data collections demystified
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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…. - PowerPoint PPT PresentationTRANSCRIPT
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?
