
Sept. 7 – All exception requests submitted by this date
Sept. 12 – Interchange and Snapshot errors resolved
Sept : Report Review
September
Sept : Resolving duplicates
Sept Oct. 5: Report Review
October 6 - Final submission and signed reports due
October 56

57. Special Education EOY: Questions?
Special Education EOY contact information
Lindsey Heitman – (Main point of contact)
Kristi Gleason –
Orla Bolger –
*Please remember to include your AU #, Error code #, and phone number if possible. Thanks. 57

58. Questions?
Phones will be unmuted for a moment and questions can be asked.
If you prefer type in your questions in the chat box. 58

59. Collection Calendar 59

60. Future SBD Dates 2016-17 Collection Calendar is now available

61. Student Biographical Data61

62. Future SBD Dates SBD for CMAS (includes PARCC) SBD for ACT SBD for DLM
Tuesday, May 31st, 2016 to Thursday, June 9th, 2016
SBD for ACT
Monday, June 13th, 2016 to Monday, June 20th, 2016
SBD for DLM
Monday, June 20th, 2016 to Monday, June 27th, 2016
SBD for PSAT
To be determined – After June 30th, 2016

63. Assessment Unit ‘Trainings’ Website
11/16/2018
Assessment Unit ‘Trainings’ Website
Link for the Assessment Unit Data Pipeline Manual for SBD is under the ‘Data Trainings’ tab.
CDE’s Data Pipeline system is used for SBD reviews.
General information about the SBD collections can be found using the navigation menu on the main data pipeline webpage. The link to the main data pipeline webpage is provided at the top of this slide. Links for Assessment collection websites are under the Periodic Collections on the left side of the main page.
Pages 5 of SBD Manual 63

64. Assessment Unit Data Pipeline Manual for SBD
Link to the Assessment Unit Data Pipeline Manual for SBD
SBD webinar trainings in May
Thursday,  May 5th, 3:00-4:00
Tuesday,   May 10th, 11:00-12:00
Connect at:
Phone number: 64

65. Contact Information
Suggestions or Questions? Different members of the assessment data team are responsible for each SBD collection. If you have questions about a collection for a specific assessment, please contact the Assessment Unit staff member responsible for that collection. For general questions about SBDs, please contact Melissa Mincic or Jasmine Carey You can also call the general phone number for the Assessment Unit at and Margo will direct you to the person who can best answer your question.

66. Questions?
Phones will be unmuted for a moment and questions can be asked.
If you prefer type in your questions in the chat box. 66

67. SBD for PSAT 67

68. SBD for PSAT SBD for PSAT
To be determined – After June 30th, 2016
To be determined – Collect data ahead of SBD window
Collect data for SBD now while easily remembered
CMAS/PARCC invalidations applied on ‘Student Participated’ field:
Not tested codes
If a student does not test and no code is reported, will default to ‘Absent’
Void codes
ONLY void scores or CDE reporting, won’t go back to College Board
68 Melissa Mincic

69. CDE Data Collections
Statewide Tour 69

70. Statewide Tour Upcoming locations
Wednesday, April 27, Jefferson County (Golden)
Monday, May 2, Douglas County
Wednesday, May 4, Colorado Springs
Monday, May 9, Ft. Morgan 70

71. Statewide Tour Trainings will be two sessions Morning 9:00 – 12:00
Geared towards people new to data collections or who would like a refresher
Introduction and Overview of system
Why CDE collects the data
Lunch on your own
Afternoon 1:00 – 4:00
More advanced material covered plus additional information including:
Data Privacy
Common concerns 71

72. Statewide Tour Who should attend? People who work with RITS or EDIS
Respondents who work with Data Pipeline collections
Administrative Units and District data managers 72

73. Statewide Tour
Please let us know if there is anything specific you would like to see at a training.
Please register via to Genevieve or Kevin
Indicate if attending morning, afternoon or both
Include full name, , and phone number in case of cancellation
Any specific questions or material you would like to see 73

74. Questions?
Phones will be unmuted for a moment and questions can be asked.
If you prefer type in your questions in the chat box. 74

75. Thanks for joining us today!
Next Town Hall:
Thursday, May 12th, a.m.-10 a.m. 75