Data Collections Demystified

Amy McLaughlinDirector of IT Support Services

Oregon Department of Education

So Many Collections, So Little Time• ~ 80 Collections• Start opening

August 15th and close June 30th

• Validation windows

• Rights• Access• Relationships• More….

Turn Chaos into Calm(er)

What I’ve Learned in 2.5 Years

• Data collections can make sense

• Sort them into logical categories

• Tie them together for the big picture

• Know who to contact for what

Collections – Part of a Bigger Picture

The Foundation

Institutions Database – Every institution has an Institution ID (except programs). The Institution ID ties the collections together. Paper Collection! For changes only. Due September 15th every year.

Student Level Collections

SSID (Secure Student Identifier) is the Key to the Student Collections

SSID

• Every student has one• Every student should

have only one• Student data is

submitted tied to the SSID in student level collections

• SSID + Institution ID = essential for student level collections

Average Daily Membership (ADM) - Attendance

HomelessLimited English Proficiency

Discipline

Career Technical Education (CTE) Collections

Recent ArriversSpecial Education Child Count (SECC)

Post School Outcomes

CDPR

Getting A Picture of the Student

KindergartenReadiness

Staff Level Collections

USID (Unique Staff Identifier) is the Key to the Staff Level Collections

Understanding the Classroom

• Staff Assignment• Staff Position• Class Roster• IUID (Instructional Unit

Identifier)

Institution Level Collections

Institution ID is the Key to the Institution Level Collections and the

Master Key to all collections

Institution Level Collections

• Financial Collections– Budget– Actuals

• PE – Minutes & Facilities• American Recovery and

Reinvestment Act (ARRA)• High Cost Disability• Principal Teacher

Evaluation

Does my institution need an ID?• Who gets an ID– Schools, Districts, ESDs– Organizations that need to

contract with ODE

• How?– Directions on ODE Web Sitehttp://www.ode.state.or.us/search/

results/?id=219

• Requests reviewed and approved by ODE

Other Data Inputs into ODE Systems

* Department of Human Services, NCIS, etc.** Disclaimer - Pie slices do not represent actual data proportions

What does ODE do with these data? (Or WWIFY – What’s in it for you)

• Collection data used for– – ADM = School Funding– EdFacts Reports to US Dept. of Education = Federal

funding for schools & programs– Data Collections + Assessments =

School Report Cards & identification of schools needing assistance

– Mapping & foster care management– ODE policy, planning, research

& more

Collection Schedule

• Constructed and vetted with the Data Collection Committee (statewide representation)

• Finalized spring of each year• Contains all changes

to collection in the next year• Can be found at:

https://district.ode.state.or.us/apps/info/

Roles & Responsibilities

• Collection Submitter• District Security Administrator• ODE Data Owner• ODE Helpdesk• ODE Chief Information Security Officer

Collection Submitter

• Submits data to collections

• May be pulling data out of other school/district/ESD systems to submit

• Validates the data

Who ya gonna call?

District Security Administrator

• Nominated by the district Superintendent

• One per district• Creates users and

grants rights to collections

ODE Data Owner

• Data “steward” is a better term

• Answers questions about:– The content of the data– The business rules of the

collection– Will help you

troubleshoot your data

ODE Helpdesk• SSID Merges• Report technical errors with

submitting your data• Help with identifying if data has

been submitted or processed• Validate, report and track

collection bugs• Testing of collection bugs and

fixes• Contact submitters when fixes

are implemented• 503-947-5715

Data Security & Privacy

• ODE Chief Information Security Officer• Education Information Security Committee• Privacy and FERPA Compliance• Computer Security Questions• http://www.ode.state.or.us/search/page/?id=3554

Questions?

Thank You!

Amy McLaughlin amy.mclaughlin@state.or.us

503.947.5771