1. Status of Part B 619 State Data Systems
Laura Hudson, Cristina Novoa, & Kathy Hebbeler
Improving Data, Improving Outcomes Conference
August, 2016

2. Today’s Goals Share information about Part B 619 data systems
Summarize info about changes to data systems between 2013 and 2015
Encourage discussion and gather feedback
Highlight resources and products

3. First, let’s talk about you

4. Overview and background

5. About the survey Data collected through online survey Response rates
Conducted survey in mid 2013 and fall 2015
Sent to 619 coordinators in 56 states and territories, group effort encouraged
Response rates
2013: 96% (54/56)
2014: 93% (52/56)
89% (51 states) answered the survey both years
Data presented here include missing data

6. Findings

7. Topics Data sources and systems Data linkages & transfer
Child level data
Workforce level data
School/program level data
Data linkages & transfer
Data governance and quality
Data access and use
Plans for data system design & enhancement

8. Child-level data & data systems

9. All
states reported having at least one electronic data system with personally identifiable child level data for all/nearly all children receiving Part B 619 services.
There was no change from No states in either survey year lacked a child-level data system.

10. More states in 2015 have their child-level data in one data system or linked across data systems.

11. All states that responded to the survey in 2015 reported using a unique identifier for children.
30%
of states in both 2013 and 2015 reported that they used the same unique child ID as Part C.

12. Most states (>75%) have these elements:
Child elements:
Service elements:
Name/ID
Date of service initiation
Date of birth
Service setting
Demographics
Name/ID of school or program
Disability category
Exit date & reason

13. Many states (50-74%) have these elements:
Family demographics
Services authorized
Date of:
Services received
Notification from Part C
Name/ID of personnel working with child
Transition conference
Evaluation assessment
Parent consent to evaluation/services
Initial IEP meeting

14. Fewer states (25-49%) have these elements:
Referral source
Child scores from assessment tools
Attendance
Name/ID of general education teacher working with child
Other information about disability (other than category)

15. These data are complicated
Does your state have a data element on “family demographics?”
No > Yes
Yes > No
No > No
Yes > Yes
8 states
13 states
9 states
21 states
Comparing data across years leads to questions about data quality.

16. A few data elements are now being collected by more states.
89%
Name/ID of school/program
80%
78%
Date of referral to Part B
68%
57%
Date of transition conference
45%

17. Workforce-level data & data systems

18. The majority of states have at least one data system with data on individual preschool special education teachers, and there has been little change over time. 7%

19. The majority of states have at least one data system with data on individual related services personnel, and there has been little change over time.

20. The majority of states have at least one data system with data on individual general education teachers working with children with IEPs, and there has been little change over time.

21. Most states reported using a unique identifier for workforce members, and this number has remained stable across survey years.
Seven states reported that they used the same unique workforce ID as Part C.

22. Slightly more states have data on special education teachers than other professions

23. Slightly more states have data on special education teachers than other professions

24. School and program-level data
& data systems

25. Less than half of states have a data system with classroom or program level data for classrooms/programs attended by children aged 3-5 with IEPS, and there has been little change over time. 7%

26. Most states use unique identifiers for school districts

27. Slightly fewer states use unique identifiers for schools or programs
8 states use the same school/program ID as Part C.

28. Very few states use unique identifiers for individual classrooms

29. Programming/ curriculum Whether program serves children without IEPs
12 states
Program structure
21 states
Program quality
13 states
Whether program serves children without IEPs
17 states
States most often collect school and program data related to program structure and whether a program serves children without IEPs

30. Comments? Questions?

31. Data linkages & transfer

32. Districts/LEAs use a variety of methods to report data to the state lead agency
79%
of states use a web-based data system.
34%
of states use batch uploads.
29%
of states use spreadsheets.
13%
of states use an internal network.

33. Individual workforce member data
19 states
Individual workforce member data
5 states
Individual child data
14 states
6 states
Classroom data
7 states
Individual workforce member data
School/program data

34. Individual workforce member data
19 states
Individual workforce member data
5 states
Individual child data
14 states
6 states
Classroom data
7 states
Individual workforce member data
School/program data

35. Most states have child level data for Part B 619 and K-12 special education in the same system or linked.
Most states have child level data for Part B 619 and K-12 general education in the same system or linked

36. Data governance and data quality

37. Most states have a data governance body responsible for data on children age 3-5 receiving special education. 7%

38. Data governance bodies that 619 programs participate in vary in scope

39. States use many tools to verify data
54%
63%
77%
91%
Fewer states
More states

40. Data access and use

41. Districts/LEA staff have greatest access to data

42. Most states allow 619 coordinators to produce aggregated data displays or reports, and there has been little change over time.

43. Most states allow 619 coordinators to access any child level data, but there seems to be a decrease over time.

44. Agreed or Strongly agreed
Most individuals feel that they are able to get data analyzed in timely manner for recurring data needs.
91%
Agreed or Strongly agreed

45. Agreed or Strongly agreed
Fewer, but still most individuals feel that they are able to get data analyzed in timely manner for new requests.
83%
Agreed or Strongly agreed

46. More 619 coordinators/Part B data managers know about CEDS now compared to 2013.

47. Of those 619 coordinators/Part B data managers who knew about CEDS, relatively few had used it.

48. Plans for data system enhancements and new data systems

49. One quarter of states are planning to develop a new data system in the next two years.

50. Nearly half of states are planning major data system enhancements in the next two years.

51. Plans for enhancements are diverse

52. Summary: selected findings
States collect a good deal of data on children.
More states are now able to link child data across multiple systems or keep it all in one data system.
Most states have workforce data; data on preschool special education teachers is most common.
Less than half of states have a data system for classroom or program level data.

53. Summary: selected findings
In most states, districts/LEAs use web-based data systems to report data to the state lead agency; batch uploads and spreadsheets are also common.
Linkages between individual child data and workforce data are most common, followed by linkages between individual child data and school/program data.

54. Summary: selected findings
The majority of 619 programs participate in a data governance body that also includes K-12 special and general education in the scope.
Districts/LEAs have greatest access to data; 619 coordinators are less likely to have access.
Quite a few states are planning to develop a new data system or majorly enhance an existing data system in the next 2 years.

55. Comments? Questions?

56. Products and resources

57. Products and resources
State of the states maps
Framework and self-assessment
Critical questions

58. Tell us what you think
Click here to access the evaluation after the session is over.

59. Comments? Questions?

60. Connect with us Questions about the 619 data? Laura.hudson@sri.com
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61. Photos
Baby: acjetter, CC license

62. The contents of this presentation were developed under a grant from the U.S. Department of Education, # H373Z However, those contents do not necessarily represent the policy of the U.S. Department of Education, and you should not assume endorsement by the Federal Government. Project Officers, Meredith Miceli and Richelle Davis.