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Data Collections Demystified

Data Collections Demystified. Amy McLaughlin Director of IT Support Services Oregon Department of Education. So Many Collections, So Little Time. ~ 80 Collections Start opening August 15 th and close June 30 th Validation windows Rights Access Relationships More….

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Data Collections Demystified

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  1. Data Collections Demystified Amy McLaughlin Director of IT Support Services Oregon Department of Education

  2. So Many Collections, So Little Time • ~ 80 Collections • Start opening August 15th and close June 30th • Validation windows • Rights • Access • Relationships • More….

  3. Turn Chaos into Calm(er)

  4. 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

  5. Collections – Part of a Bigger Picture

  6. 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.

  7. Student Level Collections SSID (Secure Student Identifier) is the Key to the Student Collections

  8. 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

  9. Getting A Picture of the Student Homeless Average Daily Membership (ADM) - Attendance Limited English Proficiency Kindergarten Readiness Discipline Career Technical Education (CTE) Collections Post School Outcomes Special Education Child Count (SECC) CDPR Recent Arrivers Post School Outcomes

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

  11. Understanding the Classroom • Staff Assignment • Staff Position • Class Roster • IUID (Instructional Unit Identifier)

  12. Institution Level Collections Institution ID is the Key to the Institution Level Collections and the Master Key to all collections

  13. Institution Level Collections • Financial Collections • Budget • Actuals • PE – Minutes & Facilities • American Recovery and Reinvestment Act (ARRA) • High Cost Disability • Principal Teacher Evaluation

  14. 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 Site http://www.ode.state.or.us/search/results/?id=219 • Requests reviewed and approved by ODE

  15. Other Data Inputs into ODE Systems * Department of Human Services, NCIS, etc. ** Disclaimer - Pie slices do not represent actual data proportions

  16. 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

  17. 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/

  18. Roles & Responsibilities • Collection Submitter • District Security Administrator • ODE Data Owner • ODE Helpdesk • ODE Chief Information Security Officer

  19. Collection Submitter • Submits data to collections • May be pulling data out of other school/district/ESD systems to submit • Validates the data

  20. Who ya gonna call?

  21. District Security Administrator • Nominated by the district Superintendent • One per district • Creates users and grants rights to collections

  22. 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

  23. 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

  24. 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

  25. Questions?

  26. Thank You! Amy McLaughlin amy.mclaughlin@state.or.us 503.947.5771

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