2015 Leadership Conference “All In: Achieving Results Together” The Challenge of Integrating Special Education Data Systems with General Education Data Systems Shiyloh Duncan-Becerril, California Department of Education Nick Easter, Nevada Department of Education Karmen Rouland, District of Columbia Office of the State Superintendent of Education Anna Mark, Center for the Integration of IDEA Data (CIID)

Center for the Integration of IDEA Data (CIID) Supports SEAs by providing responsive TA around IDEA data system integration and data management Focuses on SEA capacity to report IDEA Part B Sections 616 and 618 data Coordinates IDEA Part B, EDFacts and SLDS staff within SEAs to create efficiencies Coordinates and Collaborates with other OSEP data centers

CIID Data Integration Assessment (DIA): Results at a Glance 82% of SEAs have a statewide longitudinal data system (SLDS) 24% of SEAs with an SLDS described all their special education student-level data as fully integrated with their SLDS 32% reported that none of their special education student-level data were even partially integrated CIID Data Integration Assessment webpage: https://ciidta.grads360.org/#program/data-integration-assessment

California 715,000 Special Education Students 1700 Districts (LEAs) 139 SELPAs

Data Collection System California Special Education Management Information System (CASEMIS) 2 data collections per year from LEAs California is Local Control---Each LEA contracts with a vendor for a Student Information System (SIS) and an electronic IEP system Two separate systems at both the LEA and the state level

How does the data get to us?

Special Education Data All Other Student Data CALPADS Special Education Data CASEMIS SELPAS

Current Data Submission Structure SELPAs CDE Extraction Certification Data State and Federal Reporting LEAs

Integrating Data Systems

Challenges

Data Governance CA currently has no structured Data Governance Individuals work internally to build a network of data governance Data Governance lack executive and gubernatorial support

System Structure Private School Students Infants

Some Things Won’t Change Infrastructure at the district does not change 58 different SIS vendors in CA 5 Electronic IEP Vendors in CA

Success! Strong internal relationships Consensus support from both SELPA and LEAs Recognition that things need to change

Nevada 53,755 Special Education Students 18 Districts (LEAs) State Charter School Authority

Data Collection System Each LEA contracts with a vendor for a Student Information System (SIS) and an electronic IEP system Two separate systems at both the LEA and the state level SIS data is uploaded nightly from the LEA to the SEA Two IDEA data collections per year from LEAs

Current Data Submission Structure Student Data IDEA Data EDEN Reporting Early Childhood Outcome Data Postsecondary Follow-Up Data Individual File Review Data for monitoring IEP compliance

Data Integration Student Data IDEA Data

Challenges Data Governance Unique ID Infrastructure Change/CEDS

Data Governance Existing Data Governance committee Data Requests Information Security Transition from IT centric to cross agency collaboration Data Standards Policies and procedures SEA and LEA Data Stewardship

Unique ID Need common ID for SAIN and NVSEARS New Statewide SIS will automatically assign a State ID Matching Existing IDs with new SIS ID Need to find common ID with NV System of Higher Education Need to find common ID with Department of Employment Training and Rehabilitation

Infrastructure Change SEA The SLDS and the IDEA databases have been around for several years and through several different DBAs. Align the data standards of tables within the same database Align the data standards across the database so we can migrate the legacy data into the SLDS Merge the Legacy data within the SLDS

Infrastructure Change, cont. LEA Currently each LEA has their own data standards and data is converted at the SEA. Once LEAs go to the statewide SIS the LEAs will have to align their data to the SEA data standards. Merge the LEA Legacy data within the new SIS.

Data Integration Model

Successes Getting buy-in from all partners Buy in from 3 largest LEAs (87% of Student Population, already utilizing state SIS) Other LEAs will be migrating to state SIS within next 2 years Legislation to support state SIS (Budget, Regulation) Improving the Governance structure with focus on Data Standards, data integration, and policies and procedures.

District of Columbia 63 LEAs (Districts) 12,173 students with IEPs Geographic LEA: District of Columbia Public Schools 62 charter schools 12,173 students with IEPs

District of Columbia Infrastructure and Governance The State Education Agency (OSSE) reports to the Deputy Mayor of Education OSSE provides oversight, accountability, and resources to public schools Connections with PCSB and other agencies and stakeholders Data Governance and Policies: LEA use and data

Data Systems Several Student Information Systems (currently LEAs choose) Special Education Data System (SEDS) Statewide Longitudinal Educational Database (SLED): State Longitudinal Data System QB applications used for data collection and reporting (ex. Transportation Online Tool for Education (TOTE), Nonpublic Monitoring, Adjusted Cohort Graduation Rate)

Data Flow LEA SIS Automatic Data Transfer (ADT) Data Exchange and USI Engine SEDS Server Data Systems

Historical Background of Data in DC Many of our state’s systems, structures, and capacity came from OSSE’s data team in the Division of Specialized Education. As an agency, we are working to build on what worked well for the Special Education Data Team as we move forward with integration of systems.

Where is DC with Data Integration? People Special Education Data Team Data, Accountability, and Research Aligned meetings Team integration Ensuring skilled workforce to be at the forefront of data architecture, analysis, and system development Processes Aligned processes Data sharing agreements with stakeholders Processes around data flow Aligned policies Resources Programs Systems Supports and quality systems Increasingly adding special education data elements and student IEP information to our SLDS (SLED) Constantly revising systems, updating

Where Is DC with Data Integration and Where Are We Going? Fully Integrated Not Slides shows that we went from operating in siloes to merging together District of Columbia

Challenges Building external and internal relationships Data office and relationships with program areas within SEA Relationships between the data office and other DC agencies Data governance policies that are not responsive to LEA needs Currently, there is not one authoritative data warehouse Various systems for 618 data collection and reporting to OSEP Some special education data elements are fed to SLED. But, in terms of reporting, we have different systems.

Strategies for Overcoming Barriers Set up collaborative meetings between agency stakeholders Draft and enforce policies around data use and governance Support from leadership, elected officials, and stakeholders Special Education Data Team merging fully with larger agency data team, DAR

Vision for Integration Ultimate goal is to ensure the students in the District of Columbia are getting the services and education that is quality and setting them up for success We get there by having systems and technology in place that leads to Data Driven Decision Making and data transparency

Questions?

Resources Getting Started Making the Right Call (also available on any OSEP-funded data center: website) https://ciidta.grads360.org/#communities/pdc/documents/7896 Benefits of an Integrated Data System: https://ciidta.grads360.org/#communities/pdc/documents/7641 Increasing your SEA’s Capacity to Improve Data Management: Best Practices in Training, Mentoring & Professional Development: https://ciidta.grads360.org/#communities/pdc/documents/8076

Resources, cont. Planning Tools P20W Guide to Data Governance: http://nces.ed.gov/programs/slds/pdf/brief4_P_20W_DG.pdf Stakeholder Engagement Stakeholder Engagement & Sustainability: http://nces.ed.gov/programs/slds/pdf/Stakeholderengagement_Sustainability.pdf Stakeholder Engagement Toolkit: Traversing ‘Stakeholder Land’: http://nces.ed.gov/programs/slds/pdf/target_team_stakeholderland.pdf

Resources, cont. Data Management Using Common Education Data Standards Using CEDS: Data Governance: https://ceds.ed.gov/pdf/using-ceds-data-governance.pdf Using Align & Connect to Support the EDFacts Process: https://ceds.ed.gov/pdf/using-align-and-connect-to-support-edfacts-process.pdf SLDS Integrating SLDS Grants with Other Data System Grant Work: https://slds.grads360.org/#communities/pdc/documents/6447 SLDS Technical Assistance Program Website: https://slds.grads360.org

Contact Information Shiyloh Duncan-Becerril - SBecerril@cde.ca.gov Nick Easter – neaster@doe.nv.gov Karmen Rouland - karmen.rouland@dc.gov Anna Mark – anna.mark@aemcorp.com