CEDARS Validations

1. CEDARS Validations Review and address data qualityerrors.

2. Objectives • Describe the process used to validate data submitted to CEDARS. • Identify resources and methods to reconcile data quality errors.

3. Validations • Validation is a way to evaluate some aspects of data quality. It can determine whether • required data are complete. • the type of data is valid. For example, only numbers are used in a field associated with dates. • elements (such as student ID number) match in all files where those data are present.

4. Validations • In CEDARS, data are validated using a variety of databases and files. • Some validations are made using other CEDARS databases. For example • Teacher certification numbers in the CEDARS Staff file are compared to the e-Cert database. • The 4-digit school codes listed in the CEDARS Location file are compared to an OSPI database to determine if they are valid codes issued by OSPI.

5. Validations • Other validations are made using databases that are external to CEDARS. For example • Advanced Placement and International Baccalaureate course codes are matched with a database from the College Board. • CTE class information submitted through CEDARS is cross-checked with the P210 Voc information .

6. How data are processed Data are collected in a district’s student information system (SIS). Some data are extracted into fifteen files.

7. How data are processed The files are compressed (zip file format) and encrypted. Then they are sent to OSPI using a secure file transfer protocol (SFTP). Data OSPI Server District SIS District firewall OSPI firewall

8. How data are processed Data are loaded and validated by CEDARS in a specific sequence. The files are run through two reconciliation processes that produce a report on structural errors and individual file errors.

9. Structural Errors • Reviewing and correcting structural errors are the first steps in error reconciliation. • These errors occur when • data formats are incorrect. • required data elements are missing. • Data elements have invalid values.

10. Individual File Errors There is a hierarchical (phased) relationship with the CEDARS data files. The files are loaded in a defined order. An error in one file may cause errors “downstream.” Error reconciliation should be done in the same hierarchical order.

11. How data are processed The Location file is loaded first. If a location record errors out and is rejected any subsequent file that reference that Location ID will also error out. Location

12. How data are processed These District Student, Course Catalog, and Staff files are the next building blocks for the remaining files. If records error out in these files, any subsequent file that references that record will error out. Course Catalog District Student Staff Location

13. How data are processed Then, School Student, Student Race, and Student Ethnicity files are loaded. If the Student or Location ID listed is not loaded in the District Student file, or if the Location ID does not match the Location Table, the record will error out. Student Race Student Ethnicity School Student District Student Location

14. How data are processed The Student Schedule and Staff Schedule files are reviewed next. The District Student ID and Staff ID must match the District Student and Staff files. The Location ID must also match the Location Table, or the records will error out. Student Schedule Staff Schedule Student Race Student Ethnicity School Student District Student Course Catalog Location Staff

15. How data are processed Finally, the rest of the files are loaded. If the District Student ID is not loaded in the District Student file, or if the Location ID listed in this file is not loaded in the Location Table, the record will error out. Student Programs Student SPED School LEP Student Discipline Student Absence Student Grades

16. How data are processed Student Race Student SPED Student Absence Staff Schedule Student Discipline Student Program Student Ethnicity Student Schedule School Student School LEP Student Grades District Student Course Catalog Location Staff

17. Timeline • OSPI processes CEDARS submissionsnightly. • Submission exception error reports are available on the Education Data System (EDS) website within a few hours. • Correctionsare made at the source (for example, SIS) as soon as possible. These will be processed with the next scheduled submission.

18. Resources • Visit the CEDARS web site to review and download resources. • Contact OSPI Customer Support with additional questions: customersupport@k12.wa.us or (360) 725-6371 or 1 (800) 725-4311 • Get additional help from your Student Information System vendor.

19. Review • Describe the process used to validate data submitted to CEDARS. • Identify resources and methods to reconcile data quality errors.

20. Want more? Visithttp://www.k12.wa.us/CEDARS/dataquality/

21. Discussion • Can validations determine whether data are accurate (truthfully represented)? If so, how does that occur? If not, what would be needed to ensure this aspect of data quality? • Suppose an error in the Student Special Education file was reported. What would you need to do to identify and resolve the error?