P20 Confidentiality & Data Sharing Agreement Wednesday, November 16, 2011

1. P20 Confidentiality & Data Sharing Agreement Wednesday, November 16, 2011

2. Dr. Domenico "Mimmo" Parisi Mississippi State University National Strategic Planning & Analysis Research Center

3. Path To Successful Agreements Determine the Scope • Answer the “why” question Determine what will be shared • Identify relevant data and data sources Determine how it will be shared • Processes and procedures for transfer and storage • Data governance relating to security Determine how it will be used • Processes and procedures • Data governance relating to confidentiality

4. Path To Successful Agreements Who should be involved? • Stakeholders from the top down • Governor’s Office, Agency Executive Level, Programmatic Representatives, Technical Experts, End Users Barriers/Challenges to Successful Agreements • Creating a unified structure under which data sharing would occur • Cannot occur in an unstructured environment • Identifying a neutral 3rd party to be the data clearinghouse • Find somebody you can trust What is the Catalyst for Action? • Necessity for reporting requirements Plan for Regional Data Sharing • WRIS data

5. Heather Boughton Ohio Department of Education Keith Ewald Ohio Department of Job and Family Services Marsha Ward Ohio Department of Education

6. PK Workforce K - 12 Post Secondary The Landscape Home Daycares Ohio State University ODJFS Daycare Center OBR ODH LEA LEA LEA ODE Reporting Responsibility IHE IHE Provide direct service to students/parents NWOCA ITC Researchers Data Repository SAS BFK

7. PK Workforce K - 12 Post Secondary Early Childhood Data Integration Bring various workforce program data together (WDQI) Home Daycares Federal Reporting Ohio State University ODJFS Daycare Center OBR ODH Addition of Higher Ed data to SLDS Value-Added Participation LEA LEA LEA ODE Data Matching for AWE Program Reporting Responsibility IHE IHE Existing Agreement(s) NWOCA Transmit SSID for Value-Added To facilitate individual research initiatives Higher Ed / Workforce Matching ITC Data Hosting / EMIS Reporting Researchers Agreement In Progress BFK SAS Program Specific Participation

8. Confidentiality and Data Sharing Agreements - Ohio WDQI and SLDS • Concerns of data owners • Security breech • Administrative burden • Legal priority • Who is in control • How to practically extend research access

9. Ohio’s External Data Sharing Data Governance Balancing Act • Once we have all this data, how is it used? Outcome of Ohio’s SLDS Projects: • Stronger Research Networks • Ohio Education Research Center • Higher Education Research Network • Executive Research Advisory Group for WDQI

10. Ohio’s External Data Sharing Two tasks faced by Ohio’s research networks: • Developing a coherent P-20W research agenda • Streamlining and strengthening external data sharing policies and procedures

11. Ohio’s External Data Sharing Questions we need to incorporate into our policies: • Who has access to the data? How do they access the data? • Who at the agency signs off on data sharing? • How do we assess our capacity to provide data (and data support)? • Who is responsible for maintaining records of shared data? • What control do we have over data once it leaves our department? What kind of follow-up is appropriate? • How can we be more transparent about how our data is used?

12. Tom Ogle Missouri Department of Education Clinton Flowers Missouri Department of Economic Development

13. P-20 Council Origins Missouri Formed a P-20 Council (with an Executive Director in 2005). P-20 Council rendered an informal executive interest by 2007 – but professional dedication remained. National Governor’s Association Grant 2007 DESE SLDS grant funding in 2009 WDQI grant funding in 2010 for December 2010 beginning.

14. P-20W Currently Completed initial research. Focused on proposed FERPA changes. Drafted an Interagency Memorandum of Understanding (a Show-Me Data Sharing Agreement). The MOU is currently “in process” for signature by each agency’s legal counsel. The MOU generally is premised upon FERPA changes coming to reality.

15. MOU Administrative Direction Consensus on an Interagency Work group for developing confidentiality and information security practices and protocol (supporting the MOU) Key functions acknowledged: Determining access; Confidentiality training, certification and acknowledgement (linked to personnel system); IT protections made empirical; Establishing a venue for confidentiality breach planning.

16. Contact Info and Resources: Dr. Domenico "Mimmo" Parisi, DParisi@nsparc.msstate.edu Heather Boughton, Heather.Boughton@ode.state.oh.us Keith Ewald, Keith.Ewald@jfs.ohio.gov Marsha Ward, Marsha.Ward@ode.state.oh.us Tom Ogle, TOM.OGLE@dese.mo.gov Clinton Flowers, clint.flowers@ded.mo.gov