Longitudinal Data and Student Record Exchange

1. August 2013 Odyssey Workshop Presented by Joel Robe Longitudinal Data andStudent Record Exchange

2. Today’s Objectives • Understanding of ODE’s initiative for maintaining data over time including the current expansion to meet P-20 objectives • Overview of a new application for the exchange of student records between schools and between schools and colleges

3. SLDS: What does it stand for? Statewide Longitudinal Data Systems What is that? A repository of information containing point in time data to provide the condition of a student, school, district, and/or other grouping at given points in time. Now what does that mean in English? • Changes to student data are stored for district data received by ODE.

4. Operational Data Store • The technical name for the repository where SLDS data are stored is called an Operational Data Store or ODS • An ODS stores data and changes made to the data on a pre-defined frequency • The SLDS frequency for ODE is a daily update • Not all changes - multiple changes during the day aren’t captured - just the end of the day

5. Operational Data Store • Allows a user to answer the question: • What was the ‘truth’ as of a given point in time? Example: • If a school district submits a record for a student showing a race/ethnicity on one day and a different race/ethnicity the next day you will see the change!

6. Sources for SLDS Data • Student Operational Data Store • Data from ODE’s student collections • Student Centered Operational Data Store • Student Assessment data • KIDS/REDS (K-16 Integrated Data System/Regional Education Data Store) • District’s Student and Financial Information System Data

7. SLDS Data Sources • KIDS/REDS (K-16 Integrated Data System/Regional Education Data Store) • Student Collections • OAKS and ELPA Assessments • Project ALDER

8. KIDS/REDS (K-16 Integrated Data System/Regional Education Data Store) Goal: Provide seamless and efficient student record sharing statewide to get information in the hands of teachers and educators as quickly as possible to ensure all students are provided optimal education opportunities. • Data flows into the REDS repository from the district Student Information/Financial Information Systems • Project kicked off in 2005 and ended in 2010 • Daily data updates from Regional Data Warehouse Providers are ongoing • Used for Student Record Exchange

9. KIDS/REDS Process

10. Regional Data Warehouse Providers • Beaverton SD • Cascade Technical Alliance (CTA) • Eugene Consortium • Bend, Coos Bay, Eagle Point, Eugene, Springfield, Three Rivers • Hillsboro SD • Linn-Benton-Lincoln ESD • Medford SD • Portland Public Schools • Willamette ESD • In partnership with CTA and Salem-Keizer Public Schools

11. Project ALDER • Advancing Longitudinal Data for Educational Reform • Supports the development and implementation of data systems to enable stakeholders in Oregon to examine student progress from early childhood to career • Interagency ODS • Project completion in 2014 • Future work beyond 2014 to bring in data from other sources, such as Oregon Student Access Commission, and to enhance reporting

12. ALDER Agencies Current Agencies • Oregon Department of Education • Community Colleges and Workforce Development • Oregon University System • Oregon Employment Department • Early Childhood (Transitioning to ODE) • Employment data • Teachers Standards and Practices Commission • Oregon Student Access Commission

13. ALDER Website URL - http://alder.orvsd.org/

14. Michael Rebar, Ph.D. Director of Enterprise Systems (503) 947-5926 michael.rebar@state.or.us ALDER Project Contact

15. OSTX Oregon Student Record Transfer EXchange

16. What is OSTX? • An ODE application providing authorized individuals immediate access to a previous Oregon public school student’s data Oregon Department of Education

17. OSTX Benefits • Streamlines the accurate placement and scheduling of incoming students • Ensures students in SpEd, LEP, and other programs are identified and provided the required services • Provides a student’s current and historical OAKS and ELPA assessment data no matter which district or school administered the test Oregon Department of Education

18. OSTX Benefits • Provides a student’s current and historical OAKS and ELPA assessment data no matter which district or school administered the test • Lets districts find their exited students if they enrolled in an Oregon public school Oregon Department of Education

19. What OSTX is Not • Not a replacement for the Cumulative Record • Not for data entry • Not all data in the SIS or RDW Oregon Department of Education

20. Authorization Related Laws and Rules Laws: • LEAs are required to request student records within 10 days of initial enrollment– ORS 326.575 (1) • LEAs shall transfer all student records within 10 days of request – ORS 326.575 (2) • An electronic student record may be used to transfer student record information – ORS 326.580 (2) Rules: • Educational agency may disclose a student record without consent to an LEA in which the student seeks or intends to enroll – OAR 581-021-0340 (2) • Educational agency shall record each request for access to and each disclosure of an education record – OAR 581-021-0400 (1) • Each request or disclosure record must include: parties who have requested or received information, date access was given, legitimate interest of the party – OAR 581-021-0400 (A,B,C) Oregon Department of Education

21. Authorization FERPA authorizes or permits specific users and uses of personally identifiable information in student education records without the written consent of the parent or eligible student. Authorized disclosures include, but are not limited to… …officials of another school, school system or postsecondary institution in which the student seeks to enroll. Source: NCES Basic Concepts and Definitions for Privacy and Confidentiality in Student Education Records, Pg. 4, Disclosures of Confidential Information, paragraph 2 http://nces.ed.gov/pubs2011/2011601.pdf Oregon Department of Education

22. Security • Uses ODE Central Login for access • Districts define who receives access • District Security Administrator provides access to the OSTX application • Secure Sockets Layer (SSL) • Encrypts data so it can be exchanged safely over the internet https://district.ode.state.or.us Oregon Department of Education

23. KIDS/REDS Process Beaverton, Medford, and LBL ESD Error and Reject Logs Error and Reject Logs CTA-N, Eugene, PPS, WESD

24. Categories of Available Data • Student’s current year schedule data will be available Oregon Department of Education

25. Oregon Department of Education

26. Oregon Department of Education

27. OSTX Application Overview https://DistrictTraining.ode.state.or.us/apps/kidsostx/ Training Site Oregon Department of Education

28. OSTX Website https://district.ode.state.or.us/search/page/?id=166 Oregon Department of Education

29. OSTX Listserve http://listsmart.osl.state.or.us/mailman/listinfo/ostxusers • Sign up at: Any problems signing up: call ODE Helpdesk at 503-947-5715 Oregon Department of Education

30. Contact Information Joel Robe Email: joel.robe@ode.state.or.us Phone: 503-947-5709 or ODE Helpdesk Email: ODE.Helpdesk@ode.state.or.us Phone: 503-947-5715 Oregon Department of Education

31. Questions Oregon Department of Education

32. Thank You