Enhancing Post-Secondary Data Security Protocols

1. Post-Secondary Security and Confidentiality November 15, 2011 2:45 – 3:45 Dawn Ressel, KS Dr. Domenico "Mimmo" Parisi, MS Arron Frerichs, OR

2. Cross-Sector Data Sharing: PRE-SLDS

3. Cross-Sector Data Sharing: CURRENT

4. Cross-Sector Data Sharing: CURRENT (cont’d) 4

5. Kansas Database - Postsecondary Lens Current Database Planned Database P-20 DB P-20 DB ?? 5

6. Kansas – Security & Privacy Polices 6 Presently Who accesses the system and how? • Institutional access to unit level information – secure website file transfer to institution data only. Approval to access granted by KBOR staff with institutional verification • Agency Staff access to unit level information – secure website file transfer to all institutions. Approval to access granted by KBOR staff • Other agency user access to unit level – currently not possible Planned access to the system and how? • Institutional and Agency Staff access unchanged • Access for other agencies – website file transfer. Approval to access granted by Data Review Committee • De-indentified data is released pending demonstration of need • Create a shared staff position between agencies to gain full access to data • KBOR and Commerce; KBOR and Department of Labor; KBOR and Kansas State University

7. Kansas – Security & Privacy Polices 7 Documents that allow for access • K-12 sharing with KBOR; Executive Order followed by general MOU – completed • Unique ID • K-12, KBOR, and DOL sharing ; Executive Order followed by general MOU – in progress • Board of Nursing and Department of Health; MOU for those agencies to search data for KBOR students – in progress • Non-Public Higher Education institutions in Kansas (not-for-profit and for-profit) – in development; • For-profit; Regulatory responsibility and Statute • Non-for-Profit; MOU • Missouri; MOU – in development

8. Post-Secondary Security & Confidentiality: MS Policies and Procedures Identifying a neutral 3rd party to be the data clearinghouse

9. Post-Secondary Security & Confidentiality: MS Policies and Procedures Neutral 3rd party streamlines data sharing process Governance Board • Governor’s Office, Agency Executive Level SLDS Data Council • Programmatic Representatives, Technical Experts, End Users MOU from each Partner Agency Agency Maintains Data Ownership and Control over Data Use IRB certification and other regulatory compliance training for those working with sensitive data

10. Post-Secondary Security & Confidentiality: MS How does Technology Help? Secure File Transfers De-Identify Data • Remove Name, and other identifying information • SSN replaced with unique 10-digit Identifier Software Package Monitors File/Database Access Limited access to Micro-data • Cleanroom Approach for Research

11. Post-Secondary Security & Confidentiality: MS Who Shares PK-20 Data in Mississippi? Mississippi Department of Education – (Operational) Mississippi Department of Human Services – (Operational) Institutions of Higher Learning – (Operational) State Board of Community and Junior Colleges – (Operational) Mississippi Department of Health – (In Progress) Mississippi Head Start Association – (In Progress) Mississippi Department of Mental Health – (In Progress) Mississippi Division of Medicaid – (In Progress)

12. Oregon University System PRE SLDS 12 Walled Garden • Four Named Analysts • Excellent history of sharing based on long term trust relationship directly with analysts in other Sectors • Each sector must approved research project access • Everyone else must get access through published public reports

13. POST SLDS - Data System Access 13 Delegation of Authority, Authentication, and Authorization • Governance Board • Authenticated Users are Authorized access • Governance approved research project access • Everyone else must get access through published public reports

14. Oregon Useful Links 14 • Oregon SLDS Project ALDER website: http://alder.orvsd.org/ • ALDER Data Governance: http://alder.orvsd.org/content/data-governance • ALDER Timeline: http://alder.orvsd.org/content/slds-history • ALDER USED: Site Visit: http://alder.orvsd.org/content/used-site-visit • OUS Data Dictionary: http://www.ous.edu/dept/ir/scarf • CCWD Data Dictionary: http://www.odccwd.state.or.us/OCCURS/ • ODE Data: http://www.ode.state.or.us/search/results/?id=349 • ODE DCC Website: https://district.ode.state.or.us/search/results/?id=402 • ODE ITMgrsWebsite: https://district.ode.state.or.us/search/results/?id=403 • ODE DQWG Website: http://data.k12partners.org/content/project-meetings • ODE DWGC Website: http://alder.orvsd.org/content/data-warehouse-governance-committee • AEC Website: http://alder.orvsd.org/content/alder-executive-committee

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17. Oregon Early Grant app Draft TSPC Other States Project includes collaboration on integration ODE Enterprise Security Identity Resolution OUS Data Management Data Views CCWD Reporting and BI Tools Shared Repository OLAP Vritual De-identify OICA PRISM (Labor) *(given compliance with all laws)

18. Post-Secondary Security & Confidentiality: Contact Info and Resources Contact Info: Dawn Ressel, (785) 368-7464 DRessel@ksbor.org Mimmo Parisi, (662) 325-8065 mimmo.parisi@nsparc.msstate.edu Arron Frerichs, (541) 346-5756 arron_frerichs@ous.edu Resources: Privacy Technical Assistance Center (PTAC): http://nces.ed.gov/programs/PTAC/