National Postschool Outcomes Center

Florida’s Experience in Accessing Administrative Records

Teleconference May 24, 2005

Jay Pfeiffer, Assistant Deputy CommissionerDivision of Accountability, Research, and Measurement

Florida Department of Education850-245-0437

Jay.Pfeiffer@FLDOE.org

Additional role: Department-wide conduit for LMS, LED, Census, BEBR publications

Office of K-20 EducationInformation & Accountability

Public SchoolsCommunityCollege &

Technical CenterUniversity

Source InformationSystems

K-12 Adult EducationCareer/TechnicalAssociate Degree

BaccalaureateMastersPh.D./Professional

IntegratingSystems

Source SystemsEmploymentAssessmentFinancial AidTeacher CertificationFacilities

EmploymentEarningsPostsecondary Ed.WelfareIncarcerationLicensure

K-20 EducationData Warehouse

FETPIP

K-20 Governance Organization: Alignment of Data Systems

FETPIP – The Florida Education and Training

Placement Information Program

“Instead of maintaining a separate program to collect industry occupational information, it would be more efficient in terms of resources expended to merge the data collection phase of the Occupational Employment Statistics (OES) program with the ES 202 program.” …

Florida’s Occupational Information and Delivery System, Technical Assistance Project, U.S. Department of Commerce, Project Number 04-06-01109, May 1975: Tallahassee Florida

Regarding the wage record system:

“The addition of a single data element, an occupational title, would provide the possibility for the most useful single data base in the State of Florida.”

The Florida Occupational Information Coordinating Committee “A suggested approach to developing a comprehensive occupational information data base for Florida from existing data resource.” A concept paper, Florida Department of Labor and Employment Security, June 1981: Tallahassee Florida

“Priority should be given to examining the addition of occupational information to the UI Wage Report file.”

Herndon, John, et al. Project to Coordinate Economic Development, Employment and Training: Report 1 Issues and Recommendations, Report to the Governor 1 of the EDIT Project, March 1982: Tallahassee Florida

“The Unemployment Insurance Wage Report represents the best potential comprehensive source of occupational and wage information in the state, with the addition of occupational titles to the report.” This would be useful in: “labor market demand forecasting and analysis …economic analysis…evaluation and follow-up…”

Polivka, Larry; et al. Vocational Education Study: Labor Market Demand Information in Florida: Policy Issues and Alternatives Office of the Governor, August 1982: Tallahassee Florida

Key Background Studies and

Recommendations

“Funds provided in Specific Appropriations 337A shall be used to conduct a study of the feasibility of implementing an automated system that matches social security numbers of persons completing vocational programs with wage, geographic, and occupational title data available through the Unemployment Insurance Wage Report and the Worker’s Compensation system.”

Chapter 84-220 Laws of Florida, Specific Appropriation 337A: Tallahassee Florida

Initial Legislative Direction

Specific Appropriation 337A established two important precedents:

Administrative records might have uses other than that which they were originally designed for; and,

Education money went to the DLES under the tutelage of the FCOVE and the SJTCC with the DOE reporting back results;

DEVELOPMENTS LEADING TO FETPIP'S CURRENT STATUSFiscal Years and Project

DescriptionLocation, Staffing, Funding and

Source

1984-85, Occupational Identifiers Project:The "OIP" project proposed and developed the systems necessary to add

occupational titles to the Unemployment Wage Report system.

State Job Training Coordinating Council(SJTCC), Two Staff People, $60,000 in

State General Revenue

1985-86, Occupational Identifiers Pilot Project:The project pilot tested a revised wage reporting system involving 5000 Florida employers. Ultimately, recommendations were made to focus on follow-up data collection.

SJTCCThree Staff People, $61,000 in State

General Revenue plus $61,000 inFederal Wagner Peyser Act Funds

1986-87, Occupational Identifier Project:Redesign original software and collect follow-up employment data for 1school district, 3 community colleges.

Florida Council on Vocational Education (COVE), Three Staff People*,$165,000 in State General Revenue

1987-88, Occupational Identifier Project:System goes statewide for vocational education. Adds partial public continuing education, military enlistments to wage report data..

COVEFour Staff People*, $256,820 in

State General Revenue

1988-89, Renamed as "FETPIP":System expands into education and training other than voc ed. Expands public continuing education coverage, adds federal and state government. service, U.S. Postal Service employment.

Department of EducationFive Staff People*, $60,458 Federal

Chapter II, $256,542 in State General Revenue

Florida Education and Training Placement Information Program (FETPIP)Florida Education and Training Placement Information Program (FETPIP)Annual Collection CycleAnnual Collection Cycle

High School

Vocational Center

Community College

Public University

Independent University

Other Programs

Federal Programs

Welfare Transition Services

FL CorrectionsReleases

Special Projects,Longitudes

FL UC CoveredEmployment

Fed Government& Postal Service

Uniformed MilitaryService

Out-of-StateEmployment

Out-of-StatePostsecondary Ed.

Public UniversityEnrollment

Public Adult Ed. &Vocational Enrollment

Private College &University Enrollment

Public CommunityCollege Enrollment

FL CorrectionsIncarcerations

Performance and Accountability

Reports

Workforce FundingFormula

Ad HocReports

“CHOICES”Career

CounselingSoftware

InternetEducation &WIA Reports

Merge FilesUnduplicateEdit Names

& SSN

Create MasterFollow-up File

Create Tapes& Files for

Record LinksPublic Assistance

Receipt

February,2003

Input DataInput Data

Student/Participant - demographic, socio-economic, enrollment/services, educational programs, promotion, attendance, GPA, test scores…

Educational Institution - types, location, performance statistics, private/public…

Financial Aid - federal/state/local, loans/grants, amounts disbursed…

Courses - offerings, student & teacher participation, instruction type, grades…

Educational Staff - demographic, awards, certification, teaching & work activity

Educational Awards - type, program, institution, date

ExamplesExamples

Regular Publication of Annual Performance Accountability Data

Annual performance Annual performance data include data include employment rates, employment rates, earnings, full-time earnings, full-time employment proxies, employment proxies, continuing continuing postsecondary postsecondary education statistics education statistics by educational by educational sector, public sector, public assistance assistance participation, and participation, and incarceration… incarceration…

The Florida Public High School Class of 2002- Late Fall 2002

Total Individuals 106,044

Total Findings 95,999 (90%)

Florida Employment

1. Found employed 59,819 (56%)-full time 18,240 (30% of employed)

2. Quarterly Earnings $2,136 -full time quarterly $4,023

Federal Employment

1. Civilian Employment 188 (<1%)(US Postal Service, Fed. Career Service)

2. Military Enlistments 4,700 (4%)

Florida Psec. 65,888 62%

1. School District 1,928 (3% of Psecs)

2. Comm. College 37,973 (58%)

(~44% AA, 49% “other”, balance wrkforce)

3. Public Univ. 25,077 (38%)

4. Independent Univ. 4,065 (6%)

Out-of-State 4,972 4.7%

Other Information:

1. Employed & Enrolled 38,939 (59% of Florida Postsecondary enrs)

2. Public Assistance 2% of total

3. State Corrections <1% of total

Notes: 2001-02 public HS graduates - standard diplomas.…Source: FETPIP annual matches

Standard Diplomas

Most High School Grads Nation-wide Go On To Postsecondary Within 2 Years

Entered Public 2-Year Colleges

26%

Entered 4-Year Colleges 45%

Other Postsecondary 4%

Total 75%

Source: NELS: 88, Second (1992) and Third (1994) Follow up; in, USDOE, NCES, “Access to Postsecondary Education for the 1992 High School Graduates”, 1998, Table 2.

1990-91 1992-93 1994-95 1996-97 1998-99 2000-01

35

45

55

65

75

Florida High School Graduates with Standard Diplomas - Students Continuing into Postsecondary

Education (red) and working (green) (Fall Following Graduation)

Graduates from the Class of 1991 through the Class of 2002

Source : FETPIP Annual Reports

Information may be Information may be aggregated over long aggregated over long periods of time to show periods of time to show longer term results of longer term results of continuing to pursue continuing to pursue educational educational opportunities, opportunities, employment, earnings, employment, earnings, and interactions of and interactions of various factors…various factors…

Source: FETPIP Longitudinal

Regular Publication of Longitudinal Information for Select Cohorts

*

High School Diploma 61.4%

Bachelors15.5%

Associate in Arts6.4%

VocationalCertificate 5.8%

College Credit Vocational2.4%

Outside* 5%

Masters 2.5%

* Outside -estimate of out-of state postsecondary attainment

Source: FETPIP Longitudinal

More than Masters ~1%

79,928 Students

1991 Public High School Graduates in 2002 – Standard Diplomas

Source: FETPIP Longitudinal

Florida Public High School Class of 1991

Earnings by Educational Credential in 2002

0

20

40

60

80

100Thousands of Dollars

$20,000

$30,809 $31,429$40,963

$45,176$49,356

$80,828

FETPIP DataFETPIP Data

Public Education FundingPublic Education Funding Performance-Based BudgetingPerformance-Based Budgeting Federal Performance Measurement: WIA, Wagner-Peyser, Voc Federal Performance Measurement: WIA, Wagner-Peyser, Voc

Rehab, Blind Services, Perkins, NRS (Adult Education)Rehab, Blind Services, Perkins, NRS (Adult Education) Private School LicensurePrivate School Licensure School District Accountability ReportsSchool District Accountability Reports Community College Performance ReportsCommunity College Performance Reports University System Program ReviewsUniversity System Program Reviews ICUF Accountability ReportingICUF Accountability Reporting Legislative Performance ReviewsLegislative Performance Reviews Workforce Estimating ConferenceWorkforce Estimating Conference Policy ResearchPolicy Research Career Counseling, Consumer and Guidance InformationCareer Counseling, Consumer and Guidance Information

Major UsesMajor Uses

FETPIP-Type OperationsFETPIP-Type Operations

Use existing data resourcesUse existing data resources Cheaper, more accurate, more complete, and with Cheaper, more accurate, more complete, and with

more capabilities, than traditional surveysmore capabilities, than traditional surveys Data are regarded as objective- non-judgmentalData are regarded as objective- non-judgmental Provide a basis for common core sets of outcome Provide a basis for common core sets of outcome

measures, comparisons, discussions of issues across measures, comparisons, discussions of issues across many programs & operationsmany programs & operations

BenefitsBenefits

With such a system, what can you expect to hear? Part 1

Wow! You can do that?

If I provide you with a set of student data can you…?

How much will this cost me?

Why should I participate in this?

With such a system, what can you expect to hear? Part 2

The System: is too slow is not done frequently

enough doesn’t cover students

without correct SSNs misses types of

employment misses types of

postsecondary education doesn’t cover the other,

more important outcomes

Challenges (part 1) Administrative data are designed for purposes

other than performance measurement Definitions, taxonomies may differ Time periods may differ What is measured may not be exactly what is desired Administrative data change over time

Owners of Administrative Data have legal, ethical, proprietary obligations They won’t naturally want to share “Legal” beliefs may be conjured up Program interests may be different from those of technical staff The “owners” change over time

Challenges (part 2)

Confidentiality of Information Requirements may be different for each data source The issue is complicated by legal issues as well as beliefs Beliefs/requirements may change over time

Weakest Links The strength of a system of linked data sets is determined by the

weakest of the data resources Opponents will focus on the weaknesses The data lag actual performance

Support On going, reliable funding On going, reliable political support Cooperative attitude among stake holders All involved will change

What has worked for FETPIP?

Statutory authority, provisions, including cross references Core funding from State General Revenue appropriated by the

Legislature Persistently collaborate with legislative, executive staff Persistently collaborate with data owners, stakeholders in decisions

about the mechanics of exchanges, reporting of results Constantly anticipate roles that the system can play in accountability,

performance measurement, cost return analysis, evaluation Consistently work with data owners on changes, data anomalies,

problems Steadfastly make it easy for stake holders to participate, reduce

burdens, provide data in exchange Always facilitate discussions about common data elements, definitions,

core performance measures, performance funding

SupportSupport

What has worked for FETPIP?

Location within the state education agency Always surpass all requirements, expectations

regarding data security Faithfully limit uses to statistical purposes for

evaluation, program improvement Persistently keep exchange agreements current

and up-to-date, continually brief employees, stake holders on security and confidentiality issues

Always refer inquiries about particular resources to the resource owners

Confidentiality/SecurityConfidentiality/Security

What has worked for FETPIP?

Strive to meet changes, challenges head-on Persistently refresh understanding of resources,

requirements, limitations Persistently seek new data resources, expand

coverage Always revise business rules as understanding,

conditions change Establish short term and long term visions for the

effort

ChangesChanges

What has worked for FETPIP?

Establish archival data resources Accommodate ad hoc interests and requirements Seek out opportunities to demonstrate your wares Always collaborate

OtherOther

K20 EDW – Florida’sK20 Education Data

Warehouse

Employee Identity

EducationalInstitutions

EducationalCurriculumEmployee Demographic

Includes:Ÿ TeachersŸ Faculty MembersŸ Support Staff

Course

K-20 Budget

Student Demographic

Certified Staff

Instructional activity

Financial Assistanceincludes:Ÿ Federal AidŸ State AidŸ Local AidŸ Bright Future

StudentTest Scores

(Ex-)studentEmployment

District

Institution'sFinances

Chart ofAccounts

Institution'sRevenues

Active Studentincludes:Ÿ All enrollmentsŸ AccelerationŸ AttendanceŸ DisciplineŸ Exceptionality Program

Educational Facilities

StudentAward

Student'sIdentityStudent'sIdentity

Student'sCourses

Includes:Ÿ Public SchoolsŸ CollegesŸ UniversitiesŸ Private

Institutions

IncludesŸ SUS ApplicationŸ Talented 20

Florida’s K20 Education Data Warehouse

Educational Institution

Educational Institution

DemographyDemography

Educational Awards

Educational Awards

Educational Staff

Educational Staff

CoursesCourses

Grades, Standardized Test Scores

Grades, Standardized Test Scores

Financial Aid

Financial Aid

Student Employment

Student Employment

K20 Data Warehouse: Student-CenteredK20 Data Warehouse: Student-Centered