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Kansas State Department of Education Data Collection and Security March 2015.

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Presentation on theme: "Kansas State Department of Education Data Collection and Security March 2015."— Presentation transcript:

1 Kansas State Department of Education Data Collection and Security March 2015

2 Kansas State Department of Education www.ksde.org KIDS: Kansas Individual Data on Students KIDS is the Statewide Longitudinal Data System and the core student data collection system in Kansas. KIDS assigns unique IDs which follow students as they move between programs, schools, and districts. Note that we do not collect or use SSNs in KIDS. KIDS eliminates ID duplication and supports management of longitudinal records for state and federal reporting as well as program monitoring. http://ksde.org/Portals/0/Communications/Publications/Fact%20Sheets/FACT_SH EET_Data_Coll_1214.pdfhttp://ksde.org/Portals/0/Communications/Publications/Fact%20Sheets/FACT_SH EET_Data_Coll_1214.pdf

3 Kansas State Department of Education www.ksde.org KSDE Data Collection Demographic Name, Birthdate, Race/Ethnicity, Gender Transportation Miles transported, Round Trip, Address, Non-resident Enrollment and Attendance School (Attendance/Accountability/Funding), Residence District Days enrolled, Attendance, Truancy Minutes Enrolled, Concurrent School Enrollment Exit Withdrawal Date / Type, Ex; Dropouts, Transfers Post Graduation Plans

4 Kansas State Department of Education www.ksde.org KSDE Data Collection Program Participation Free/Reduced Lunch, Virtual Education, Child of Military Family Special Ed: Primary Disability / Gifted / accommodations Homeless Residence / neglected, delinquent/ Title I Participation Immigrant Status/Birth Country/Refugee Status ESOL English for Speakers of Other Languages: Entry Date (Program/US) First Language / Bilingual Contact Minutes Career and Technical Ed Contact Minutes State Assessments: Subject / Test Options/Waivers Course Outcomes Course Identifier, Completion status /Educator ID Letter Grade / Percent Grade / Pass-Fail

5 Kansas State Department of Education www.ksde.org Why we collect the data Public, State and federal reporting Calculations for state funding Administering state assessments School accountability Early childhood school readiness Authenticated reports back to school staff to monitor and improve programs and inform instruction.

6 Kansas State Department of Education www.ksde.org Why we collect the data Direct Certification Data received from DCF are combined with KIDS data to certify children for free and reduced meals, eliminating a massive paperwork requirement for schools and parents. Virtual Education KIDS collects data on students participating in Virtual Education programs in order to calculate state funding for virtual weighting. KBI Reports KIDS is used to locate “missing” students as reported by the KBI, and to notify district administrators for follow-up.

7 Kansas State Department of Education www.ksde.org Why we collect the data College Readiness Dashboards and High School Feedback Reports Available to all schools & districts via an authenticated KSDE application System for Education Enterprise in Kansas (SEEK) Advanced Placement course enrollment and exam data. SAT/ACT data with comparative values for district, state, and national averages. Postsecondary enrollment locations. Postsecondary enrollment rates and retention*. Postsecondary remedial coursework requirements*. * Also available via public High School Feedback reports. Saves districts approximately $175,500 yearly as well as costs for resources to analyze National Student Clearinghouse data.

8 Kansas State Department of Education www.ksde.org Technology and Systems People: Policy Procedures Programs Data Security

9 Kansas State Department of Education www.ksde.org KANWIN Enterprise level technologies Kansas Wide Area Information Network (Office of Information and Technology Services) KANWIN Edge (KS Enterprise Security Office) Edge Firewalls and Intrusion Protection Systems External scanning for KANWIN based State agency networks KSDE Specific Technologies Firewalls and Anti-virus Web Filtering, Email scanning and filtering Vulnerability scanning Database and mobile device encryption Subscriptions for State and Federal Cyber Security Advisories Subscription Software patch management Maintenance of Continuity of Operations plan (COOP) Data Security

10 Kansas State Department of Education www.ksde.org KSDE uses a security based network design. No student level data is directly accessible from the public internet. Publicly accessible web servers are housed in a segregated DMZ network. Data servers are on a protected internal server network. Client pcs/laptops are on another separate protected internal client network. Data Security / Network Design

11 Kansas State Department of Education www.ksde.org Authentication Each user having a unique set of criteria for gaining access. (unique user id and password) Authorization The process of enforcing policies determining what types of resources or services a user is permitted. (role based access) Accounting Logging of user activity. (who, what, when) Data Security

12 Kansas State Department of Education www.ksde.org Security Policies Formal Data Governance Program Staff Training Policies, Procedures, Programs

13 Kansas State Department of Education www.ksde.org State of Kansas IT Security Policies Information Technology Executive Counsel 7230A Student Data Privacy Act Family Educational Rights and Privacy Act (FERPA) Data Sharing agreements Ex: KS Board of Regents, Department of Children and Families and Department of Health and Environment Department of Agriculture, National Student Clearinghouse KSDE Security Policies

14 Kansas State Department of Education www.ksde.org KSDE Security Policies Organizational Roles and Responsibilities Account Management Policy Administrator Access Policy Backup Security Policy Email Policy Incident Management Policy Information Systems Privacy Policy Anti-virus Policy Network Access Policy Password and Authentication Policy Physical Security Policy Portable Computing Security Policy Data Protection and Access Policy Security Awareness Training Policy Data Center Access Policy Wireless Local Area Network Policy Remote Access Policy Internet Acceptable Use Policy Media Sanitization and Disposal Policy Encryption Policy Social Media Policy Personnel Security Policy

15 Kansas State Department of Education www.ksde.org The KSDE Data Governance program began in 2008 Model data governance program for the National Education Community Program Overview: Organizations have long had processes in place for managing financial and physical assets including equipment, money, land, personnel, etc. Recognizing the importance of managing data and information as an asset. KSDE has implemented this Data Governance Program in recognition of the critical nature that data plays in the business of education and the importance of providing safeguards for our information resources. Link to the KSDE Data Governance program: http://www.ksde.org/Portals/0/Data%20Media%20Reports/KSDE%20Da ta%20Governance%20Program%20Ver%205.0.pdf http://www.ksde.org/Portals/0/Data%20Media%20Reports/KSDE%20Da ta%20Governance%20Program%20Ver%205.0.pdf KSDE Data Governance Program

16 Kansas State Department of Education www.ksde.org Data Governance Board Consists of Agency Data Owners (usually Directors), IT staff and General Counsel. Data owner responsibilities include: Safeguarding the confidentiality, privacy, and security of any information that has been entrusted to his/her team for business purposes. Judging the value of the data assets and identifying the data classification. Public, Sensitive or Confidential Approving all access to information and computing assets under his or her control. Written, signed approval required to access data and applications. Regularly review each application’s data access and classification. Data Governance Program

17 Kansas State Department of Education www.ksde.org Data Request and Review Board Established to support the flow of data and information requests for all data which has been collected or calculated by KSDE. Establishing, encouraging, and enforcing policies and procedures for responding to data requests. Providing and continually improving standard procedures for entering, prioritizing, and responding to data requests. Note: KSDE Office of General Counsel determines the legality of data requests. Data Governance Program

18 Kansas State Department of Education www.ksde.org KSDE Data Quality Certification Program Instruction on general data quality practices, including an overview of the Student Data Privacy Act and FERPA, as well as intensive role-based training with the KSDE web-based applications, including the Kansas Individual Data on Students (KIDS) system. KSDE Security Awareness Metric (SAM) KSDE employees and contractors are required to complete the Security Awareness Metric (SAM) within the first two days of employment. Results reviewed and tracked by agency IT Security staff. Security Awareness and Data Security Training All KSDE users are required to attend these updated sessions annually. Again, these requirements are reported and tracked by agency IT Security staff. Staff Training

19 Kansas State Department of Education www.ksde.org KSDE Collects Data for: State and Federal requirements Program participation State assessments and School Accountability Provide data to districts to monitor programs and inform instruction KSDE Data Security consists of: Technology and systems Industry recognized technology systems Intelligent security based network design Authentication, Authorization and Accounting Policy, Procedure and Programs Security policies Formal Data Governance Program Staff Training Summary

20 Kansas State Department of Education www.ksde.org Contact Lane Wiley Director of Information Technology 785-296-7931 Questions????


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