New Data Coordinator Training – Part 1 Context for Education Data Management Copyright © 2010, FCMAT/California School Information Services Oct. 27, 2010

Context for Education Data Management, v1.2, Agenda  Introductions  Objectives  Context for Data Management  Who Affects Education Policy  Key Statewide Education Systems  Statewide Identifiers  Organizational Support

Context for Education Data Management, v1.2, Introductions  Name  Local Educational Agency  Title/Job Responsibilities  How long in position  Size of LEA  Grade Levels  Special Populations  Reason for attending

Context for Education Data Management, v1.2, California School Information Services CSIS is a statewide program administered by FCMAT that:  Assists with electronic state reporting  Enables electronic records transfer  Builds local capacity

Context for Education Data Management, v1.2, Building Local Capacity CSIS supports LEAs to:  Collect, maintain and report complete individual- level data  Implement sustainable local data management practices  Use data for decision making  Comply with privacy and confidentiality requirements

Context for Education Data Management, v1.2, Objectives  Key data management concepts and data constituencies  Statewide education systems  CALTIDES, CALPADS, CBEDS-OPUS, CSIS  Implementation of statewide identifiers for students and staff  Building organizational leadership and support for data management

Context for Education Data Management, v1.2, WHY DATA MANAGEMENT?

Context for Education Data Management, v1.2, Key Concepts Data Management “The management of all data/information in an organization. It includes data administration, the standards for defining data and the way in which people perceive and use it.” - PCMAG.COM

Context for Education Data Management, v1.2,

10 California Local Educational Agencies More than 1,500 LEAs statewide Includes districts, county offices of education (COEs), and independently reporting charters 6.2 million students in K-12 Largest is 700,000+ Smallest is 3 More than half have 2,000 or fewer students

Context for Education Data Management, v1.2, FEDS Each Local Education Agency (LEA) Local Use STATE Local Data Entry COMMUNITY LOCAL SYSTEMS

Context for Education Data Management, v1.2, Who Affects Education Policy  Federal Government  State Legislature  State Agencies  California State Board of Education (SBE)  California Department of Education (CDE)  Office of the Secretary of Education (OSE)  County Offices of Education  Special Education Local Plan Area (SELPA)  Local Boards of Education  Parents and Community  Others

Context for Education Data Management, v1.2, Key Concepts Data Elements Students Demographics Services Classes Performance Discipline Staff Demographics Credentials and Qualifications Teaching Assignments Schools Type Quantity Size

Context for Education Data Management, v1.2, Key Concepts Point-in-time (snapshot) Longitudinal Data

Context for Education Data Management, v1.2, Key Statewide Education Systems California Teacher Integrated Data Education System (CALTIDES) California School Information Services (CSIS) California Basic Educational Data System/Online Public Update for Schools (CBEDS-OPUS) California Longitudinal Pupil Achievement Data System (CALPADS) Statewide Assessments

Context for Education Data Management, v1.2, FEDS Each Local Education Agency (LEA) Local Use STATE Local Data Entry COMMUNITY LOCAL SYSTEMS

Context for Education Data Management, v1.2, STATE CSIS STATE CASEMIS CONAPP CALPADS CALTIDES State Testing CBEDS- OPUS

Context for Education Data Management, v1.2, CALTIDES  Integrates existing California Commission on Teacher Credentialing (CCTC) data into a repository of longitudinal educator data  Scheduled for implementation in 2011/2012  Will include data such as educator credentials, education, teacher preparation program participation, and salary data

Context for Education Data Management, v1.2, CALTIDES Data Assess the effectiveness of policies, programs, and expenditures Evaluate teacher preparation programs, teacher mobility, retention, and attrition Evaluate the pathways to teaching Streamline the monitoring of teacher assignments

Context for Education Data Management, v1.2, CSIS Services and Systems  CALPADS Training and Support  Eligibility in Local Context (ELC)  Academic Records Transfer  Address Validation  Direct Certification (until available in CALPADS)

Context for Education Data Management, v1.2, CSIS Services and Systems  CALPADS Training and Support  Training for LEAs and help desk support  Eligibility in the Local Context  Transcript service for 11 th grade students who may be eligible for admission to a University of California campus  Academic Records Transfer  Service for sending individual transcripts or groups of transcripts from secondary to any postsecondary institution in the nation

Context for Education Data Management, v1.2, CSIS Services and Systems  Address Validation  A free service that either automatically corrects and standardizes addresses that do not comply with U.S. postal mailing standards or identifies errors when automatic correction is not possible  Direct Certification (until available in CALPADS)  A free service to identify students who are eligible for the School Breakfast Program (SBP) and National School Lunch Program (NSLP) based on participation in CALWORKS or the Supplemental Nutrition Assistance Program (SNAP)

Context for Education Data Management, v1.2, CBEDS-OPUS Overview  A web-based application to collect LEA:  Contact Information  Institution information  Address information  Student Educational Options  Education Calendar  School Status  Classified Staff Information

Context for Education Data Management, v1.2, CALPADS  The foundation of California’s K-12 education data system  Implemented Fall 2009  Designed to include student demographic, program participation, enrollment, course enrollment and completion, discipline, certificated staff, and statewide assessment data

Context for Education Data Management, v1.2, CALPADS Purpose  Provides access to the data necessary to comply with federal NCLB reporting requirements  Provides a better means of evaluating educational progress and investments over time  Provides LEAs information for local use  Establishes an efficient, flexible, and secure means of maintaining longitudinal statewide pupil level data

Context for Education Data Management, v1.2, CALPADS Benefits  Streamlined data collection and maintenance process  Immediate access to information reported by previous LEAs on transferring students  Longitudinal view of student data and state assessment results  Capacity to maintain at least 20 years of data in a production environment

Context for Education Data Management, v1.2, State Testing Standardized Testing and Reporting (STAR) Results are used for student and school accountability purposes California English Language Development Test (CELDT) Required state test for English language proficiency California High School Exit Examination (CAHSEE) All public school students are required to pass to earn a high school diploma

Context for Education Data Management, v1.2, Student System (SIS) School Site Data Entry STATE CALPADS LEA AYP COMMUNITY API CELDT CAHSEE STAR Pre-ID for State Assessments Academic Performance Index (API) Adequate Yearly Progress (AYP) Program Improvement KEY CONCEPTS Program Improvement DATAQUEST TESTING VENDORS

Statewide Identifiers Statewide Student Identifier (SSID) Statewide Educator Identifier (SEID) Keys to Statewide Education Data Systems 29 Context for Education Data Management, v1.2,

30 Statewide Student Identifier (SSID)  SSID is a unique, 10-digit, randomly generated, non-personally-identifiable number  All local education agencies are required to assign and maintain SSIDs  SSID is follows student throughout K-12 for more accurate reporting of enrollment, dropout, graduation rates

Context for Education Data Management, v1.2, Statewide Identifiers Used to track student enrollments and exits and to link assessment, achievement, and special program eligibility and participation data over time

Context for Education Data Management, v1.2, Key Concepts  Anomaly  Concurrent Enrollment Error (CCE)  Multiple Identifier (MID)  Exit Reason Discrepancy (ERD)

Context for Education Data Management, v1.2, Best Practices for SSIDs  Requesting SSIDs  Take care when requesting new SSIDs or choosing/using existing SSID  Maintenance of SSIDs  Data should be updated in accordance with student mobility rates  Adopt strategies to prevent anomalies

Context for Education Data Management, v1.2, Statewide Educator Identifier (SEID)  A 10-digit, numeric, randomly generated, non- personally identifiable number  Required for all educators working in the K-12 public schools in a position that requires a credential or authorization granted by the CCTC  County Offices of Education must work with LEAs to populate the SEID in LEA student information and human resources systems  Used for reporting and monitoring certificated assignments

Context for Education Data Management, v1.2, How the Identifiers Link Data Student Info System Student Schedule CALPADS CALTIDES HR System SSID SEID County Office County Office SEID CTC SEID

Organizational Support Leadership Support Data Management Teams 36 Context for Education Data Management, v1.2,

37 Leadership and Organizational Support Matters! LEAs with leadership & organizational support for quality data:  Have shared responsibility for data management  Devote resources to data quality  Regularly use data to inform local decisions

Context for Education Data Management, v1.2, Leadership and Organizational Support Matters! Characteristics of LEAs without adequate leadership and/or support:  Assigning only one person to do everything  Failure to allocate adequate resources  Assuming the IT department is solely responsible for all electronic reporting  Lacking organizational commitment to deadlines  Wasting resources on new systems/procedures trying to “fix” problems  Believing data in the system can’t really be trusted

Context for Education Data Management, v1.2, LEA Best Practices for Building Organizational Support  Communicate, communicate, communicate:  Meet with Leadership team to discuss requirements and timelines for the coming year before the budget is developed  Set expectations at the beginning of the year  Acknowledge potential negative consequences  Build contingency plans  Connect data with its use and impact on the LEA (performance indicators and fiscal implications)  Send weekly/monthly progress reports

Context for Education Data Management, v1.2, LEA Best Practices for Building Organizational Support  Recognize success and share success stories  Develop and share data management tools  Create or leverage a Data Management Team or collaborate with other LEAs  Assign responsibility for data based upon job responsibilities (e.g. HR is responsible for HR data)  Hold IT and other staff accountable for working together

Context for Education Data Management, v1.2, Data Management Team Concept  Data Management Team  Data Stewards  Data entry staff  Technical staff  Data Quality/Compliance staff  Leadership staff

Context for Education Data Management, v1.2, LEA Best Practices for Building Organizational Support  Cross train and develop data management tools  Stay informed about changing requirements  Develop sign-off procedures prior to certification for programs and schools  Hold post-submission review, document what needs to be improved for the next submission, and keep data up to date  Collaborate on requirements for, and selection and implementation of new systems.  Promote use of data

Context for Education Data Management, v1.2, Don’t Wait to Act Until Everything is Perfect  Goldilocks doesn’t live at your school – there is no “just right” -Dr. Doug Reeves, a national expert on leadership and organizational effectiveness  Begin a process to continually improve data management in your LEA  Plan 2-3 specific next steps  Do those steps  Evaluate what happened and use results to inform future actions  Repeat

Context for Education Data Management, v1.2, Best Practices for Managing and Using Data  Data Quality  Data Auditing  Data Security and Confidentiality  Using and Relying on Data

Context for Education Data Management, v1.2, Needs Assessment  To help identify local practices that may be improved  Review and complete with data management team  Use to set local priorities and strategies

Context for Education Data Management, v1.2, Summary  What is Data Management  Who Affects Education Policy  Key Statewide Education Systems  Statewide Identifiers  Organizational Support  Needs Assessment

Context for Education Data Management, v1.2, Resources  Listservs  CALPADS:  CSIS:  CETPA

Context for Education Data Management, v1.2, Resources  CSIS  CDE  CALPADS  CALTIDES  CBEDS-OPUS

Please Complete Our Survey  Context for Education Data Management, v1.2,

Context for Education Data Management, v1.2, Questions