1. Longitudinal Data and Student Record Exchange August 2013 Odyssey Workshop Presented by Joel Robe

2. Understanding of ODE’s initiative for maintaining data over time including the current expansion to meet P- 20 objectives Overview of a new application for the exchange of student records between schools and between schools and colleges Today’s Objectives

3. SLDS: What does it stand for? What is that? A repository of information containing point in time data to provide the condition of a student, school, district, and/or other grouping at given points in time. Now what does that mean in English? Changes to student data are stored for district data received by ODE. Statewide Longitudinal Data Systems

4. Operational Data Store Operational Data Store The technical name for the repository where SLDS data are stored is called an Operational Data Store or ODS An ODS stores data and changes made to the data on a pre-defined frequency The SLDS frequency for ODE is a daily update Not all changes - multiple changes during the day aren’t captured - just the end of the day

5. Operational Data Store Operational Data Store Allows a user to answer the question: What was the ‘truth’ as of a given point in time? Example: If a school district submits a record for a student showing a race/ethnicity on one day and a different race/ethnicity the next day you will see the change!

6. Student Operational Data Store Data from ODE’s student collections Student Centered Operational Data Store Student Assessment data KIDS/REDS (K-16 Integrated Data System/Regional Education Data Store) District’s Student and Financial Information System Data Sources for SLDS Data

7. SLDS Data Sources KIDS/REDS (K-16 Integrated Data System/Regional Education Data Store) Student Collections OAKS and ELPA Assessments Project ALDER

8. KIDS/REDS Goal: Provide seamless and efficient student record sharing statewide to get information in the hands of teachers and educators as quickly as possible to ensure all students are provided optimal education opportunities. Data flows into the REDS repository from the district Student Information/Financial Information Systems Project kicked off in 2005 and ended in 2010 Daily data updates from Regional Data Warehouse Providers are ongoing Used for Student Record Exchange (K-16 Integrated Data System/Regional Education Data Store)

9. KIDS/REDS Process

10. Regional Data Warehouse Providers Beaverton SD Cascade Technical Alliance (CTA) Eugene Consortium Bend, Coos Bay, Eagle Point, Eugene, Springfield, Three Rivers Hillsboro SD Linn-Benton-Lincoln ESD Medford SD Portland Public Schools Willamette ESD In partnership with CTA and Salem-Keizer Public Schools

11. Project ALDER Advancing Longitudinal Data for Educational Reform Supports the development and implementation of data systems to enable stakeholders in Oregon to examine student progress from early childhood to career Interagency ODS Project completion in 2014 Future work beyond 2014 to bring in data from other sources, such as Oregon Student Access Commission, and to enhance reporting

12. ALDER Agencies Oregon Department of Education Oregon Student Access Commission Teachers Standards and Practices Commission Oregon Employment Department Early Childhood (Transitioning to ODE) Employment data Current Agencies Community Colleges and Workforce Development Oregon University System

13. ALDER Website URL - http://alder.orvsd.org/

14. ALDER Project Contact Michael Rebar, Ph.D. Director of Enterprise Systems (503) 947-5926 michael.rebar@state.or.us

15. OSTX O regon S tudent Record T ransfer E X change

16. What is OSTX? An ODE application providing authorized individuals immediate access to a previous Oregon public school student’s data Oregon Department of Education 16

17. OSTX Benefits Streamlines the accurate placement and scheduling of incoming students Ensures students in SpEd, LEP, and other programs are identified and provided the required services Provides a student’s current and historical OAKS and ELPA assessment data no matter which district or school administered the test Oregon Department of Education 17

18. Provides a student’s current and historical OAKS and ELPA assessment data no matter which district or school administered the test Lets districts find their exited students if they enrolled in an Oregon public school Oregon Department of Education18 OSTX Benefits

19. What OSTX is Not Not a replacement for the Cumulative Record Not for data entry Not all data in the SIS or RDW Oregon Department of Education19

20. Authorization Laws: LEAs are required to request student records within 10 days of initial enrollment – ORS 326.575 (1) LEAs shall transfer all student records within 10 days of request – ORS 326.575 (2) An electronic student record may be used to transfer student record information – ORS 326.580 (2) Rules: Educational agency may disclose a student record without consent to an LEA in which the student seeks or intends to enroll – OAR 581-021-0340 (2) Educational agency shall record each request for access to and each disclosure of an education record – OAR 581-021-0400 (1) Each request or disclosure record must include: parties who have requested or received information, date access was given, legitimate interest of the party – OAR 581-021-0400 (A,B,C) Related Laws and Rules Oregon Department of Education20

21. Authorization FERPA authorizes or permits specific users and uses of personally identifiable information in student education records without the written consent of the parent or eligible student. Authorized disclosures include, but are not limited to… …officials of another school, school system or postsecondary institution in which the student seeks to enroll. Oregon Department of Education Source: NCES Basic Concepts and Definitions for Privacy and Confidentiality in Student Education Records, Pg. 4, Disclosures of Confidential Information, paragraph 2 http://nces.ed.gov/pubs2011/2011601.pdf 21

22. Security Uses ODE Central Login for access Districts define who receives access District Security Administrator provides access to the OSTX application Secure Sockets Layer (SSL) Encrypts data so it can be exchanged safely over the internet Oregon Department of Education22 https://district.ode.state.or.us

23. KIDS/REDS Process Beaverton, Medford, and LBL ESD CTA-N, Eugene, PPS, WESD Error and Reject Logs

24. Categories of Available Data Oregon Department of Education Student Demographics Guardians Enrollment History Attendance History Programs Immunizations Discipline Marks Academic History OAKS ELPA Test Scores SAT, ACT… LEP Special Education 24  Student’s current year schedule data will be available

25. Oregon Department of Education25

26. Oregon Department of Education26

27. OSTX Application Overview Training Site https://DistrictTraining.ode.state.or.us/apps/kidsostx/ Oregon Department of Education27

28. OSTX Website https://district.ode.state.or.us/search/page/?id=166 Oregon Department of Education28

29. OSTX Listserve http://listsmart.osl.state.or.us/mailman/listinfo/ostxusers Oregon Department of Education29 Any problems signing up: call ODE Helpdesk at 503-947-5715 Sign up at:

30. Contact Information Joel Robe Email: joel.robe@ode.state.or.us Phone: 503-947-5709 or ODE Helpdesk Email: ODE.Helpdesk@ode.state.or.us Phone: 503-947-5715 Oregon Department of Education30

31. Questions Oregon Department of Education31

32. Thank You Thank You