Town Hall
March 27, 2014
Good Morning and Welcome!
 We will begin the webinar shortly.
 Dial in number is 1-866-764-6750
 Support at: datapipeline.support@cde.state.co.us
 Goal: Provide a weekly forum to answer LEA
questions on Data Pipeline and inform LEA’s on any
upcoming news and updates.
Webinar Etiquette
 Mute Your Phone (*# Mutes and Un-mutes Individual Phones) also many
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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!
Enter your Name and your District when logging into the webinar (no
password will be needed)
For today’s event, 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
Introductions
Agenda
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Data Pipeline Statistics
Human Resources
Safety and Discipline
Report Card March
Directory - School Code Changes
Directory - 4 Day School Week
Application
Student End of Year
Special Education Discipline
Special Education End of Year
11th Grade Alt Assessment
Data Pipeline Statistics
Interchanges
Name
January 16th LEAs with
Respondents
January 16th Number of
Respondents
LEAs submitting Files
STD
Student Interchange
196
445
185
STF
Staff Interchange
221
464
211
TI1
Title I Interchange
143
273
97
SPE
SPED IEP Interchange
78
160
61
TSL
Teacher Student Interchange
129
216
25
DIS
Discipline Interchange
95
153
6
Collection
6
Snapshot
Name
January 16th LEAs with
Respondents
January 16th Number of
Respondents
LEAs submitting Files
OCT
October Count
200
469
185
SEY
Student End of Year
117
173
24
DEC
SPED December Count
77
174
61
SPI
SPED Discipline
78
160
0
EOY
SPED End of Year
70
141
11
HRD
HR December
204
378
185
Collection
Year Round Collections
Name
January 8th LEAs with
Respondents
January 8th Number of
Respondents
LEAs submitting Files
DIR
Directory
193
323
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RTS
RITS Batch File Upload
172
354
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EDS
EDIS Batch File upload
178
333
-
Collection
Periodic Collections
Name
January 16th LEAs with
Respondents
January 16th Number of
Respondents
LEAs submitting Files
ACT
ACT SBD Collection
169
275
0
ACC
Access SBD Collection
177
296
87
TCP
TCAP SBD Collection
170
290
0
RCM
Report Card March
182
285
63
FIN
Finance December
203
334
198
11G
11th Grade Assessment
167
305
71
RED
READ Collection
142
246
2
Collection
Non-Pipeline Related Collections
Name
December 16 LEAs with
Respondents
December 16 Number of
Respondents
LEAs submitting Files
RITS
RITS Web
214
971
-
EDIS
EDIS Web
209
572
-
SSCC
Statewide Course Codes
191
638
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Collection
Human Resources
News
 Deadline was March 21st and at this time 157 districts have
finalized! Thank you for your hard work and efforts!!
 I am assisting the other districts –if you are needing help
please contact me directly at: severson_a@cde.state.co.us
Safety and Discipline Indicators
2013-14 Data Collection News
 2013-2014 Data Collection remains in ADE!
 File layout is the same from 2012-2013 and posted in ADE
Documentation:
https://alpha.cde.state.co.us/doc_toc.htm#safe
 CDE maintaining the user id and passwords- if a new one is
needed, the Respondent Form would need to be completed
 https://alpha.cde.state.co.us/ade_news.htm#safe
 Training will be available late April – more information to
follow
 Timeline: Opening May 2014 and Due June 30th 2014
2014-2015 Collection News
 Data Collection will remain at the SCHOOL LEVEL
 Data will not be collected at the student level as previously planned
 New collection file layout is being designed and will be
provided as soon as possible
Report Card March
Report Card March
 2013-2014 Report Card march will open March 5th –
April 2nd
 Identity Management groups are available.
 Acronym is RCM
 Examples:
 MOFFAT_2 PIPELINE-2800-RCM~LEAVIEWER Read-Only Role
 SILVERTON_1 PIPELINE-2820-RCM~LEAUSER Submit and Modify Role
 CENTER_26_JT PIPELINE-2810-RCM~LEAAPPROVER Approver Role
 Work with your LAM to get the role assigned
 Only assign one role
Report Card March
 Two ways of submitting the Report Card March Collection
 File Submission -File can be created though File Extract Download
 For file submission you can upload your file using File Upload
 Form Submission – You may submit using Edit Record to submit via
forms
Report Card March
Edit record=Form
Submission
File Submission
Report Card March
 Issues Fixed
 Congnos not showing changes. - Fixed
 New schools for 2013-14 not showing up in forms and files – Fixed
 Removal of grade restrictions on Honors Coursed, now Honors can
be at any grade – Fixed
 Error flag for Montessori in middle and high schools has been
removed.
Report Card March
 Pending Issues
 Closed schools showing up on Cognos reports
 Confirmation Emails not going out on failed file submissions. Emails
are going out on successful submissions.
 A bug was submitted for Physical Activity Flag the title is mislabeled
as K-6 Recess on forms and Cognos.
 Entered a but to remove “Data Exists” field on Status Dashboard.
This has been confusing to LEAs.
Report Card March
 If you have any questions please contact Dennis St. Hilaire at
st.hilaire_d@cde.state.co.us or 303-866-6840
Directory
School Code Change
 Request for school code changes are available at:
http://www.cde.state.co.us/datapipeline/snap_studentoctob
er
 Types of school code change forms:
 Request for new school code
 Request for name change
 Request for grade change
 Request for closing a school
School Code Changes
 All school code changes go through a CDE wide review process.
 When requesting a school code change make sure you look at
the Definition of a Colorado Public School Documentation
 All school code changes must be submitted by June 30th
2014.
4 Day School Week
 4 day school week applications opens Monday February 3rd
2014 closes May 9th 2014.
 Application will be for the 2014-15 school year.
 It is mandatory to complete the 4 day school week application
if a school has less than 160 school days.
 Currently we have 230 schools marked for 4 day school week
for 2014-15 by completing the application in the Directory.
4 Day School Week
4 Day School Week
Information you need to supply and enter:
 Make sure you select 2014-15 school year in upper left corner.
 First year school/district went on 4 day school week
 Are all schools on 4 day school week
 Day of week not in session
 Actual number of school days scheduled
 Number of elementary hours scheduled (Cannot be less than
990)
 Number of secondary hours scheduled (Cannot be less than
1080)
4 Day School Week
Information you need to supply and enter: (Cont.)
 Date current year calendar adopted by local school board. (can
use a future date if board has not voted yet.)
 Reason of school/district going on 4 day school week
 If district is on turnaround or priority improvement additional
documentation will need to be sent to Jhon Penn at
penn_j@cde.state.co.us
 Copy of respective school calendar
 Building class schedules, assembly schedules, bell schedules
including lunch
 Professional development calendar
End of Year
End of Year is open
 2013-2014 End of Year is open
 Identity Management groups are available.
 Acronym is SEY
 Examples:
 MOFFAT_2 PIPELINE-2800-SEY~LEAVIEWER Read-Only Role
 SILVERTON_1 PIPELINE-2820-SEY~LEAUSER Submit and Modify Role
 CENTER_26_JT PIPELINE-2810-SEY~LEAAPPROVER Approver Role
 Work with your LAM to get the role assigned
 Only assign one role
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End of Year
 Student End of Year snapshot
 Student Profile
 Snapshot
 Select Student End of Year and fill drop downs
 Press the create snapshot.
 Please create snapshots
 All districts must create an End of Year snapshot by
June 5th
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End of Year resources
 End of Year (EOY) website
 Data pipeline site -> snapshot -> End of Year
 http://www.cde.state.co.us/datapipeline/snap_eoy
 Schedule posted on EOY snapshot page
 Document on how to assign EOY groups posted
 Document on EOY process posted
 File layout and definitions are posted
 Known issues are posted – updated weekly
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Common defects
 Please reference the known issue document
 Posted on Data Pipeline -> snapshot -> End of Year website
 http://www.cde.state.co.us/datapipeline/eoy-defect-report
 Summary field shows status
 Not working means known issue
 Resolved means has been fixed
 Weekly updates – every Wednesday
 Check release notes in Data Pipeline
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Common defects
 Multiple defects in End of Year collection
 Please assume the system is in error before changing
data
 Developers are working on resolving these issues
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End of Year trainings
 Please email suggestions for training items
 Questions or concerns we need to discuss
 Specialized training ideas
 Email to: smith_k@cde.state.co.us
36
Course Codes
 Infinite Campus appends data to the course codes
and creates a new local course code on extract.
 Districts may need to remove existing course codes
from the Statewide Course Code System.
 Reload new Infinite Campus course code using the
extract.
 Load the Teacher Student Data Link.
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Special Education Discipline
DISCIPLINE INTERCHANGE
TRAINING
 Two Discipline Webinars scheduled
March 26th at 11 am
March 27th at 3 pm
Subsequent Topic Specific Webinars to follow
 Dial in number is 1-866-764-6750
 URL http://connect.enetcolorado.org/data_services/
DISCIPLINE INTERCHANGE
TRAINING
 Take-Aways from the first webinar
 Administrative Units and Districts need to work together to
determine who at the district will be submitting the data
 Additional documentation is needed for clarification purposes
I’m open to any and all ideas for future webinar trainings
DISCIPLINE
IDM Roles
 Interchange User roles:
 LEA Viewer: able to view data. Read only access
 LEA User: able to upload, edit, and submit data to Interchange
DISCIPLINE INTERCHANGE
DOCUMENTATION
 Where do I go to find information relative to Discipline
Interchanges?
 Data Pipeline Website
 http://www.cde.state.co.us/datapipeline
DISCIPLINE INTERCHANGE
DOCUMENTATION
DISCIPLINE INTERCHANGE
DOCUMENTATION
 http://www.cde.state.co.us/datapipeline/inter_sped-discipline
DISCIPLINE INTERCHANGE
DOCUMENTATION
 http://www.cde.state.co.us/datapipeline/inter_interchanges
DISCIPLINE INTERCHANGE
DOCUMENTATION
Overview:
File Layout and Definitions:
2013-2014 Discipline Incident File Layout and Definitions
2013-2014 Discipline Action File Layout and Definitions
Business Rules:
2013-2014 Discipline Interchange Business Rules – Discipline Incident
2013-2014 Discipline Interchange Business Rules – Discipline Action
Template:
2013-2014 Discipline Incident Template
2013-2014 Discipline Action Template
Trainings:
Discipline Interchange Pilot Training
Configure Internet Explorer to download Excel Files from COGNOS
About the Discipline Interchange
 The discipline interchange is a set of two files which contain
discipline data for the school year – July 1, 2013 – June 30, 2014
 The discipline incident file contains data related to the incident
itself.
 The discipline action file contains information related to the
actions that resulted from the discipline incident.
 This information is used in the Special Education Discipline
Collection.
Discipline Incident Interchange
The purpose of the Discipline Incident Interchange file is to capture and verify
the attributes of a student with disabilities who were reported with a
disciplinary incident in the currently selected school year.
Student has been assigned a SASID and updated in the RITS System
A record for the student exists in the Discipline Action Interchange File
If an action follows in the following school year do NOT report the incident or
action in the 2013-2014 but rather in the 2014-2015 school year for which the
action took place.
Discipline Incident Interchange
Discipline Incident
Admin Unit/SOP Code
This is a carry over from ADE and is not actually used – please zero-fill the field.
School District/BOCES Code
Must be a valid District Code within the reporting district/BOCES
School Code
School code must be a valid school within the district. Grades served at the reported school must include
grade reported for the student. If a student attends a program – zero-fill school code and submit a program
exception.
A unique ten digit number assigned to each incident by reporting LEA. Must match number in the Discipline
Action file
Incident Identifier
Date of Incident
Format is MMDDDYYYY – Between July 1, 2013 and June 30, 2014
Behaviors
ZERO-FILL – this field was held to accommodate the Safety and Discipline Collection. Cannot be blank
Weapons
ZERO-FILL – this field was held to accommodate the Safety and Discipline Collection. Cannot be blank
Reported to Law Enforcement
ZERO-FILL – this field was held to accommodate the Safety and Discipline Collection. Cannot be blank
Serious Bodily Injury
ZERO-FILL – this field was held to accommodate the Safety and Discipline Collection. Cannot be blank
Discipline Action Interchange
The purpose of the Discipline Action file is to capture and verify the attributes
of a student with disabilities who were reported with a disciplinary action
resulting from a disciplinary incident in the currently selected school year –
July 1, 2013 – June 30, 2014
Student has been assigned a SASID and updated in the RITS System
A record for the student exists in the Discipline Incident Interchange File
If an action follows in the following school year do NOT report the incident or
action in the 2013-2014 but rather in the 2014-2015 school year for which the
action took place.
Discipline Action Interchange
Discipline Action
Admin Unit/SOP Code
Must be zero-filled. This is a carryover from ADE
Disciplines
School District/BOCES Code
Must be a valid District Code within the reporting
District/BOCES
Discipline Start Date
School Code
School code must be a valid school within the district. Discipline Action Length
Grades served at the reported school must include
grade reported for the student. Zero-fill if a student is
attending a program – send in an exception.
A unique ten digit number assigned to each incident Special Education Removal Type
by reporting LEA. Must match number in the
Discipline Incident file.
Will be validated against RITS at the time of
Special Education Removal Reason
submission
Incident Identifier
Student's State ID (SASID)
Must be zero-filled if Special Education Removal
Type is “01” Unilateral Removal by School
Personnel or “02” Unilateral Removal by a
Hearing Officer.
Format is MMDDYYYY – must be within the
collection period July 1, 2013 – June 30, 2014
Must be 4 characters – between half day and
th
365 days (005-3650.) Half days included in 4
th
position. 4 position must either be a 0 or a 5.
Must be zero-filled if Discipline is 01-In-School
Suspension, 02 – Out-of-School Suspension, 03 –
Expulsion
Provide a Removal Reason Code for instances in
which the student was Unilaterally Removed by
School Personnel for Drugs, Weapons, or Serious
Bodily Injury
Cannot be zero-filled if Discipline is 03 –
Expulsion
Student's First Name
REQUIRED – will be validated against RITS
Received Education Services During Expulsion
Student's Last Name
REQUIRED – will be validated against RITS
Habitually Disruptive Student
Zero-filled – Safety and Discipline Field. Cannot
be blank.
Student's Gender
REQUIRED – Will be validated against RITS
Referred to Alternative School or Program
Zero-filled – Safety and Discipline Field. Cannot
be blank.
Student's Date of Birth
REQUIRED – Will be validated against RITS
Special Education Action Flag
Must be 1
Discipline Action Identifier
A unique ten digit number assigned to each discipline
action by LEA
Submitting Discipline Interchange
Files
Submitting Discipline Interchange
Files
Submitting Discipline Interchange
Files
The Data Pipeline will accept
Excel, CSV, or Text Files.
Submitting Discipline Interchange
Files
Steps for uploading the files
1) Once the files are created, run them through the Format Checker to ensure all the
bytes are correct
Validation Report
Once you submitted the files by uploading them through the Data File Upload screen
you will be able to see a summary of what if any errors you may have by clicking on the
Validation Report button on the right hand of the screen.
Dataset: Discipline
File Type: Action or
Incident
School year: 20132014
LEA
BATCH ID
ERROR CODE
ERROR TYPE
ERROR MESSAGE
COUNT of records
receiving the error or
warning.
Reviewing Errors
If you want to see a detailed list of errors, go to
1. Cognos at the bottom of the Data Pipeline System Screen
2. Another window will open
3. Choose Discipline Interchange Folder and choose one of the following error reports
1.
2.
3.
4.
Discipline Action Error Detail Report
Discipline Action Error Summary Report
Discipline Incident Error Detail Report
Discipline Incident Error Summary Report
Reviewing Errors
You can choose to view all Errors and Warnings
Just one Error or Warning
Choose the Finish Button once you’ve made your
selection.
If no selection is made all of the errors will be
displayed on the report.
Reviewing Errors
You can view the errors and the records receiving the error on-line in the browser or
you can download the report as PDF HXML or EXCEL
Remember if you are reviewing the report in the browser to hit page down to see the
next set of errors.
Once you know what records have which error, go to the source make a correction,
make a change in the interchange file, and reupload the updated file in the Data
Pipeline website.
Status of Records
If you wish to see the status of the files submitted you’ll want to
go to the following screens in the Data Pipeline System
•Discipline
Status Dashboard
This page will show you the following information




Does Data Exist?
Number of Validation Errors
Number of RITS Errors
When the file was last Updated
TIPS
 We suggest you update your files with disciplinary data as soon
as you have it and then begin submitting them to the Data
Pipeline website.
 While we’ve tried our best to test the business rules and the
system invariable something will come up that we hadn’t
thought of or isn’t working and it would be better to identify
these issues early on rather than close to the federal reporting
deadline.
Special Education End of Year
S p e ci al Ed u ca t ion E O Y Tr a n s ition t o D a t a P i p e lin e
March
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• Pilot 2 (test in QA environment)
• March 25-April 4 (will kick off on the 25th huddle)
April
• Mock Sped EOY
• April 14-25 (AUs take snapshots to identify edits not
functioning correctly yet)
May
• Collection officially opens May 1st
• Webinar trainings on collection specifics May 6 & May 13
@ 11:00 am (huddle time)
June
• First due date Sped EOY 13-14
• Wednesday June 18th: Date by which 90% of your final
record count must be passed Interchange validations
Special Education End of Year
Pilot Schedule: March 25-April 4
Webinars
Tuesday April 1: 11-12
Friday April 4: 10-11
Goal
Test each Sped EOY snapshot business rule to make sure it is
functioning correctly.
Test and practice the entire process starting with file upload to
snapshot creation.
Process
 Upload the Child, Student Participation, and Parent Association (if required)
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
files to the ESSU IEP Interchange (production):
https://cdeapps.cde.state.co.us/index.html
Fix errors so every record will pull into snapshot.
Files will move to Data Pipeline QA (and production) every 15 minutes.
Access the Data Pipeline TEST database to verify files have moved
over. https://oam-test.cde.state.co.us/index.html
Once files have moved over, create Special Education EOY snapshot.
 Read through error reports to verify rules are working correctly (refer to the
list on the next slide as to which ones “should” be working)
Edits to focus on this week
 SY007, SY031, SY033, SY035, SY038, SY039, SY042, SY044,
SY050, SY055, SY060, SY062, SY065, SY132, SY137, SY133,
SY138, SY139, SY142, SY146, SY145, SY150, SY152, SY153,
SY155, SY156, SY160, SY161
 SY080: Date of Exit from Special Education must be within the current
school year (Example: 07012013 06302014) if not zero-filled is fixed.
Should allow zero-filled dates now.
 Note: SE260: At least one PROVIDER Edid is required with this attendance
code was deactivated in Data Pipeline. Should be removed from ESSU IEP
Interchange very soon. Rule is moving to December Count snapshot (for
next year).
66
Adult and Student Contact Info
 Collected for Indicators 8 (Parent Involvement) and 14 (Post-School
Outcomes)
 Student Parent Association file only required for AUs checked under Ind. 8
 Both 8 and 14 Sample Tables posted on Data Pipeline website under:
 Interchanges/Special Education IEP/Additional Resources
 For 13-14 collection, see column labeled : “14-15 from EOY 13-14”
 Link to Adult and Student Contact Information guidance (please read):
http://www.cde.state.co.us/sites/default/files/Adult%20and%20Student%20
Contact%20Information.pdf
 Adult Contact ID field hopefully going away after this year  You can zerofill it for the 13-14 collection. Sorry for the short notice!
Special Education EOY Contact
Information
 Lindsey Heitman 303-866-5759 – heitman_l@cde.state.co.us
 Kristi Gleason 303-866-4620 – gleason_k@cde.state.co.us
 Orla Bolger 303-866-6296 – bolger_o@cde.state.co.us
 Kathy Baca 303-866-6989 - baca_k@cde.state.co.us
 Sonia Vargas 303-866-6649 – vargas_s@cde.state.co.us
11 th Grade Alt Assessment
11 th Grade Alternate Assessment for
Colorado ACT
Assessing Students with a Disability Webpage - 11th Grade
Alternate
Steps Completed
 Created Preliminary Snapshot
 Verified Roster against IEP
 Errors corrected
 Submitted test order on Survey Monkey form
 Print order completed
 Shipping complete
 Test administrators trained; DAC distributes testing materials
 Test Administrators review and gather materials
April 1-25
Test Window Opens
 Test Administrators:
 Keep test materials secure
 Schedule time for each student to complete all
performance tasks
 Score performance using the Level of
Independence rubric
 Record on the green Score Reporting Sheet
 Complete all items before April 25
 Return ALL testing materials to the DAC
April 28 – May 8
Data Entry Window Opens
 District Assessment Coordinator receives all testing
materials – Keep until August!
 Use the green student data sheets and score
reporting sheets to enter the scores
 Create a new roster; verify students on the list
 Click on the radio button in front of the student
name
 Enter scores - verify accuracy – SAVE- SAVE! Check
Cognos Reports
 Data Respondent will approve and submit
May 8 th 5:00 PM Collection
Closes
 May 8th by 5:00 PM– All districts approve,
submit and fax sign-off form to CDE.
 Download sign-off form to be signed by
the District Assessment Coordinator, Data
Respondent and district Director of Special
Education
April 28-May 8th
 If your district had no students
testing, your LEAAPPROVER will create
a final snapshot (still showing no
students on the roster) approve,
submit and fax in the sign-off form to
complete the collection.
 This can be done any time between April
28-May 8th.
You are welcome to call or email
with questions!
Linda Lamirande
Accommodations & Assessment Senior Consultant
Exceptional Student Services Unit
Colorado Department of Education
303-866-6863
Lamirande_L@cde.state.co.us
Datapipeline.support@cde.state.co.us
This material was developed under a grant from the Colorado Department of Education. The content does not necessarily represent the policy of the
U.S. Department of Education, and you should not assume endorsement by the Federal Government.
for joining us today.
joining us today!
Next Town Hall: April 3rd