Data Collections Demystified Amy McLaughlin Director of IT Support Services Oregon Department of Education

So Many Collections, So Little Time ~ 80 Collections Start opening August 15 th and close June 30 th Validation windows Rights Access Relationships More….

Turn Chaos into Calm(er)

What I’ve Learned in 2.5 Years Data collections can make sense Sort them into logical categories Tie them together for the big picture Know who to contact for what

Data Collection at School – Registration, Attendance, etc. Data Submission via Collection Data Processing Data Validation Reporting & Decision Making: Federal, State, Report Card Collections – Part of a Bigger Picture

The Foundation Institutions Database – Every institution has an Institution ID (except programs). The Institution ID ties the collections together. Paper Collection! For changes only. Due September 15 th every year.

Student Level Collections SSID (Secure Student Identifier) is the Key to the Student Collections

SSID Every student has one Every student should have only one Student data is submitted tied to the SSID in student level collections SSID + Institution ID = essential for student level collections

Average Daily Membership (ADM) - Attendance Homeless Limited English Proficiency Discipline Career Technical Education (CTE) Collections Recent Arrivers Special Education Child Count (SECC) Post School Outcomes Post School Outcomes CDPR Getting A Picture of the Student Kindergarten Readiness

Staff Level Collections USID (Unique Staff Identifier) is the Key to the Staff Level Collections

Understanding the Classroom Staff Assignment Staff Position Class Roster IUID (Instructional Unit Identifier)

Institution Level Collections Institution ID is the Key to the Institution Level Collections and the Master Key to all collections

Institution Level Collections Financial Collections – Budget – Actuals PE – Minutes & Facilities American Recovery and Reinvestment Act (ARRA) High Cost Disability Principal Teacher Evaluation

Does my institution need an ID? Who gets an ID – Schools, Districts, ESDs – Organizations that need to contract with ODE How? – Directions on ODE Web Site esults/?id=219 Requests reviewed and approved by ODE

Other Data Inputs into ODE Systems * Department of Human Services, NCIS, etc. ** Disclaimer - Pie slices do not represent actual data proportions

What does ODE do with these data? (Or WWIFY – What’s in it for you) Collection data used for– – ADM = School Funding – EdFacts Reports to US Dept. of Education = Federal funding for schools & programs – Data Collections + Assessments = School Report Cards & identification of schools needing assistance – Mapping & foster care management – ODE policy, planning, research & more

Collection Schedule Constructed and vetted with the Data Collection Committee (statewide representation) Finalized spring of each year Contains all changes to collection in the next year Can be found at:

Roles & Responsibilities Collection Submitter District Security Administrator ODE Data Owner ODE Helpdesk ODE Chief Information Security Officer

Collection Submitter Submits data to collections May be pulling data out of other school/district/ESD systems to submit Validates the data

Who ya gonna call?

District Security Administrator Nominated by the district Superintendent One per district Creates users and grants rights to collections

ODE Data Owner Data “steward” is a better term Answers questions about: – The content of the data – The business rules of the collection – Will help you troubleshoot your data

ODE Helpdesk SSID Merges Report technical errors with submitting your data Help with identifying if data has been submitted or processed Validate, report and track collection bugs Testing of collection bugs and fixes Contact submitters when fixes are implemented

Data Security & Privacy ODE Chief Information Security Officer Education Information Security Committee Privacy and FERPA Compliance Computer Security Questions

Questions?

Thank You! Amy McLaughlin