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New Data Coordinator Training – Part 2 Best Practices for Managing and Using Data Copyright © 2010, FCMAT/California School Information Services Oct. 27,

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Presentation on theme: "New Data Coordinator Training – Part 2 Best Practices for Managing and Using Data Copyright © 2010, FCMAT/California School Information Services Oct. 27,"— Presentation transcript:

1 New Data Coordinator Training – Part 2 Best Practices for Managing and Using Data Copyright © 2010, FCMAT/California School Information Services Oct. 27, 2010

2 Best Practices for Managing and Using Data, v1.2, Agenda  Introductions  Objectives  Context for Data Management Review  Data Quality and Auditing  Data Security and Confidentiality  Using and Relying on Data  Resources and Support

3 Best Practices for Managing and Using Data, v1.2, Introductions  Name  Local Educational Agency  Title/Job Responsibilities  How long in position  Size of LEA  Grade Levels  Special Populations  Reason for attending

4 Best Practices for Managing and Using Data, v1.2, Objectives Understanding of :  Factors affecting data quality  Data security and confidentiality issues  Data use and reporting considerations  Data resources and support

5 Best Practices for Managing and Using Data, v1.2, Context for Data Management Review  Statewide Education Systems  Statewide Identifiers  SSID  SEID  Organizational Support  Leadership Support  Data Management Teams

6 Best Practices for Managing and Using Data, v1.2, Concepts for Data Management Review Key Concepts  Data Management  Data Elements  Anomaly  Academic Performance Index (API)  Adequate Yearly Progress (AYP)  Program Improvement (PI)

7 Best Practices for Managing and Using Data, v1.2, Student System School Site Data Entry HR STATE CALPADS FEDS Data Entry/Local Systems of Record Special Ed Special Ed State Testin g Local Education Agency Local Use Food Service CSIS COMMUNITY CBEDS- OPUS COLLEGES/UNIVERSITIES Financial System The Flow of Education Data

8 Best Practices for Managing and Using Data, v1.2, Needs Assessment  Based on the results, what areas would you like to focus on?  What resources would you need?  How much time would it take?  Who should be included?

9 Data Quality Best Practices for Managing and Using Data, v1.2,

10 10 Key Concepts SYSTEMS OF RECORD STUDENT SYSTEM Student Name Address Gender - Ethnicity Birth date Parent Info Disability Codes IEP Info – Services Student Name Gender – Ethnicity Birth date SPECIAL EDUCATION TEACHER INFO NAME EXPERIENCE CREDENTIALS HUMAN RESOURCES FOOD SERVICES FREE/REDUCED INFO STUDENT NAME ADDRESS PARENT INFO Special Ed Staff HR Staff Food Service Staff School Site Staff DATA STEWARDS

11 Best Practices for Managing and Using Data, v1.2, Ensuring Data Quality Establish Standards  Evaluate Local and State Requirements  Designate Data Stewards  Adopt State Codes Promote Efficiency Identify System of Record Collect data as a part of regular operations Reduce redundancies by linking data systems

12 Best Practices for Managing and Using Data, v1.2, Ensuring Data Quality Data Entry Practices and Environment  Allow time for data entry  Evaluate work spaces  Review forms  Consider short-term mitigations

13 Best Practices for Managing and Using Data, v1.2, Tools to Support Data Quality  Document Systems and Processes  Conduct Training  Establish Support Structure  Use Data Collection and Reporting Calendars Ensuring Data Quality

14 Best Practices for Managing and Using Data, v1.2, Ensuring Data Quality Data Auditing  Analysis of Findings  Error Determination or Exception  Error Replication  Sources of errors and sources of correct data  Notify appropriate staff of errors detected and how they will be corrected  Correction of problems

15 Best Practices for Managing and Using Data, v1.2, Auditing Data Using Excel Excel Examples  Text Import  Filtering  VLookup

16 Best Practices for Managing and Using Data, v1.2, Best Practices for Ensuring Data Quality  Establish data entry standards and expectations  Provide staff development for all involved in data collection, reporting and analysis  Documentation and/or other support tools are available  Staff know how to get assistance

17 Best Practices for Managing and Using Data, v1.2, Best Practices for Ensuring Data Quality  Site staff understand the purpose of the information requested and understand the link to instructional programs and reporting requirements  Staff have appropriate work spaces and time to complete required data entry  Data management team establishes and maintains data collection and reporting calendar

18 Best Practices for Managing and Using Data, v1.2, Data Security and Confidentiality

19 Best Practices for Managing and Using Data, v1.2, Data Security Security and Confidentiality  Data Access  Passwords  Physical Environment  Staff Development – User Training  Security Settings  Data-Breach Procedures  Monitor Logs  Incident Response Plan  Disaster Recovery Plan  Rotation  Off Site Storage

20 Best Practices for Managing and Using Data, v1.2, Data Confidentiality Legislation FERPA Regulations (Family Educational Rights and Privacy Act) Protects the privacy of student education records  Non-Confidential Data Elements  Parent Notification  Opt-out of Directory Information Release  Military Release  Sharing SSIDs  Confidential Data Elements (next slide)

21 Best Practices for Managing and Using Data, v1.2, Data Confidentiality Confidential Data Elements  Social Security Number  Student health information  Discipline information  Lunch status (free or reduced)  Socioeconomic status  Title I status  IEP status and details  Individual assessment results and course grades  Migrant status, homeless status  Medicaid status  Other elements parents request to exclude from directory

22 Best Practices for Managing and Using Data, v1.2, Data Confidentiality Legislation (cont)  HIPAA (Health Insurance Portability and Accountability Act)  Protects the privacy of individual’s health information   FERPA takes precedence in any conflict between FERPA and HIPAA regulations in a K- 12 setting

23 Best Practices for Managing and Using Data, v1.2, Data Release Procedures  Snooping  Social Engineering  Data release procedure/protocols  Log requests  Approval process  Board Policies  Faxing 

24 Best Practices for Managing and Using Data, v1.2, Best Practices for Security and Confidentiality  Protect the physical and electronic security of data  Train staff on the importance of data privacy  Establish procedures for the release of data  Establish board policies for sharing confidential information  Review the FERPA and HIPAA regulations  Establish procedures for responding to data breaches  Develop a disaster recovery plan

25 Best Practices for Managing and Using Data, v1.2, Using and Relying on Data

26 Best Practices for Managing and Using Data, v1.2, Student System School Site Data Entry HR STATE CALPADS FEDS Data Entry/Local Systems of Record Special Ed Special Ed State Testing Local Education Agency Local Use Food Service CSIS COMMUNITY CBEDS- OPUS COLLEGES/UNIVERSITIES Financial System The Flow of Education Data

27 Best Practices for Managing and Using Data, v1.2, Fundamentals of Using Data  Leveraging a Valuable Resource  Reinforcing Culture of Quality & Continuous Improvement  Guiding Decision-Making  Setting and Supporting District Goals  Analyzing Performance  Evaluation  Accountability

28 Best Practices for Managing and Using Data, v1.2, Local Audiences for Data Reporting District administrators and boards of education  District vs. County vs. State School administrators and teaching staff  Aggregate Data  Individual Student-Level Data Parents  School Performance  Student Achievement Students  Individual Performance

29 Best Practices for Managing and Using Data, v1.2, Sample Data Views School Site Administrators / Teachers  Aggregate Data  School-wide, Departmental, Grade Level and Classroom Summaries  Subgroups  Intervention Programs  Individual Student-Level Data

30 Best Practices for Managing and Using Data, v1.2, Student System School Site Data Entry HR STATE CALPADS FEDS Data Entry/Local Systems of Record Special Ed Special Ed State Testing Local Education Agency Local Use Food Service CSIS COMMUNITY CBEDS -OPUS COLLEGES/UNIVERSITIES Financial System The Flow of Education Data

31 Best Practices for Managing and Using Data, v1.2, Using and Relying Upon Data, Slide 31 Local Education Agency Local Use Student System Optional Local Data System Continuous Improvement Cycle Generating Reports Generating Reports Additional Data Collection Additional Data Collection Instructional Program Decisions Instructional Program Decisions Data Analysis Interventions /Implementation Local Assessments Local Assessments Making Local Instructional Decisions Professional Learning Communities

32 Best Practices for Managing and Using Data, v1.2, Sample Data Views District Administrators/ Boards of Education  API/AYP  Similar Schools  Local Priorities  Board and District Goals  Departmental Goals

33 Continuous Improvement Cycle Present State Transformational Planning Analysis of Present State Transition to new state Adapted from the Full Guide Center for Research on Evaluation, Standards & Student Testing Implement Plans Collect data for monitoring & evaluation Identify what we know Identify available data Analyze and rework Communication Build consensus and make decisions Communication Prioritize needs and options Data analysis and interpretation Targeted data collection OK Identify desired results Develop targeted plan Identify resources Identify interventions Create monitoring & evaluation plan COMMUNICATIONCOMMUNICATION 33

34 34 Continuous Improvement Cycle Present State Transformational Planning Analysis of Present State Transition to new state Implement Plans Collect data for monitoring & evaluation Identify what we know Identify available data Analyze and rework Communication Build consensus and make decisions Communication Prioritize needs and options Data analysis and interpretation Targeted data collection OK Identify desired results Develop targeted plan Identify resources Identify interventions Create monitoring & evaluation plan COMMUNICATIONCOMMUNICATION Adapted from the Full Guide Center for Research on Evaluation, Standards & Student Testing

35 Best Practices for Managing and Using Data, v1.2, Components for Data Reporting and Analysis  Infrastructure is in place to support data collection and analysis  Data is of high quality  All staff have access to needed data  Reporting tools support data analysis  Staff have requisite skills to use and interpret data

36 Best Practices for Managing and Using Data, v1.2, Design Considerations  Organize the data set to group, prioritize and sequence  Choose the best method of display depending on message you intend to convey  Highlight those data that are most important to the message you are trying to communicate  Remove anything the visually distracts from the data  Avoid bright colors, use lowly saturated natural colors

37 Best Practices for Managing and Using Data, v1.2, Design Considerations  Samples of reports for different audiences  Board Summary  School level report  Class  Student

38 Best Practices for Managing and Using Data, v1.2, Program Improvement

39 Best Practices for Managing and Using Data, v1.2, Data Presentation Web Resources DataQuest Ed-Data Educational Results Partnership (formerly Just for the Kids) Santa Clara County Office of Education Kidsdata.org

40 Best Practices for Managing and Using Data, v1.2, Best Practices for Using and Relying on Data Data/information systems are:  a valuable organizational resource  used to create a common understanding, to set goals and to measure progress Staff are:  aware of what data and tools are available  trained in the use of data and analysis

41 Best Practices for Managing and Using Data, v1.2, Best Practices for Using and Relying on Data Infrastructure is in place to support the use of data  All schools use the same SIS and can be integrated at the district level  Data from supporting systems can be integrated and aggregated Data are regularly reviewed in a continuous improvement cycle to guide decision-making Data is used to inform and identify opportunities

42 Best Practices for Managing and Using Data, v1.2, Resources  CETPA   TechSets   Vendors and User Groups   CSIS  training/default.asp training/default.asp

43 Best Practices for Managing and Using Data, v1.2, Resources  Microsoft Excel and Graphic Design Support   Design Considerations  Few, Stephen. Show Me the Numbers: Designing Tables and Graphs to Enlighten, Oakland, CA: Analytics Press, 2004  Tufte, Edward. The Visual Display of Quantitative Information, Cheshire, CT: Graphics Press, 2001

44 Best Practices for Managing and Using Data, v1.2, Summary  Context for Data Management Review  Data Quality and Auditing  Data Security and Confidentiality  Using and Relying on Data  Resources and Support

45 Please Complete Our Survey  Best Practices for Managing and Using Data, v1.2,

46 Best Practices for Managing and Using Data, v1.2,


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