Data Collection

1. Data Collection An overview of how data are collected and used in Washington state.

2. Objectives • List reasons why data are collected. • Describe how data are collected and what happens after collection. • Identify ways in which data are reported to stakeholders.

3. Why are data collected? • Data are used by educators at every level of the system. • Federal and state agencies use data to set policy and guide funding recommendations. • School administrators use data to select curriculum, support programs, determine staffing, and repair facilities. • Teachers use data on students and courses to make instructional decisions.

4. Why are data collected? • Some federal laws require data collection. • The special education November child count determines the funding received by school districts. • Active, compliant special education students on November 1 • Least restrictive environment status • Disability, gender, and bilingualstatus

5. Why are data collected? • Some federal laws require data collection. • The Civil Rights Data Collection (CRDC) gathers data on key education and civil rights issues in our nation’s public schools for use by the U. S. Department of Education’s Office of Civil Rights. • Students that passed Algebra in grades 9-12 • Discipline records for students in all subgroups • Students that took AP, SAT and ACT tests

6. Why are data collected? • Some state laws and regulations require data collection. • The Revised Code of Washington (RCW) is the compilation of all permanent laws now in force. Examples of RCWs that drive data collection include: • Chapter 28A.210 RCW Health – Screening and requirements – Immunization Program. • Chapter 28A.180 Transitional bilingual instruction program – Guidelines and rules.

7. Why are data collected? • Some state laws and regulations require data collection. • Regulations are a source of primary law in Washington State. The Washington Administrative Code (WAC) arranges these by subject or agency. Examples of WACs that drive data collection include: • Chapter 180-16 State support of public schools WAC Section 210: Identifies Kindergarten through grade three students to classroom teacher ratio requirement. • Chapter 180-51 High School graduation requirements WAC Section 115: Identifies procedures for granting high school graduation credits for students with special educational needs.

8. Why are data collected? • Most data are used locally by teachers, schools, and districts. • Data-informed decisions are the heart of work with students and families. For example, data can be used to determine: • How to direct local levy dollars. • The number of staff needed for a program. • Plan instruction based on results of formative assessment.

9. How are data collected? • Some data are submitted to the Comprehensive Education Data and Research System (CEDARS). • CEDARS is a warehouseof educational data. • Districts report 15 files of data including courses, students and teachers, absences, and discipline. • Course data includes standardized state course codes. • Student data includes demographics, enrollment information, schedules, grades and program participation. • Teacher data includes demographics, certificates, and schedules.

10. How are data collected? Student Information System Data Files Extracted CEDARS Submission Add to Database Validations Most districts use a student information system, such as Skyward, to collect data for CEDARS. • Student name, identification number, address, demographics • Attendance • Coursework and grades • Discipline

11. How are data collected? Student Information System Data Files Extracted CEDARS Submission Add to Database Validations The data are extracted into fifteen files that are submitted at least monthly to OSPI. School codes Student demographics Student school enrollment Courses offered Student schedules Student transcripts Limited English proficiency Special education Student programs Staff demographics & certificate numbers Staff schedules Student ethnicity Student race Student absences Student discipline

12. How are data collected? Student Information System Data Files Extracted CEDARS Submission Add to Database Validations A zipped folder that contains the data files is submitted to CEDARS. • File names and layout are specified in the CEDARS Data Manual. • The 15 files come to OSPI in a zipped (compressed) file. • Some vendors support and perform the data extract and submission process. • The Secure File Transport Protocol (SFTP) process ensures the data are sent securely.

13. How are data collected? Student Information System Data Files Extracted CEDARS Submission Add to Database Validations The files are run through three validation processes to identify any errors. • Example errors include • Structural Errors: named incorrectly, wrong headers, too few or too many files • Businesssubmission exceptions or errors • Logical Deletes: after a new submission has been checked for errors, CEDARS deletes any records from previous submissions that it cannot identify in the new submission • Data may need to be corrected and resubmitted.

14. How are data collected? Student Information System Data Files Extracted CEDARS Submission Add to Database Validations Files are then loaded into the CEDARS database for use in reports.

15. How are data collected? • Other data are collected through school apportionment and financial services. • P223 and P223H • Enrollment data that are reported to OSPI monthly. • Determines state apportionment (funding) for basic and special education. • S275 • Provides a record of certificated and classified employees of the school districts and educational service districts of the state of Washington.

16. How are data collected? • Some data are used to populate applications in the Education Data System (EDS). Additional data are then added by districts. • Adjusted Cohort Graduation Application (P210) • Provides graduation and dropout statistics for Washington’s counties, districts and schools. • Annual CTE Student Enrollment Review (P210 Voc) • Provides data for the Career and Technical Education end of year report. • Highly Qualified Teachers (HQT) • Determines the highly qualified status of teachers.

17. How are data reported? • Similar to CEDARS, OSPI reports data to the federal government, using the Education Data Exchange Network (EDEN). • EDEN collects data required for federal reports such as special education, safe and drug free schools, and the National Center for Education Statistics’ Common Core of Data.

18. How are data reported? • Some data are reported to the public. • Report Card and K-12 Data and Reports on the OSPI website • Demographic and teacher information • Dropout rates • Test scores • Other data from CEDARS • Department of Health Annual School Report • Vaccination compliance for K-12 students • The assessment of district student health services tracks student health conditions and their severity levels.

19. How are data reported? Schools and districts depend on the data they submitted. Reports are created for school improvement, planning decisions for school boards, and grant applications.

20. How are data reported? • Other requests are made by private citizens. • Educational researchers • Legislators and policy makers • Public disclosure requests

21. Review • List reasons why data are collected. • Describe how data are collected and what happens after collection. • Identify ways in which data are reported to stakeholders.

22. Want more? Visit http://www.k12.wa.us/CEDARS/dataquality/

23. Discussion • How does a culture of data quality affect the collection and use of data? • What are the effects on data reporting and use from a data element you capture or collect? For example, what happens to the attendance data a teacher reports in his or her classroom?