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Data Verification. ObservationsElena notifies individual people of data errorsResponsibilities unclear to building personnelLess than 5% polled use COGNOS or NySTARTLittle training provided in data analysis and data verificationMissing data elements. RecommendationsCreate Data Administrator
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1. Ithaca City School District Data Audit Overview
April 21, 2009
2. Data Verification Observations
Elena notifies individual people of data errors
Responsibilities unclear to building personnel
Less than 5% polled use COGNOS or NySTART
Little training provided in data analysis and data verification
Missing data elements
Recommendations
Create Data Administrator position
Provide NyStart and COGNOS training to district and building administrators
Establish Data Teams
Create proactive process for data verification and analysis
Communicate yearly data verification schedule
3. Data Analysis Observations
Data created by Cheryl Covell
Unclear process for reviewing data consistently in the district
Inconsistent message from administrative and teaching staff regarding data analysis
About 8% (65 teachers total) of teachers report using data analysis tools, such as, COGNOS and Data Mentor
33.8% of teachers responded “never” when asked, “How frequently are you engaged in data conversations?”
Recommendations
Provide training in Data Mentor for teaching staff
Train teachers, appropriate clerical staff, and administrators in COGNOS
Create Data Teams at district and building levels
Increased ownership of data by building level administrators
Go Visual
4. Data Entry Observations
Great deal of data entry in centralized locations
Majority of data entry fall to Elena G., Tom C., Debbie R., and HS Guidance office clerk
Generally all district personnel do not understand the connection of various screens to the Data Warehouse
Organizational distance from the source can decrease data accuracy
Recommendations
Decentralize registration updates and data verification
Develop regularly planned district level clerical meetings
Define accuracy of student data as administrative work
Provide training to building administrators to explain the value of accurate data
Create a flowchart that depicts data area responsibilities
Develop a CIO/Data Verification Team
5. Response to Intervention Observations
Established teams throughout the district
Use of RTI-M software as a recording tool for AIS
Recommendations
Develop a consistent process K-12 for intervention teams
Use universal screening tool 3-4 times a year
Require data to be linked to decisions
Maximize RTI-M software by including all assessment data for all students
6. Registration Observations
Centralized process
Confusion of District Registrar Responsibilities
Data overflow leads to inaccurate and uncorrected data
Lost categories of students
Recommendations
Complete data responsibility chart at district and building level
Train building personnel in accountability rules
Develop a process that schedules regular communication between data management team
Plan district level data meetings to discuss management issues, share strategies, establish consistent procedures, share any requirement changes from SED
7. Assessment Coordination Observations
Centralized Process
Problematic for Test Scoring Department at the Regional Information Center (RIC)
Often unclear who to call with questions about Ithaca answer sheets
Recommendations
Decentralize: testing rosters verification, identification of special education and testing accommodations, quality control of scoring sheets, accounting for test booklets and scoring sheets
8. Chief Information Officer Job Description
Big Picture of accountability policy, rules, regulations (e.g., 3-8, High School, Special Education, unique data like ODP, LEP, etc.)
Technical skills to collect, manage, and retrieve, present, and report data
Systems thinking to plan and manage district data systems
Manage the training of individuals in system
9. Chief Information Officer Job Description (continued)
Oversee state reporting: CTED, PIR, BEDS, VADIR, PD System, accountability, etc.
Eventually all from DW including attendance, teacher data, formative assessments, RtI, etc.
Establish, train, and facilitate collaborative data teams at district and school level to use data to drive instructional improvement through evidence based decision making processes
Change Agent
10. Chief Information Officer Qualifications
Technical knowledge and skills (from accountability rules to data analysis)
Professional development skills
Vision and leadership skills to shift culture toward collaborative, data-driven professional learning, planning, and decision-making teams
Facilitation skills and experience
Certification in Education Administration
Instructional background
11. Chief Information Officer Models
CIO
Oswego, Fulton, North Syracuse
Departments
the Big 5 and NYC
Our team of Data Coordinators
11 districts in the CNY region
1 – 4 days per week
replicated across the state – NERIC, East Suffolk