Truancy Data Collection Importance of Quality Data

Why are we collecting this data? Overview of importance of collecting Data –What are Data? –Why is Data Governance involved? –What is Data Quality? What is the current collection process? How will collection occur in the future? Questions Our Discussion Today

Legal Mandate (WV Code § )WV Code § –Track and record outcomes –Evaluate effectiveness “in reducing unexcused absences for the youth referred to the program” Data must include, at a minimum: –# successfully completing truancy diversion program; –# referred to the court system after failing to complete truancy diversion program –# successful completers who later accumulate 5+ unexcused absences Why Truancy Data

What are data? Why are data important? Why is data governance involved? What is data quality important? Data & Governance Overview

Data are any pieces of information that are collected and, ideally, stored. Data can include anything…not just numbers! Education Data: –Information that is collected about the education system and stakeholders within it. –Includes a vast array of topics. For example: Attendance Grades Discipline Assessments Facility Information Educator Qualifications What are Data?

Data are used as evidence to determine what practices are, and are not, working. Data are used to inform decision making and make real changes at the state, county, school, and classroom levels. Why are Data Important?

Data in West Virginia West Virginia Education Information System (WVEIS) 1990-present Foundation of all student, personnel, financial data WVEIS on the Web (WOW) Web-based data entry Limited reporting capabilities ZoomWV & ZoomWV-e Dashboards and reports Different levels of access by role Early Warning System Predictive analytics Dashboard-style reporting

Processes and systems governing data quality, collection, management, and protection Formal policies defining: –Roles and responsibilities Data access, disclosure, and use –Data management and monitoring –How data are collected, verified, accessed, and used What is data governance?

Throughout the entire life cycle of data! –Preparation –Data Collection –Data Quality –Reporting –Data “Loans” –Data Storage or Destruction When does it happen?

WVDE Data Governance High-level group of stakeholders internal and external to WVDE Core group of WVDE division leaders and district representatives WVDE staff representing program offices and functions C ONSTITUENTS * Data Governance Committee Data Policy Committee Data Stewards

Governance = Quality Security Accuracy Timeliness Usability

Data Quality Matters Builds trust in our data Single version of the truth to influence decisions eliminate redundancy Accuracy Relevant, real-time information Increased agility to respond to: Requests for information Privacy Incidents Timeliness

Better organizational collaboration Better opportunity for innovation Better decision-making Usability Decreased risk of compliance failures Policies protect student privacy Security Data Quality Matters

Protect Student Data FERPA –Federal education privacy law WVDE Policy 4350 –State-level FERPA –Governs access, disclosure, & consent Student DATA Act (W.Va. Code §18-2-5h [2016])W.Va. Code §18-2-5h [2016] –New-ish state law limits data that can be shared

Protect Student Data Do not disclose individual student data! –... even if the judge calls up and asks nicely. Data access and use agreements must be in place to govern the disclosure of any student-level data. Reporting aggregate (group) data is allowed.

Current Collection Process Excel Document to Mollie WoodMollie Wood

Future Collection Process WVEIS on the Web (WOW) Web-based data entry Limited reporting capabilities ZoomWV & ZoomWV-e Dashboards and reports Different levels of access by role Entry into WVEIS Reporting from ZOOM

Contact Us Jeff Pitchford Data Governance Specialist Georgia Hughes-Webb Data Governance Manager Help Desk wvde.state.wv.us/zoomwv/ Dr. Andy Whisman Executive Director, ORAD