Photos by Susie Fitzhugh

Accessing Data for an External Research Request

Mark Teoh & Nicole VanVoorhis

research@seattleschools.org

• Program Evaluation Overview• Resources available online• Process for external requests• Data Sharing Agreement• Steps to Request Data• Q&A

Agenda

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• Step 1. What are three key features of your program?• Step 2. What is the desired outcome of each feature?• For each program feature mentioned in Step 1, please respond

to the following questions:• Step 3. What will students do differently if they participate in

your program? How will they change?• Step 4. What data will you need to measure this change?• Step 5. What data will you be able to collect within your

organization to measure this change?• Step 6. What data will you need from the teacher, school, or

district to measure this change?

Program Evaluation Planning

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• The Source with parental consent (source.seattleschools.org/)

• OSPI’s report card page (reportcard.ospi.k12.wa.us), click on “data files” to access excel format

• Research, Evaluation and Assessment’s School Reports (bit.ly/School_Reports) and the District Data Profile (www.seattleschools.org/data)

Data Resources Online

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• Type A: Aggregate level data (example: how students in a program performed as a whole)

• Type B: Student level data (example: how students in a program performed individually or for an organization to do their own analysis) – need data sharing agreement (see next slide)

• Type C: Primary data collection (example: surveys, observations, interviews, etc.)

External Research Requests:

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• Non-personally identifiable data– Student level with a proxy ID– Cannot identify student– Parental consent not needed

• Personally identifiable data– Can identify each student– Parental consent needed, unless you are conducting research for and on

behalf of the District

Data Sharing Agreement

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• Requesting Data from Seattle Public Schools• Type A: For aggregate level data (example: how students in a program performed as a whole)• Email research@seattleschools.org to receive an application• Fill out application and return to same address • You will then receive confirmation if your request is feasible/modifications needed/etc.• You will also receive an estimated timeframe when the data can be completed for you • Helpful Tips:• Enter as many details as possible into the research request application- include specific measures that you want, school years, school

names, etc. • Give data file with students in your program- include SPS student ID numbers• Submit the request at least 2 months before you need the data

• Type B: For individual student level data (example: how students in a program performed individually or for an organization to do their own analysis)

• Email research@seattleschools.org to receive an application• Fill out application and return to same address • You will then receive confirmation if your request is feasible/modifications needed/etc.• You will then be sent one of two data sharing agreements to sign

– Personally identifiable data sharing agreement: if you have parental consent– Non-personally identifiable data sharing agreement: if you do not have parental consent we can only send proxy data that cannot

be identified • Send the signed data sharing agreement to research@seattleschools.org• We will then collect signatures from our legal, accounting and technology departments since this is treated as a contract.• You will receive an estimated timeframe when the data can be completed for you • Please plan accordingly this may take between 1-2 months • Type C: For primary data collection which includes surveys, observations, interviews, etc. please follow steps 1 and 2 and the research

department will respond back to your request.

Steps

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• Contact us for the research application and for any of your additional questions at research@seattleschools.org

Q&A

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