WELCOME

1. WELCOME S.L.A. Managing Data Training – April 16, 2012

2. Overview of 2012 Data Collection Purposes for Data Collection & Data Sharing • Research and Evaluation • Program and Site Management Types of Data • Program Data • GRPS Student Data • Qualitative Feedback • Site Observation – Program Quality Measurement

3. Priority #1: Protect the Students’ Data

4. Protecting Student Data

5. GRPS Master Data Sharing Agreement (MDSA)

6. Why Is It Necessary? Program evaluation and research is central to the B2B initiative thus the need for good data Timely access to B2B OST participant’s school and program information enhances site and program management practices Opportunity to align resources and curriculum between morning and afternoon learning

7. Design Principles Creates an information sharing infrastructure/environment around the Believe To Become Initiative acceptable to all stakeholders and data providers Allows for controlled cross system access to comprehensive personal identifiable student information at point of service program staff, site management, evaluation research, community stakeholders and families A well grounded MDSA that anticipates the phasing in of B2B existing and new program areas

8. MDSA Document Structure

9. MDSA Documents The following documents must be signed and submitted before GRPS will release student data: Master Data Sharing Agreement – General Terms and Conditions 1 per organization – to be signed by Director/Executive Director FERPA Compliance Agreement 1 per organization – to be signed by Director/Executive Director Confidentiality Statement 1 per staff person (including Director/Executive Director) GRPS Consent to Release Data 1 per GRPS Student *GVSU Research Consent 1 per Program Participant

10. MDSA Roles Data Steward has supervisory authority across and is ultimately responsible for all tasks related to the management of data under this Agreement The Program/Contract Administrator is responsible for the day-to-day management of data released under this Agreement including: 2.1. Tasks related to preserving the confidentiality and security of identifiable information 2.2. Obtaining and maintaining all signed forms required under this Agreement current 2.3. Training staff with access to data covered under this Agreement 2.4. Requires access to limited student identifiable information Teacher is responsible for planning and implementing individualized academic instruction of B2B program participants. The Teacher requires access to limited student registration, attendance, ELPA, ELL and NWEA Site Coordinator is responsible for program related data entry tasks and requires limited access to student registration and attendance information.

11. Breaches in Students’ Personally Identifiable Information If at any time a Data Recipient staff determines that there has been a breach of the security protocols or violation of this Agreement (including, but not limited to any unauthorized release, access use or modifications of covered data), the Data Recipient staff shall: Promptly take such reasonable steps as are necessary to prevent any future similar breaches Promptly notify Data Steward and/or Program/Contract Administrator of the breach Contract Administrator will identify the steps taken to prevent any future similar breaches and report to DCO primary contact within 24 hours of their discovery as specified in Attachment D to this Agreement.

12. Primary Contact Information for Compliance Issues/Breaches of Covered Data

13. Keeping your site and staff secured and compliant (1) Data Recipients users must not save Sensitive Information on personal computers. Data Recipients users shall put in place reasonable safeguards and security procedures for its environment, including, but not limited to: 2.1. Password-protected computers 2.2. Prohibiting password sharing among users 2.3 Prohibiting unauthorized data downloads and distribution of data 2.4. Requesting that users do not leave computer unattended, and or, set a timeout to lock an unattended computer 2.5. Installation of antivirus software with current updates and a supported operating system with current patches and updates. Data Recipients shall provide periodic training for staff on internal security policies and procedures, and on applicable state and federal legal requirements for protecting the privacy of individuals.

14. Keeping your site and staff secured and compliant (2) A FERPA Compliance Agreement signed by Data Recipient organization A Confidentiality Statement form signed by Data Recipient staff To ensure compliance of this Agreement and the protection of Sensitive Data DCO shall have the right to make, via designated staff, unannounced visits to Data Recipient for purposes of: 6.1. Inspecting computer equipment and reviewing the privacy and security arrangements that Data Recipient’s Program Administrator is maintaining with respect to their contributed data. 6.2. Data Recipient’s Program Administrator will fully and promptly cooperate with the DCO staff and will assist them in completing those inspections 6.3. DCO staff must coordinate access with the DCO Data Steward.

15. Final thoughts… Use common sense when accessing Student’s personal identifiable information If you don’t know if the information is sensitive, treat it as such and contact your primary contact as specified in Attachment D of the Agreement. Contact Sam or Gustavo for any questions you may have

16. Family Educational Rights and Privacy Act (FERPA)

17. What Is FERPA? FERPA stands for Family Education Rights and Privacy Act. Passed by Congress in 1974. The Act grants four specific rights to the student: To see the information that the institution keeps on the student. To seek amendment to those records and in certain cases append a statement to the record. To consent or not to the disclosure of his/her student records. To file a complaint with the FERPA Office in Washington, D.C.

18. Data as Defined by FERPA Student data is classified in two main groups: Directory information: data considered releasable by the school without prior consent from the parents or eligible student. Non-Directory information : Any record directly related to a student and that is kept by GRPS or someone acting on behalf of GRPS.

19. Privacy & Security (FERPA Rules)

20. Privacy Guidelines Other than with the student or another authorized OST provider: Do not discuss the progress of any student with anyone without his/her consent. Do not provide anyone with student schedules or list of enrolled students for any purpose Do not leave confidential information displayed or accessible on an unattended computer Protect students records.

21. Security Guidelines • Do not access records of any student for personal reasons. • Do not download students information on your personal computer. • Shred or properly dispose of all student records that not longer need to be retained. • Do not give anyone access to your login information. • If your account is compromised, notify your supervisor and change your password immediately.

22. FERPA Quiz • Question 1 • If you are given access to the Student Schools data, do you have authorization for unrestricted use of any student data? YES or NO

23. FERPA Quiz • Question 1 • If you are given access to the Student Schools data, do you have authorization for unrestricted use of any student data? YES or NO No. FERPA dictates that you must have a legitimate educational interest before viewing a student’s record

24. FERPA Quiz • Question 2 • Is it wrong to print students data and leave them on the front desk for another teacher to pick up? YES or NO

25. FERPA Quiz • Question 2 • Is it wrong to print students data and leave them on the front desk for another teacher to pick up? YES or NO Yes. You cannot leave personally identifiable materials in a public place.

26. FERPA Quiz • Question 3 • You have been granted access to certain educational records in accordance with your duties at the OST. Since this access has been granted under FERPA, can you disclose this information to any party YES or NO .

27. FERPA Quiz • Question 3 • You have been granted access to certain educational records in accordance with your duties at the OST. Since this access has been granted under FERPA, can you disclose this information to any party YES or NO No. FERPA states that you may not re-disclose information without prior written consent of the student. .

28. FERPA Quiz • Question 4 • An unauthorized person retrieves information from a computer screen that was left unattended. Under FERPA, is your institution responsible? YES or NO .

29. FERPA Quiz • Question 4 • An unauthorized person retrieves information from a computer screen that was left unattended. Under FERPA, is your institution responsible? YES or NO Yes. Information on a computer screen should be treated the same as printed reports. The medium in which the information is held is unimportant. No information should be left accessible or unattended, including computer displays. .

30. FERPA Quiz • Question 5 • You are facing an emergency situation where you fear for the health and safety of the student if you do not release certain protected information to a third party. Can you exercise judgment and release this information? YES or NO .

31. FERPA Quiz • Question 5 • You are facing an emergency situation where you fear for the health and safety of the student if you do not release certain protected information to a third party. Can you exercise judgment and release this information? YES or NO Yes. There is a provision in FERPA which states that you may release information from an educational record to an appropriate person “in connection with an emergency if knowledge of the information is necessary to protect the health or safety of the student or other individuals.” .

32. Conclusion In summary, FERPA assists the School in respecting students' privacy by providing specific guide­lines about when teachers (and others) can and can't, should and shouldn't share information about students and their academic work. If you have any questions about FERPA, please contact: • Grand Rapids Public Schools: Susan Heynig heynigs@grps.k12.mi.us • Community Research Institute: Sam VanGroningen vangrons@gvsu.edu

33. Registration and Informed Consent Registration Form Consent for Program participation GVSU Research Consent Form GRPS Consent to Release Data

34. SLA 2010 & 2011 Consent Response Rates

35. Registration Fields needed for matching • First and Last Name (Middle Name Preferred) • Date of Birth • Gender

36. Informed Consent What does it mean to give informed consent? What is your responsibility as a program provider?

37. GVSU Research Consent Completing the Research Consent provides for the inclusion of a student’s data for de-identified research purposes. Without a signed consent, educational achievement and growth, and the contributions of B2B and all your hard work, can not be measured. All research conducted by CRI is approved and monitored by the GVSU Internal Review Board (IRB)

38. GRPS Consent to Release Data The GRPS Consent form allows for the release of data to program sites (Attendance, Academic Achievement in Math & Reading) MDSA - Attachment C: GRPS Data Specifications

39. Summer Learning Academy Program Data 2011 Survey Results 2012 Data Collection Student Pre/Post Survey Parent Survey Staff Survey Provider Final Report

40. Students’ response rate

41. Readiness for school and life Paired pre-and post-SLA responses only (N=313)

42. Readiness for school and life

43. Student future education

44. Summary of key findings • Relatively high response rate for student surveys • Slight gains in overall readiness for school and life from pre to post • Middle school students self-report a higher likelihood of completing high school than other programs

45. Program Data Collection Review of Forms and Protocols • Student Survey • Parent Survey • Staff Survey • Provider Final Report

46. ATTENDANCE 1. nFocusAttendance2. MiniGrant - Excel Attendance

47. nFocus Attendance STEP 1: License Contact Gayle Stebbins at DeVos Community Impact 616-643-4888 gayles@dvfoundations.org STEP 2: Installing Software Contact nFocus Tech Support for remote install: (866) 954-9557 Support@nFocus.com STEP 3: On-site Training Kelly Best – April 23-26 STEP 4: Get started Register and Enroll Participants NWEA Student Reports will be available only for GRPS students enrolled into nFocus STEP 5: Need help? Give us a call: Sam VanGroningen (CRI) Kelly Best nFocus Tech Support 616-331-7211 312-929-2852 866-954-9557 vangrons@gvsu.edukbest@nfocus.com support@nFocus.com

48. nFocus: What is a session?

49. nFocus: On Site Training Agenda • Registration: Adding students to the database • Enrolling into Sessions • Discharging students • Printing id cards • Tracking Attendance: Session Scanning • Basic reports • GRPS lookup table • The Attendance Report • The Report Center reporting

50. MiniGrant – Excel Attendance MiniGrant Attendance System STEP 1: CRI sends username/password STEP 2: Download and Complete Attendance Forms Save files to a folder on your computer File name should include your site name and “week of” dates STEP 3: Log in to CRI web page Web Address will be included in the email with your log-in information STEP 4: Upload completed attendance forms