1. Increase IDEA Data Use in an Integrated Statewide Longitudinal Data
Nick Easter, Nevada Department of Education
Erik Friend, Oklahoma State Department of Education
Jeff Sellers, Center for the Integration of IDEA Data (CIID)

2. Agenda What is CIID? What is Generate? The Nevada Data Story
The Oklahoma Data Story
Questions/Discussions

3. CIID Technical Assistance
The Center for the Integration of IDEA Data is a technical assistance data center funded by the Office of Special Education Programs (OSEP)
MISSION Help states integrate IDEA Part B Sections 616 and 618 data with their statewide longitudinal data system (SLDS)
SUPPORTS Develop resources and provide direct support to states to improve their data integration efforts

4. Slide 4

5. Generate

6. Benefits of Generate Automates and simplifies IDEA data reporting
Provides more consistency across SEAs for IDEA data reporting
Supports timely and efficient IDEA data reporting by IDEA Data Managers and EDFacts Coordinators
Uses SLDS data to report IDEA related EDFacts and relevant APR Indicators
Lays groundwork beyond IDEA data
Includes data elements that encompass P20W

7. The Nevada Data Story Historical background and context
History
19 Districts (LEAs)
56,791 Special Education Students
State Charter School Authority
17 Districts
University School
-Two separate systems at both the LEA and the state level
Historical - LEA contracts with a vendor for a Student Information System (SIS) and an electronic IEP system
Two IDEA data collections per year from LEAs
SIS data is uploaded nightly from the LEA to the SEA
Current – One statewide student information system and statewide IEP system. IDEA data syncs to the state in real time.
Infrastructure Change
SEA
Align the data standards across the database so we can migrate the legacy data into the SLDS
Align the data standards of tables within the same database
The SLDS and the IDEA databases have been around for several years and through several different DBAs.
Merge the Legacy data within the SLDS
Historically - each LEA has their own data standards and data is converted at the SEA.
LEA
Student Information System Governance board has been established with membership from SEA and LEA.
Current - LEAs are aligning their data to the SEA data standards.
New Statewide SIS will automatically assign a State ID
Unique ID
Historical background and context
Now doing integration – why
Getting all the special education data into the SLDS - this is our biggest priority
Current Status
What’s Next?
Plans for data use
Impact on data management

8. Previous Data Submission Structure
IDEA Data
Student Data
EDEN Reporting
Early Childhood Outcome Data
Postsecondary Follow-Up Data
Individual File Review Data for monitoring IEP compliance
The System of Accountability Information in Nevada (SAIN) data warehouse currently collects data on a nightly basis from every LEA and Charter School in the State.
These data are then normalized and mapped into the SAIN database.
(Bighorn portal) that houses custom applications including, but not limited to, schools and LEA demographic application, federal reporting data store, 160+ user driven student data, teacher data, and school/LEA demographic reports, problem and resolution tracking, common documentation repository, asset inventory, project management application, and many sites for online collaboration involving the NDE leadership, the NDE program offices, LEAs, and schools. Future P-20W USPI and Data Link Architecture (USPI and future SLDS)
IDEA data collected 2 times a year, (count and environment) and (Discipline, Exiting, and Personnel)
- IDEA Data (Count, Ed. Environment, Discipline, and Exiting) Student-level special ed collection integrated within an all student collection, but not integrated with SLDS
- IDEA Data (Personnel) Aggregate collection (No student level data submitted to SEA)
- IDEA Data (Assessment) Student level data collected within SAIN (SLDS)

9. New Integrated Structure
Each LEA will use the same Statewide SIS. Each LEA SIS will be its own database but will be connected to the State Edition SIS.
This will allow for the syncing of data from the LEA to the SEA.
This will allow for the transfer of student records via the State Edition SIS
This will also allow for the SEA validate and pull data from the LEA
This will also allow for the SEA publish data and reports into the LEA

10. Nevada Generate Pilot

11. TA Supports from CIID Building tables for SLDS to integrate data
LEA Data Stewardship Training
Metadata mapping in the CEDS Align Tool
ETL from source system(s) into Generate
Pilot implementation of Generate

12. Benefits for Nevada Jump start to other work we are doing.
Future work - vision where we want to go.
Vision for Generate
Tools and products - other things, aligning with CEDS
Future Work
CEDs Compliant reporting server
EDFacts reporting for all files
State Report Cart
State Accountability Data
Public Reporting -

13. Successes for Nevada
First milestone achieved in the submission of C002 and C089 EDFacts files using Generate April 2017.
Working towards second mile stone of submitting Discipline, Exiting and Personnel EDFacts files from Generate November 2017
Future Work
CEDs Compliant reporting server
EDFacts reporting for all files
State Report Cart
State Accountability Data
Public Reporting -

14. The Oklahoma Data Story
History
109,394 Special Education Students
566 Districts (LEAs)
514 Dependent and Independent Districts
24 Brick and Mortar Charters
5 Virtual Charters
-LEA then manually reports some student data but mostly aggregated
Historical - LEA contracts with a vendor for a Student Information System (SIS) and does completes IEPs on paper or in form based program.
SIS data is uploaded nightly from the LEA to the SEA- but SPED data is extremely limited and very often not reliable from SIS.
Two IDEA data collections per year from LEAs
Current – 14 different Student Information System vendors (SIF based) and 1 statewide IEP system. IDEA data is available to state via web-based BI tool from vendor with a 24 hour lag. Currently working on syncing this data with SLDS nightly.
Infrastructure Change
SEA
The SLDS and the IDEA databases have been around for several years and through several different DBAs. Since the recent move to a Statewide online IEP system, the IDEA databases are having to be rebuilt because the more data is being captured and that has brought about the need to fully adopt a true data standard. Previously, we used the SIF protocol and other random aggregate reports with a SEA data dictionary.
Since the need for a data standard has arose, the agency has decided that the Common Education Data Standards (CEDS) will serve as our standard.
Before leaving the SEA, Duane Brown had already mapped our ODS from SIF protocol to CEDS, so we have a jump start.
We are now slowly migrating other data sets to CEDS
LEA
Historically and currently each LEA has their own data standards and data is converted to SIF for transport to the SEA.
A Data Governance board has been established with membership from SEA.
Current - LEAs are aligning their data to the SEA data standards.
Unique ID
The ODS assigns a unique primary key for each student at the State Level and then sends that back to the district for use in their SIS.
Current Status
Oklahoma has completed the TA agreement and has established access to databases and online IEP system (including Online IEP system BI tool) for CIID development team.
What’s Next
LEA Data Stewardship Training
Building tables for SLDS to integrate IDEA data
Metadata mapping in the CEDS Align Tool
ETL from source system(s) into Generate
Now doing integration – why
Historical background and context
What’s Next?
Plans for data use
Impact on data management

15. Data Submission Structure
The WAVE data warehouse currently collects data on a nightly basis from every LEA and Charter School in the State. The WAVE databases contain the state operational data store (ODS) and SLDS.
(Single Sign On) houses custom applications including, but not limited to, schools and LEA demographic application, federal reporting data store, user driven student data, teacher data, and school/LEA demographic reports, problem and resolution tracking, common documentation repository, asset inventory, project management application, and many sites for online collaboration involving the OSDE leadership, the OSDE program offices, LEAs, and schools.
IDEA data collected 2 times a year, (count and environment) and (Discipline, Exiting, and Personnel)
- IDEA Data (Count, Ed. Environment, Discipline, and Exiting) Student-level special ed collection integrated within an all student collection, but not integrated with SLDS, at this time. We are working to integrate all IDEA data
- IDEA Data (Personnel) Aggregate collection (No student level data submitted to SEA)
- IDEA Data (Assessment) Student level data collected within WAVE (SLDS) and validated through Single Sign On

16. Benefits for Oklahoma Jump start to other work we are doing.
Future work - vision where we want to go.
Vision for Generate
Tools and products - other things, aligning with CEDS
Business Intelligence application
Future Work
CEDs Compliant reporting server
EDFacts reporting for all files
State Report Cart
State Accountability Data
Public Reporting
BI tool over CEDS compliant databases containing validated and certified data to give LEAs a whole student picture (starting with SWDs) -

17. Successes for Oklahoma
Buy-in by agency leadership
Directly tied project to larger agency data strategy
TA agreement signed
Access developed and granted to CIID team
CEDS accepted by leadership as agency-wide data standard
SIF data mapped to CEDS
Future Successes
Databases and tables built for IDEA data
Integration of IDEA data with SLDS data -

18. What’s Next Building tables for SLDS to integrate IDEA data
LEA Data Stewardship Training
Metadata mapping in the CEDS Align Tool
ETL from source system(s) into Generate

19. Generate Examples

20. Slide 20

21. Slide 21

22. Slide 22

23. Slide 23

24. EDFacts Export Options

25. EDFacts Export Options

26. APR Submission Reports

27. Questions/Discussion