Illinois Longitudinal Data System Higher Education Consortium Organizational Meeting

1. Illinois Longitudinal Data SystemHigher Education Consortium Organizational Meeting October 29, 2009

2. Goals of this Meeting • Building on previous discussions, the goal of this meeting is to agree upon the framework by which the Consortium is established. • After today’s meeting, we will have framed: • The guiding principles • Governance structure • Administrative structure • Provisions for data sharing • Restrictions for data access and security

3. Agenda • Brief Overview of IHEC Activities • IHEC Membership Agreement • Panel Discussion  • Small Group Discussions – Working Lunch • Discussion of Small Group Topics • Establish Interim Governance • Next Steps

4. Brief Overview of the IHEC • Note cards for your input • Issues not addressed at this meeting • Follow up from team • Activities to date • Establish consortium • Data elements • Technical structure • Grants for technical assistance

5. Establishing Consortium • Informational meetings • Central Illinois Private Institutions • Chicago Area Association of Institutional Research • IL Association of Institutional Researchers • IL Association of Collegiate Registrars and Admission Officers • Website: www.illinoiseducator.uillinois.edu/ILDS/ • Wesleyan Summit April 29, 2010 • MOU concepts to Membership Agreement Outline • Intent to Participate in Consortium

6. Proposed Final Data Elements • Initial discussions Fall 2009 • Working Group-SHEEO June 30, 2010 • Final proposed set August 2010 • ISEG base • Element categories • Person: Student Identifier, Institution, Demographic, Financial Aid • History: High School, Test Scores, Transfer • Program: Enrollment, Progress, Graduation

7. Data Warehouse • Completed • Draft ILDS systems model • Technical committee • Request for information • Planned Activities • Meet with vendors • Request for proposal • Instantiate warehouse • Archive ISEG, pilot data submission • Accept data submissions

8. Grant for Technical Assistance • DePaul University • Technical assistance to institutions providing data • Survey of institutions’ needs, experience collecting ILDS data • Provide training and support • Special assistance grants • Three to four regional teams

9. IHEC Membership Agreement

10. Nature and Establishment of Consortium • Voluntary, collaborative effort to maintain higher education data • ownership retained by institution supplying data • Establish and administer data collection, storage, and management • Meets requirements of P-20 LDS Act • Non-participating institutions required to submit data to IBHE • IBHE authorized to meet requirements of State or federal government

11. Governing Structure -Governing Board • Manages and directs IHEC • Voting, two each: Community College, Private Institutions, Proprietary Institutions, Public Universities • Non voting: IBHE, ISBE, ICCB, FIICU, ISAC • Meet at least once a year • Designate institution as IHEC Administrator • Establish annual plan, budget, and schedule • Determine qualifications, hiring of Executive Director • Standing committees – Data Access and Use, Technical, Data Elements

12. Governing Structure - Annual Meeting • Of all participating institutions • IBHE will designate time, place, and manner of first meeting • Governing Board will designate time, place, and manner of subsequent meetings • Purpose to elect Governing Board and committee members • Remote participation will be provided

13. Duties of IHEC Administrator – A Participating Institution • Termination and appointment made by the Governing Board • Administer and maintain common data file • Transfer and share data when authorized • Enter agreements with third parties • Seek and accept funds on behalf of IHEC • Hire employees • Establish backup of data • Protect access to and confidentiality of data • Establish a secure site for data transmissions

14. Data Sharing Authorizations • For audit or evaluation or education research • To an authorized representative of SAE • To an individual or organization to undertake education research • To participating institution where student has enrolled or was previously enrolled

15. Data Sharing Authorizations-- Other Agreements • With workforce and employment agencies • With other states for IHEC students enrolled or previously enrolled • IHEC Admin must create and maintain a record of a disclosure • Name and address of recipient • Description by class, school, district, etc. • Purpose of disclosure, the recipient’s legitimate interest

16. Obligations and Rights of Participating Institutions • Submit student data to IHEC admin • Ensure access to only those educational records specified for disclosure • Identify in each student’s record that IBHE and IHEC admin may make disclosures of student’s educational records • Institution may remove data if threat of security or violation of agreement

17. Data Access, Use, and Security • Data used only for purposes authorized • Access restricted to only those required to access data • Data not redisclosed unless permitted • IHEC admin may not subcontract without approval • Data transmissions encrypted and through a secure site • Data disposed after the purpose served • Data not archived or sent to records center

18. Term and Termination • Five year term with five year renewal

19. Panel Discussion • Panelists • Mike Baumgartner, IBHE • Charles Evans, Public Universities • Susan Friedberg, Proprietary Institutions • Karen Hunter-Anderson, ICCB • Brian Spittle, Private Not-for-profit Institutions

20. Small Group Discussions • Review the checklist • Ensure points interpreted similarly • Discuss if not consensus • Choose a recorder and reporter • Report major points for full group discussion • Mark up a copy of the Agreement • Focus effort on articulating concepts, not wording

21. Full Group Discussion • Nature & Establishment, Term & Termination of Agreement • Governing Board (divided topic) • Annual Meeting • Standing Committees • IHEC Administrator • Data Sharing Authorizations (divided topic) • Obligations and Rights of Participating Institutions • Data Access, Use, and Security

22. Interim Governance • Governing Board • Public Universities • Private Institutions, not for profit • Proprietary Institutions • Community Colleges • Data Elements committee • Technical committee

23. Next Steps Timeframe Activity Develop draft agreement from meeting’s input Institutions review agreement; return comments and suggestions; convene interim Governing Board Develop final Consortium agreement; distribute to institutions Institutions return signed agreement • In next two weeks • By mid December • By end of year • By end of January