Providing Access to Data Resources & State FERPA Agreements Jay J. Pfeiffer Assistant Deputy Commissioner Accountability, Research, & Measurement, FLDOE

Additional roles include: Department-wide conduit for LMS, LED, Census, BEBR publications Division of Accountability Research & Measurement Assessment & School Performance Evaluation & Reporting Student Information Source Systems Source Information Systems Secondary Postsecondary Teacher Cert. School Grades Research NCLB/AYP K-12 CC/TC SUS Integrating Systems Source Systems Employment Assessment Financial Aid Teacher Cert. Facilities Employment Earnings Postsecondary Ed. Welfare Incarceration Licensure K-20 Education Data Warehouse FETPIP Florida’s Primary K-20 Data Resources

Florida Education and Training Placement Information Program (FETPIP) Annual Collection Cycle High School Vocational Center Community College Public University Independent University Other Programs Federal Programs Welfare Transition Services FL Corrections Releases Special Projects, Longitudes FL UC Covered Employment Fed Government & Postal Service Uniformed Military Service Out-of-State Employment Out-of-State Postsecondary Ed. Public University Enrollment Public Adult Ed. & Vocational Enrollment Private College & University Enrollment Public Community College Enrollment FL Corrections Incarcerations Performance and Accountability Reports Workforce Funding Formula Ad Hoc Reports “CHOICES” Career Counseling Software Internet Education & WIA Reports Merge Files Unduplicate Edit Names & SSN Create Master Follow-up File Create Tapes & Files for Record Links Public Assistance Receipt February, 2003

Driving Forces - Longitudinal Information KindergartenAdult Student PK12CCUnivWorkDev

Educational Institution Demography Educational Awards Educational Staff Courses Grades, Standardized Test Scores Financial Aid Student Employment K20 Data Warehouse: Student-Centered

My favorite request: “Hey you, gimmee your data.” 1.Create reports and data gateways that will meet as many information needs as possible, when this is not sufficient 2.Educate requestors – refer them to readily available resources including data dictionaries, meta-data. To the extent possible, always dissuade requestors from asking for individually-identifiable student information. 3.Work with requestors to refine, focus, and formalize requests, including necessary release or data sharing agreements. 4.Follow a clear approval process. 5.Provide data.

Four Types of Access Routine Fact Books Research Reports Information Briefs Static Web Pages Aggregates Drillable Core Products Business Intelligence Anonymized Student Data Data at the individual level, not necessarily identifiable Personally Identifiable Student Data Data needed to link to Other data sources FERPA - related Concern: Cell Sizes, linkages Data Release or Data Sharing Agreements are required

Dimensions

Initial, Default Display Group

Dimensions are simply dragged and dropped from the left onto the initial, default display group. In this example, of the 771 Black (non Hispanic) Females who received an AS in nursing (RN) in , 440 required remediation.

Agreements: Providing student level data within the Custodial Agency SAMPLE State Department of Education Bureau of Student Information Systems BUCKLEY AMENDMENT INFORMATION REQUEST Date Requesting Agency: Term/Year: Purpose/Use: Public Law The Federal Education Rights Privacy Act, commonly known as the “Buckley Amendments,” limits the availability of personally-identifiable records of students. Educational institutions conducting studies for the purpose of improving instruction are permitted access to these records “if such studies are conducted in such a manner as will not permit the personal identification of students and their parents by persons other than the representatives of such organizations and such information will be destroyed when no longer needed for the purpose for which it is collected.” Access to these records or copies of these records may not be given by you to any person or agency. It is under this justification and these restraints that these records are made available to you. Acceptance and subsequent use of the records will constitute recognition if and adherence to the above limitations regarding use of these records. I understand these limitations and agree to adhere to them. Name:_________________________________________________ Signature:______________________________________________ Title:__________________________________________________ Organization:____________________________________________

Agreements: Providing Student-level data outside of the Custodial Agency 1.Parties: Identity of all parties to the agreement 2.Introduction: A section that discusses background considerations that necessitate the agreement 3.Purpose: A section describing why this agreement isnecessaryDetailed description of the purpose 4.Justification: A section describing why the agreement is necessary between the identified parties and why no other option could be pursued 5.Implementation: A section outlining the timing and implementation steps which will be taken to implement the agreement. Include particular files and their content to be exchanged. 6.Conditions and Practices: Describe the conditions and practices to be observed including limitations on use, redisclosure, who can view data, data storage, and data destruction. Include a provision that all involved are cognizant of these obligations. 7.Duration: Specify the length of time that the agreement covers, circumstances for cancellation or renewal. 8.Approvals: Legal approvals, key contacts, and authorized signatures