New Data Coordinator Training – Part 1 Context for Education Data Management Copyright © 2010,...

New Data Coordinator Training – Part 1

Context for Education Data Management

Copyright © 2010, FCMAT/California School Information Services

Oct. 27, 2010

Context for Education Data Management, v1.2, 20101027 2

Agenda

Introductions Objectives Context for Data Management Who Affects Education Policy Key Statewide Education Systems Statewide Identifiers Organizational Support


Introductions

Name Local Educational Agency Title/Job Responsibilities How long in position Size of LEA Grade Levels Special Populations Reason for attending


California School Information Services

CSIS is a statewide program administered by FCMAT that:

Assists with electronic state reporting

Enables electronic records transfer

Builds local capacity


Building Local Capacity

CSIS supports LEAs to: Collect, maintain and report complete individual-

level data

Implement sustainable local data management practices

Use data for decision making

Comply with privacy and confidentiality requirements


Objectives

Key data management concepts and data constituencies

Statewide education systems CALTIDES, CALPADS, CBEDS-OPUS, CSIS

Implementation of statewide identifiers for students and staff

Building organizational leadership and support for data management


WHY DATA MANAGEMENT?


Key Concepts

Data Management“The management of all data/information in an organization. It includes data administration, the standards for defining data and the way in which people perceive and use it.” - PCMAG.COM


California Local Educational Agencies

More than 1,500 LEAs statewide

Includes districts, county offices of education (COEs), and independently reporting charters

6.2 million students in K-12

Largest is 700,000+

Smallest is 3

More than half have 2,000 or fewer students


FEDS

Each Local Education Agency (LEA)

Local UseLocal Use

STATE

Local Data Entry

COMMUNITY

LOCAL SYSTEMS


Who Affects Education Policy

Federal Government State Legislature State Agencies

California State Board of Education (SBE) California Department of Education (CDE) Office of the Secretary of Education (OSE)

County Offices of Education Special Education Local Plan Area (SELPA) Local Boards of Education Parents and Community Others


Key Concepts

Data ElementsStudents

Demographics

Services

Classes

Performance

Discipline

StaffDemographics

Credentials and Qualifications

Teaching Assignments

SchoolsType

Quantity

Size


Key Concepts

Point-in-time (snapshot)

Longitudinal Data


Key Statewide Education Systems

California Teacher Integrated Data Education System (CALTIDES)

California School Information Services (CSIS)

California Basic Educational Data System/Online Public Update for Schools

(CBEDS-OPUS)

California Longitudinal Pupil Achievement Data System (CALPADS)

Statewide Assessments


FEDS

Each Local Education Agency (LEA)

Local UseLocal Use

STATE

Local Data Entry

COMMUNITY

LOCAL SYSTEMS


STATE

CSIS

STATE

CASEMIS

CONAPP

CALPADS

CALTIDES

StateTesting

CBEDS- OPUS


CALTIDES

Integrates existing California Commission on Teacher Credentialing (CCTC) data into a repository of longitudinal educator data

Scheduled for implementation in 2011/2012

Will include data such as educator credentials, education, teacher preparation program participation, and salary data

http://www.cde.ca.gov/ds/td/lo/caltides.asp

http://www.cde.ca.gov/ds/td/lo/caltides.asp


CALTIDES Data

Assess the effectiveness of policies, programs, and expenditures

Evaluate teacher preparation programs, teacher mobility, retention, and attrition

Evaluate the pathways to teaching

Streamline the monitoring of teacher assignments


CSIS Services and Systems

CALPADS Training and Support

Eligibility in Local Context (ELC)

Academic Records Transfer

Address Validation

Direct Certification (until available in CALPADS)

http://www.csis.k12.ca.us/



CALPADS Training and Support Training for LEAs and help desk support

Eligibility in the Local Context Transcript service for 11th grade students who may be

eligible for admission to a University of California campus

Academic Records Transfer Service for sending individual transcripts or groups of

transcripts from secondary to any postsecondary institution in the nation



Address Validation A free service that either automatically corrects and

standardizes addresses that do not comply with U.S. postal mailing standards or identifies errors when automatic correction is not possible

Direct Certification (until available in CALPADS) A free service to identify students who are eligible for

the School Breakfast Program (SBP) and National School Lunch Program (NSLP) based on participation in CALWORKS or the Supplemental Nutrition Assistance Program (SNAP)


CBEDS-OPUS Overview

A web-based application to collect LEA: Contact Information Institution information

Address information Student Educational Options Education Calendar School Status

Classified Staff Information

http://www.cde.ca.gov/ds/sd/cb/opuscbeds.asp

http://www.cde.ca.gov/ds/sd/cb/opuscbeds.asp


CALPADS

The foundation of California’s K-12 education data system

Implemented Fall 2009 Designed to include student demographic,

program participation, enrollment, course enrollment and completion, discipline, certificated staff, and statewide assessment data

http://www.cde.ca.gov/ds/sp/cl/

http://www.cde.ca.gov/ds/sp/cl/


CALPADS Purpose

Provides access to the data necessary to comply with federal NCLB reporting requirements

Provides a better means of evaluating educational progress and investments over time

Provides LEAs information for local use

Establishes an efficient, flexible, and secure means of maintaining longitudinal statewide pupil level data


CALPADS Benefits

Streamlined data collection and maintenance process

Immediate access to information reported by previous LEAs on transferring students

Longitudinal view of student data and state assessment results

Capacity to maintain at least 20 years of data in a production environment


State Testing

Standardized Testing and Reporting (STAR)Results are used for student and

school accountability purposes

California English Language Development Test (CELDT)Required state test for English

language proficiency

California High School Exit Examination (CAHSEE)All public school students are

required to pass to earn a high school diploma


Student System

(SIS)

Student System

(SIS)

School Site Data Entry

School Site Data Entry

CALPADS

LEA

AYP

COMMUNITY

API

CELDT

CAHSEE

STAR Pre-ID for State Assessments

Academic Performance Index (API)

Adequate Yearly Progress (AYP)

Program Improvement

KEY CONCEPTS

Program Improvement

DATAQUEST

TESTING VENDORS

Statewide IdentifiersStatewide Student Identifier (SSID)

Statewide Educator Identifier (SEID)

Keys to Statewide Education Data Systems

29Context for Education Data Management, v1.2, 20101027


Statewide Student Identifier (SSID)

SSID is a unique, 10-digit, randomly generated, non-personally-identifiable number

All local education agencies are required to assign and maintain SSIDs

SSID is follows student throughout K-12 for more accurate reporting of enrollment, dropout, graduation rates


Statewide Identifiers

Used to track student enrollments and exits and to link assessment, achievement, and special program eligibility and participation data over time


Key Concepts

Anomaly Concurrent Enrollment Error (CCE) Multiple Identifier (MID) Exit Reason Discrepancy (ERD)


Best Practices for SSIDs

Requesting SSIDs Take care when requesting new SSIDs or

choosing/using existing SSID Maintenance of SSIDs

Data should be updated in accordance with student mobility rates

Adopt strategies to prevent anomalies


Statewide Educator Identifier (SEID)

A 10-digit, numeric, randomly generated, non-personally identifiable number

Required for all educators working in the K-12 public schools in a position that requires a credential or authorization granted by the CCTC

County Offices of Education must work with LEAs to populate the SEID in LEA student information and human resources systems

Used for reporting and monitoring certificated assignments


How the Identifiers Link Data

Student Info System

Student Schedule

CALPADSCALPADS

CALTIDESCALTIDES

HR System

SSIDSEID

SEID

CountyOffice

SEID

CTCCTC

SEID

SEID

Organizational Support

Leadership Support

Data Management Teams

36Context for Education Data Management, v1.2, 20101027


Leadership and Organizational Support Matters!

LEAs with leadership & organizational support for quality data:Have shared responsibility for data managementDevote resources to data qualityRegularly use data to inform local decisions


Leadership and Organizational Support Matters!

Characteristics of LEAs without adequate leadership and/or support:

Assigning only one person to do everything Failure to allocate adequate resources Assuming the IT department is solely responsible for

all electronic reporting Lacking organizational commitment to deadlines Wasting resources on new systems/procedures trying

to “fix” problems Believing data in the system can’t really be trusted


LEA Best Practices for Building Organizational Support

Communicate, communicate, communicate: Meet with Leadership team to discuss requirements

and timelines for the coming year before the budget is developed

Set expectations at the beginning of the year Acknowledge potential negative consequences Build contingency plans Connect data with its use and impact on the LEA

(performance indicators and fiscal implications) Send weekly/monthly progress reports



Recognize success and share success stories Develop and share data management tools Create or leverage a Data Management Team or

collaborate with other LEAs Assign responsibility for data based upon job

responsibilities (e.g. HR is responsible for HR data)

Hold IT and other staff accountable for working together


Data ManagementTeam Concept

Data Management Team

Data Stewards

Data entry staff

Technical staff

Data Quality/Compliance staff

Leadership staff



Cross train and develop data management tools

Stay informed about changing requirements

Develop sign-off procedures prior to certification for programs and schools

Hold post-submission review, document what needs to be improved for the next submission, and keep data up to date

Collaborate on requirements for, and selection and implementation of new systems.

Promote use of data


Don’t Wait to Act Until Everything is Perfect

Goldilocks doesn’t live at your school – there is no “just right”

-Dr. Doug Reeves, a national expert on leadership and organizational effectiveness

Begin a process to continually improve data management in your LEA

Plan 2-3 specific next steps Do those steps Evaluate what happened and use results to inform future

actions Repeat


Best Practices for Managing and Using Data

Data Quality

Data Auditing

Data Security and Confidentiality

Using and Relying on Data


Needs Assessment

To help identify local practices that may be improved

Review and complete with data management team

Use to set local priorities and strategies


Summary

What is Data Management

Who Affects Education Policy

Key Statewide Education Systems

Statewide Identifiers

Organizational Support

Needs Assessment


Resources

Listservs CALPADS:

http://www.cde.ca.gov/ds/sp/cl/listservs.asp CSIS:

http://www.csis.k12.ca.us/listserv/ CETPA

http://www.cetpa-k12.org/pub/htdocs/listserv.html


Resources

CSIShttp://www.csis.k12.ca.us/

CDEhttp://www.cde.ca.gov/

CALPADShttp://www.cde.ca.gov/ds/sp/cl/

CALTIDEShttp://www.cde.ca.gov/ds/td/lo/caltides.asp

CBEDS-OPUShttp://www.cde.ca.gov/ds/sd/cb/

Please Complete Our Survey

http://www.csis.k12.ca.us/survey/calpads-training/



Questions

New Data Coordinator Training – Part 1 Context for Education Data Management Copyright © 2010,...

Documents

Transcript of New Data Coordinator Training – Part 1 Context for Education Data Management Copyright © 2010,...