Accessing Data for an External Research Request Mark Teoh & Nicole VanVoorhis

1. Accessing Data for an External Research Request Mark Teoh & Nicole VanVoorhis research@seattleschools.org

2. Agenda • Program Evaluation Overview • Resources available online • Process for external requests • Data Sharing Agreement • Steps to Request Data • Q&A

3. Program Evaluation Planning • Step 1. What are three key features of your program? • Step 2. What is the desired outcome of each feature? • For each program feature mentioned in Step 1, please respond to the following questions: • Step 3. What will students do differently if they participate in your program? How will they change? • Step 4. What data will you need to measure this change? • Step 5. What data will you be able to collect within your organization to measure this change? • Step 6. What data will you need from the teacher, school, or district to measure this change?

4. Data Resources Online • The Source with parental consent (source.seattleschools.org/) • OSPI’s report card page (reportcard.ospi.k12.wa.us), click on “data files” to access excel format • Research, Evaluation and Assessment’s School Reports (bit.ly/School_Reports) and the District Data Profile (www.seattleschools.org/data)

5. External Research Requests: • Type A: Aggregate level data (example: how students in a program performed as a whole) • Type B: Student level data (example: how students in a program performed individually or for an organization to do their own analysis) – need data sharing agreement (see next slide) • Type C: Primary data collection (example: surveys, observations, interviews, etc.)

6. Data Sharing Agreement • Non-personally identifiable data • Student level with a proxy ID • Cannot identify student • Parental consent not needed • Personally identifiable data • Can identify each student • Parental consent needed, unless you are conducting research for and on behalf of the District

7. Steps • Requesting Data from Seattle Public Schools • Type A: For aggregate level data (example: how students in a program performed as a whole) • Email research@seattleschools.org to receive an application • Fill out application and return to same address • You will then receive confirmation if your request is feasible/modifications needed/etc. • You will also receive an estimated timeframe when the data can be completed for you • Helpful Tips: • Enter as many details as possible into the research request application- include specific measures that you want, school years, school names, etc. • Give data file with students in your program- include SPS student ID numbers • Submit the request at least 2 months before you need the data • Type B: For individual student level data (example: how students in a program performed individually or for an organization to do their own analysis) • Email research@seattleschools.org to receive an application • Fill out application and return to same address • You will then receive confirmation if your request is feasible/modifications needed/etc. • You will then be sent one of two data sharing agreements to sign • Personally identifiable data sharing agreement: if you have parental consent • Non-personally identifiable data sharing agreement: if you do not have parental consent we can only send proxy data that cannot be identified • Send the signed data sharing agreement to research@seattleschools.org • We will then collect signatures from our legal, accounting and technology departments since this is treated as a contract. • You will receive an estimated timeframe when the data can be completed for you • Please plan accordingly this may take between 1-2 months • Type C: For primary data collection which includes surveys, observations, interviews, etc. please follow steps 1 and 2 and the research department will respond back to your request.

8. Q&A • Contact us for the research application and for any of your additional questions at research@seattleschools.org