1. Data Pipeline Town Hall June 13, 2019
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

3. Colorado Department of Education Identity Management
Access Management
Frequently Asked Questions 1-12 #12 Where can I find the Identity Management role mappings for Data Pipeline and other applications? agementGroups.xls

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 Identity Management Title Case Name Project READ Collection Civil Rights Data Collection Directory RITS/EDIS SDA TSDL Special Education EOY Special Education Discipline

8. Open Collections in Data Pipeline

9. Open Data Pipeline Collections
Year Round
Directory (4 Day School Week Application and School Code Changes)
RITS
EDIS
Periodic
Designated Agency
READ
School Discipline and Attendance
Interchanges
Student
Special Education IEP
Special Education Discipline
Teacher Student Data Link (for migrant students)

10. Open Data Pipeline Collections
9/27/2019
Open Data Pipeline Collections
Snapshots
Teacher Student Data Link Snapshot (for migrant students)
End of Year
Special Education Discipline
Special Education EOY
Coming Soon

11. Summer Town Hall Calendar

12. Town Hall Summer Calendar
In the months of June, July, and August, Town Hall will meet every other Thursday.
Here are the summer Town Hall dates:
June 13th and 27th
July 11th and 25th
August 8th and 22nd

13. Identity Management Updates

16. Title Case Name Project

17. Title Case
Changing LEA and school names* from UPPER CASE to Title Case.
You may see this in the Directory, throughout the Pipeline (drop downs), reporting, published lists, and more.
Additional details on timing coming soon.
*Current scope only includes common, not LEA legal names
Current
Upcoming
ST VRAIN VALLEY RE 1J
->
St Vrain Valley RE 1J
HALLETT ACADEMY
Hallett Academy

18. Questions, concerns, feedback?
Title Case
Questions, concerns, feedback?
Project Manager: Dan Nelson

19. READ Collection

20. READ Data Collection Timeline

21. READ Collection Reminders
June 14 (TOMORROW!): Districts complete submission of READ files and budget planning surveys by EOD – all submissions are finalized and will be locked
Once READ file is error free be sure to click the “submit to CDE” tab in the Status Dashboard to lock your data
Survey must be completed before you can finalize your collection submission
Click here to view the submission status of your district

22. READ Cross LEA Validation Process
Next Friday if all districts have submitted READ files, CDE conducts the Cross LEA Validation process to identify students reported by multiple districts
READ Respondents will receive an from Whitney indicating the Cross LEA validation is complete
READ Respondent logs into Data Pipeline and runs the “READ Cross LEA Validation Errors” report in Cognos
This report includes which students are duplicated in another district and their READ Respondent contact information
If after you run the report you get a message that says “No Data Available” then your district does not have any duplicate SASIDS and you do not need to re-submit your file

23. READ Cross LEA Validation Process
3. Districts will work with each other to determine which students to remove or keep in their data submissions
First districts should review the test date. Districts with the latest test date will keep the student in their submission
Second if either district used a generic test date that was early in the collection window then look at who the student ended the year with
4. If you are able to resolve all duplicate SASID issues and corrections have been made to your district’s submission then an updated file must be submitted by July 1, 2019

24. READ Cross LEA Validation Process
5. If you are unable to resolve duplicate SASIDs with the other district then both districts should submit documentation to Whitney
Please notify Whitney if you will be submitting documentation through Syncplicity. Documentation should include the district in which there is a duplicate with and exit date for the student in your district
CDE will evaluate all documentation to determine which district will keep the student in their submission. If documentation does not support enrollment eligibility of the duplicate students, district will be contacted and will be asked to remove SASID from file. Other district will be notified at the same time to keep SASID in their submission
Do NOT send documentation documents over

25. READ Collection Resources
READ Collection resources can be found at: eline
Upcoming webinars
Data collection timeline
Data elements & definitions
File layout
Business Rules
Additional resources such as FAQ document, assessment cut scores for determining SRD, template for submitting budget planning survey, etc.
Questions? Contact Whitney Hutton, READ Data Collection Manager
Phone:

26. Civil Rights Data Collection

27. 2017-18 Civil Rights Data Collection (CRDC)
Open Friday, February 8th
Deadline Friday, April 26th May 10th
Colorado progress report:
185 certified
0 100% complete (have not certified)
1 over 90% complete
AWS (Advance Website)
Partner Support: (855) or

28. 2017-18 Civil Rights Data Collection (CRDC)

29. 2017-18 Civil Rights Data Collection (CRDC)
Thank you!!!
CRDC contacts are stupendous!!

30. Directory

31. School Code Changes
Reminder - if you have a school code change for the school year please submit them by June 28th 2019.
Changes that need an electronic form submission:
Name Change
New School Code Request
Closing School
Grade Change
Any requests received after June 28th may not be considered until the following school year because there are multiple processes impacted such as accreditation, accountability, and data reporting such as the Student October Count.

32. RITS/EDIS

33. Exciting News! RITS/EDIS TRAINING
The new and improved RITS/EDIS System will go live on July 1, 2019!
Optional Suffix Field will be available at this time
June 28 at the close of business we will begin the cutover process. This should not affect your work in RITS/EDIS
If you are a pilot district please continue to test until June 21st. We appreciate your efforts to test all areas in the system. Please me any problems, suggestions or observations. The EDIS System will be opening up for testing in the next few days!

34. The need to modernize and update the RITS/EDIS System New Reports
RITS/EDIS TRAINING
What will be covered in this training:
The need to modernize and update the RITS/EDIS System
New Reports
Ways to acquire a SASID/EDID
New Suffix Field
RITS/EDIS READ
RITS/EDIS Batch
New look and feel

35. RITS/EDIS TRAINING
We have tried to accommodate all RITS/EDIS Users by traveling to nine sections of the state of Colorado
Tuesday, August 13, Yuma School District - Training from 9-12
Thursday, August 15, Meeker School District - Training 1-4
Friday, August 16, 2019 – Montrose School District – Training 9-12
Monday, August 19, 2019 – Jefferson County School District – Training 9-12
Tuesday, August 20, 2019 – Poudre School District – Training 8:30 – 11:30
Wednesday, August 21, 2019 – Archuleta School District – Training 1-4
Thursday, August 22, 2019 – Academy 20 School District – Training 1-4
Thursday, August 29, 2019 – Eads School District – Training 1-4
Friday, August 30, 2019 – Kim Reorganized School District – Training 9-12

36. RITS/EDIS TRAINING
SIGNING UP FOR TRAINING To sign up for the RITS/EDIS Training please go to the following link:

37. Looking forward to seeing you in August!
RITS/EDIS TRAINING
Please contact me should you have difficulty registering for the training or have any questions.
Looking forward to seeing you in August!
Debbie Puccetti
RITS/EDIS Consultant

38. School Discipline and Attendance

39. 2018-2019 Collection Dates Date Event April 17th (Wednesday)
Collection opens-
April 23rd (Tuesday)
Webinar training from am 
May 15th (Wednesday)
Webinar training from 1-2 pm
and call in number:  
June 14th (Friday)
Suggested Date for having all files uploaded
June 28th (Friday)
Deadline for SDA to be finalized
SDA - Annette Severson -

40. Discipline by Student Demographic
Comparison Business Rule: SR090 (error will be in Demographic File Error Report)
Discipline by Student Demographic
Discipline by Action
Count of Students Disciplined
Count of Incidents
Total Number of Incidents per School
The Sum by School:
Classroom Suspensions +
In School Suspensions +
Total Out of School Suspensions +
Expulsions without Services +
Expulsions with services +
Referred to Law Enforcement +
School Related Arrests +
Other Action Taken
> or =
Note: > means “Greater Than”
= means “Equals”

41. Discipline by Student Demographic
Comparison Business Rules (errors will be in Demographic File Error Report)
Discipline by Student Demographic
Discipline by Action
Count of Students Disciplined
Total Number of Classroom Removals by School Total Number of In School Suspensions by School Number of Out of School Suspensions by School
Count of Incidents
> or =
(SR091) The Sum by School of Classroom Removals (SR092) The Sum by School of In School Suspensions (SR093) The Sum by School of Total Out of School Suspensions
> or =
> or =
Note: < means “Less Than”
= means “Equals”

42. Discipline by Student Demographic
More Comparison Business Rules (errors will be in Demographic File Error Report)
Discipline by Student Demographic
Discipline by Action
Count of Students Disciplined
Count of Incidents
Total Number of Expulsions by School Total Number of Referrals to Law Enforcement by School Number of Other Action Taken by School
(SR094) The Sum by School Expulsions without Services and Expulsions with Services (SR095) The Sum by School of Referrals to Law Enforcement (SR096) The Sum by School of Other Action Taken
> or =
> or =
> or =
Note: < means “Less Than”
= means “Equals”

43. Important Note to Remember
> or =
Discipline by Student Demographic
Discipline by Action
Count of Students Disciplined
Count of Incidents
Multiple Students may be disciplined for 1 incident
2 students
disciplined
1 fight
>
Note: < means “Less Than”
= means “Equals”

44. Comparison of Incidents Reported and Students Disciplined (Cognos Report)
Provides the total counts of incidents reported per school Provides the total count of students disciplined reported by school These numbers will assist with any comparison error(s) in your data file and to verify accuracy of both reports
Annette Severson: or

45. Data Pipeline Website http://www.cde.state.co.us/datapipeline
9/27/2019
Data Pipeline Website
Periodic Collections -> School Discipline and Attendance
Overview
Deadlines
File Layouts
Business Rules
Templates
Trainings
Additional Resources
Direct Link:
Annette Severson: or

46. Teacher Student Data Link (TSDL)

47. PAUSED for majority of students REQUIRED for migrant students:
Collection Status
PAUSED for majority of students
REQUIRED for migrant students:
8th -12th grade only
Receiving partial or full credit for at least 1 course in your district
Steps if you have migrant students:
Map courses in SSCC
Upload Course Enrollment file
Create TSDL snapshot
Finalize
Annette Severson: or

48. Information
Required for students in grades 6 – 12 only File layout for the course enrollment and course instructor files have not changed from the For additional information, please reference the TSDL website at:
Annette Severson: or

49. TSDL Interchange Resources
Course Code Documentation found at:
TSDL Interchange Documentation found at:
Deadlines
File layouts and definitions
Business Rules
Trainings
Additional Resources – Frequently Asked Questions
Contact:
Annette Severson: or

50. Special Education EOY

51. Special Education EOY Important Dates
July
September
Wednesday July 10: Date to have Special Education IEP Interchange errors resolved and at least one Special Education EOY Snapshot created
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
Special Education EOY - Lindsey Heitman - (303)

52. Special Education EOY- Error Tip
Error SY281: Date Child is Found Eligible for Part C [path 2] is less than 45 days before or after the 3rd birthday. Only students transitioning from Part C to Part B should be reported in Path 2. Students who are not transitioning from Part C should be reported in Path 3.
Part C services typically end once a child turns 3 years old. Referrals to Part C less than 45 days before third birthday are likely Part B referrals.
Children may be referred to Part B Special Education services as early as 2 ½ years old
How to resolve?
Verify whether child was receiving Part C Services at time of referral to Part B. If not, record should be reported in Path 3.
Verify whether the Date Child Found Eligible for Part C [Path 2] is correct
Special Education EOY - Lindsey Heitman - (303)

53. 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:

54. Special Education Discipline

55. Special Education Discipline Important Dates
July
August
Wednesday July 10: Date to have Discipline Action Interchange (DIS role) and Special Education IEP Interchange (SPE role) errors resolved
Thursday August 15: All exception requests received by CDE
Thursday August 22: Complete Snapshot! All interchange and snapshot errors resolved
Aug. 22- Aug. 29: Report Review
August 29: Final Submission and Reports due

56. Special Education Discipline
Bug status
Sped Snapshot Records doubling: Fixed
Error Count Numbers: Fixed
Record counts and error counts should both look correct now. Your SD002 errors may decrease as a result.
Be sure you’ve created a snapshot as of June 5th or after
Special Education Discipline - Lindsey Heitman - (303)

57. Special Education Discipline
Review Cognos Report:
Sped Discipline: School Discipline and Attendance & Special Education Discipline Data Comparison Report
Before SDA closes (deadline June 28th)
Report is for your information only and a tool for comparison
Purpose of report is to catch extreme discrepancies between SDA and Special Education Discipline
It is very likely this report will NOT tie out exactly due to the reporting differences between SDA (most severe punishment) and Sped Discipline and possible differences between Special Education designation

58. Special Education Discipline
Error SD017
New Error Message: Grade Level must be included in the snapshot and be a valid code. This field is blank because a record with a matching School Code could not be found in the Student Profile Interchange- Student School Association (SSA) file OR the Incident Date does not fall between the School Entry and Exit dates on the SSA file. Please check the Cognos Sped Incident and School Enrollment Date Comparison Report for details.
Grade level comes from the Student School Association (SSA) file. Reasons this will trigger- Discipline Action and School Association data not in sync:
A record cannot be found for student in the SSA file with a matching school code to the one reported on the Disc Action record.
Incident date does not fall between the SSA School Entry and Exit dates (i.e. before the entry date)
Grade level, School code on the SSA file and School Code on the Discipline Action file, and the Incident date and School Entry and Exit dates must be in sync.
*Check the Sped Incident and School Enrollment Date Comparison Report . This report only has data if you have SD017 errors. It’ll show you which of the reasons above is causing it to trigger.
Special Education Discipline - Lindsey Heitman - (303)

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

60. Thank You
Next Town Hall:
Thursday, June 27, a.m.-10 a.m.