1. 2015 Leadership Conference “All In: Achieving Results Together”
The Challenge of Integrating Special Education Data Systems with General Education Data Systems
Shiyloh Duncan-Becerril, California Department of Education
Nick Easter, Nevada Department of Education
Karmen Rouland, District of Columbia Office of the State Superintendent of Education
Anna Mark, Center for the Integration of IDEA Data (CIID)

2. Center for the Integration of IDEA Data (CIID)
Supports SEAs by providing responsive TA around IDEA data system integration and data management
Focuses on SEA capacity to report IDEA Part B Sections 616 and 618 data
Coordinates IDEA Part B, EDFacts and SLDS staff within SEAs to create efficiencies
Coordinates and Collaborates with other OSEP data centers

3. CIID Data Integration Assessment (DIA): Results at a Glance
82% of SEAs have a statewide longitudinal data system (SLDS)
24% of SEAs with an SLDS described all their special education student-level data as fully integrated with their SLDS
32% reported that none of their special education student-level data were even partially integrated
CIID Data Integration Assessment webpage:

4. California 715,000 Special Education Students 1700 Districts (LEAs)
139 SELPAs

5. Data Collection System
California Special Education Management Information System (CASEMIS)
2 data collections per year from LEAs
California is Local Control---Each LEA contracts with a vendor for a Student Information System (SIS) and an electronic IEP system
Two separate systems at both the LEA and the state level

6. How does the data get to us?

7. Special Education Data
All Other Student Data
CALPADS
Special Education Data
CASEMIS
SELPAS

8. Current Data Submission Structure
SELPAs
CDE
Extraction
Certification
Data
State and Federal Reporting
LEAs

9. Integrating Data Systems

17. Challenges

18. Data Governance CA currently has no structured Data Governance
Individuals work internally to build a network of data governance
Data Governance lack executive and gubernatorial support

19. System Structure
Private School Students
Infants

20. Some Things Won’t Change
Infrastructure at the district does not change
58 different SIS vendors in CA
5 Electronic IEP Vendors in CA

21. Success! Strong internal relationships
Consensus support from both SELPA and LEAs
Recognition that things need to change

22. Nevada 53,755 Special Education Students 18 Districts (LEAs)
State Charter School Authority

23. Data Collection System
Each LEA contracts with a vendor for a Student Information System (SIS) and an electronic IEP system
Two separate systems at both the LEA and the state level
SIS data is uploaded nightly from the LEA to the SEA
Two IDEA data collections per year from LEAs

24. Current Data Submission Structure
Student Data
IDEA Data
EDEN Reporting
Early Childhood Outcome Data
Postsecondary Follow-Up Data
Individual File Review Data for monitoring IEP compliance

25. Data Integration
Student Data
IDEA Data

26. Challenges
Data Governance
Unique ID
Infrastructure Change/CEDS

27. Data Governance Existing Data Governance committee Data Requests
Information Security
Transition from IT centric to cross agency collaboration
Data Standards
Policies and procedures
SEA and LEA Data Stewardship

28. Unique ID Need common ID for SAIN and NVSEARS
New Statewide SIS will automatically assign a State ID
Matching Existing IDs with new SIS ID
Need to find common ID with NV System of Higher Education
Need to find common ID with Department of Employment Training and Rehabilitation

29. Infrastructure Change
SEA
The SLDS and the IDEA databases have been around for several years and through several different DBAs.
Align the data standards of tables within the same database
Align the data standards across the database so we can migrate the legacy data into the SLDS
Merge the Legacy data within the SLDS

30. Infrastructure Change, cont.
LEA
Currently each LEA has their own data standards and data is converted at the SEA.
Once LEAs go to the statewide SIS the LEAs will have to align their data to the SEA data standards.
Merge the LEA Legacy data within the new SIS.

31. Data Integration Model

32. Successes Getting buy-in from all partners
Buy in from 3 largest LEAs (87% of Student Population, already utilizing state SIS)
Other LEAs will be migrating to state SIS within next 2 years
Legislation to support state SIS (Budget, Regulation)
Improving the Governance structure with focus on Data Standards, data integration, and policies and procedures.

33. District of Columbia 63 LEAs (Districts) 12,173 students with IEPs
Geographic LEA: District of Columbia Public Schools
62 charter schools
12,173 students with IEPs

34. District of Columbia Infrastructure and Governance
The State Education Agency (OSSE) reports to the Deputy Mayor of Education
OSSE provides oversight, accountability, and resources to public schools
Connections with PCSB and other agencies and stakeholders
Data Governance and Policies: LEA use and data

35. Data Systems
Several Student Information Systems (currently LEAs choose)
Special Education Data System (SEDS)
Statewide Longitudinal Educational Database (SLED): State Longitudinal Data System
QB applications used for data collection and reporting (ex. Transportation Online Tool for Education (TOTE), Nonpublic Monitoring, Adjusted Cohort Graduation Rate)

36. Data Flow LEA SIS Automatic Data Transfer (ADT)
Data Exchange and USI Engine
SEDS Server
Data Systems

37. Historical Background of Data in DC
Many of our state’s systems, structures, and capacity came from OSSE’s data team in the Division of Specialized Education.
As an agency, we are working to build on what worked well for the Special Education Data Team as we move forward with integration of systems.

38. Where is DC with Data Integration?
People
Special Education Data Team
Data, Accountability, and Research
Aligned meetings
Team integration
Ensuring skilled workforce to be at the forefront of data architecture, analysis, and system development
Processes
Aligned processes
Data sharing agreements with stakeholders
Processes around data flow
Aligned policies
Resources
Programs
Systems
Supports and quality systems
Increasingly adding special education data elements and student IEP information to our SLDS (SLED)
Constantly revising systems, updating

39. Where Is DC with Data Integration and Where Are We Going?
Fully
Integrated
Not
Slides shows that we went from operating in siloes to merging together
District of Columbia

40. Challenges Building external and internal relationships
Data office and relationships with program areas within SEA
Relationships between the data office and other DC agencies
Data governance policies that are not responsive to LEA needs
Currently, there is not one authoritative data warehouse
Various systems for 618 data collection and reporting to OSEP
Some special education data elements are fed to SLED. But, in terms of reporting, we have different systems.

41. Strategies for Overcoming Barriers
Set up collaborative meetings between agency stakeholders
Draft and enforce policies around data use and governance
Support from leadership, elected officials, and stakeholders
Special Education Data Team merging fully with larger agency data team, DAR

42. Vision for Integration
Ultimate goal is to ensure the students in the District of Columbia are getting the services and education that is quality and setting them up for success
We get there by having systems and technology in place that leads to Data Driven Decision Making and data transparency

43. Questions?

44. Resources Getting Started
Making the Right Call (also available on any OSEP-funded data center: website)
Benefits of an Integrated Data System:
Increasing your SEA’s Capacity to Improve Data Management: Best Practices in Training, Mentoring & Professional Development:

45. Resources, cont. Planning Tools
P20W Guide to Data Governance:
Stakeholder Engagement
Stakeholder Engagement & Sustainability:
Stakeholder Engagement Toolkit: Traversing ‘Stakeholder Land’:

46. Resources, cont. Data Management Using Common Education Data Standards
Using CEDS: Data Governance:
Using Align & Connect to Support the EDFacts Process:
SLDS
Integrating SLDS Grants with Other Data System Grant Work:
SLDS Technical Assistance Program Website:

47. Contact Information
Shiyloh Duncan-Becerril -
Nick Easter –
Karmen Rouland -
Anna Mark –