longitudinal data and student record exchange

Longitudinal Data andLongitudinal Data andStudent Record ExchangeStudent Record Exchange

August 2013Odyssey WorkshopPresented by Joel Robe

• Understanding of ODE’s initiative for maintaining data over time including the current expansion to meet P-20 objectives

• Overview of a new application for the exchange of student records between schools and between schools and colleges

Today’s ObjectivesToday’s Objectives

SLDS: What does it stand SLDS: What does it stand for?for?

What is that?• A repository of information containing

point in time data to provide the condition of a student, school, district, and/or other grouping at given points in time.

Now what does that mean in English?• Changes to student data are stored for

district data received by ODE.

Statewide Longitudinal Data Systems

Operational Data StoreOperational Data Store• The technical name for the repository

where SLDS data are stored is called an Operational Data Store or ODS

• An ODS stores data and changes made to the data on a pre-defined frequency

• The SLDS frequency for ODE is a daily update• Not all changes - multiple changes

during the day aren’t captured - just the end of the day

Operational Data StoreOperational Data Store• Allows a user to answer the question:

• What was the ‘truth’ as of a given point in time?

Example: • If a school district submits a record

for a student showing a race/ethnicity on one day and a different race/ethnicity the next day you will see the change!

• Student Operational Data Store• Data from ODE’s student collections

• Student Centered Operational Data Store• Student Assessment data

• KIDS/REDS (K-16 Integrated Data System/Regional Education Data Store)• District’s Student and Financial

Information System Data

Sources for SLDS Sources for SLDS DataData

SLDS Data SourcesSLDS Data Sources• KIDS/REDS (K-16 Integrated Data

System/Regional Education Data Store)

• Student Collections

• OAKS and ELPA Assessments

• Project ALDER

KIDS/REDSKIDS/REDSGoal: Provide seamless and efficient student

record sharing statewide to get information in the hands of teachers and educators as quickly as possible to ensure all students are provided optimal education opportunities.

Data flows into the REDS repository from the district Student Information/Financial Information Systems

Project kicked off in 2005 and ended in 2010 Daily data updates from Regional Data Warehouse

Providers are ongoing Used for Student Record Exchange

(K-16 Integrated Data System/Regional Education Data Store)

KIDS/REDS Process

Regional Regional DataData Warehouse Warehouse ProvidersProviders

• Beaverton SD• Cascade Technical Alliance (CTA)• Eugene Consortium

• Bend, Coos Bay, Eagle Point, Eugene, Springfield, Three Rivers

• Hillsboro SD• Linn-Benton-Lincoln ESD• Medford SD• Portland Public Schools• Willamette ESD • In partnership with CTA and Salem-Keizer Public Schools

Project ALDERProject ALDER• Advancing Longitudinal Data for Educational

Reform• Supports the development and

implementation of data systems to enable stakeholders in Oregon to examine student progress from early childhood to career

• Interagency ODS• Project completion in 2014

• Future work beyond 2014 to bring in data from other sources, such as Oregon Student Access Commission, and to enhance reporting

ALDER AgenciesALDER Agencies

• Oregon Department of Education

• Oregon Student Access Commission• Teachers Standards and Practices Commission

• Oregon Employment Department• Early Childhood (Transitioning to ODE)• Employment data

Current Agencies

• Community Colleges and Workforce Development• Oregon University System

ALDER WebsiteALDER WebsiteURL - http://alder.orvsd.org/

ALDER Project ContactALDER Project ContactMichael Rebar, Ph.D.Director of Enterprise Systems(503) 947-5926michael.rebar@state.or.us

OSTXOSTXOregon Student Record Transfer

EXchange

What is OSTX?What is OSTX?

An ODE application providing authorized individuals immediate access to a previous Oregon public school student’s data

Oregon Department of Education 16

OSTX BenefitsOSTX BenefitsStreamlines the accurate placement and

scheduling of incoming students

Ensures students in SpEd, LEP, and other programs are identified and provided the required services

Provides a student’s current and historical OAKS and ELPA assessment data no matter which district or school administered the test

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Provides a student’s current and historical OAKS and ELPA assessment data no matter which district or school administered the test

Lets districts find their exited students if they enrolled in an Oregon public school

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OSTX BenefitsOSTX Benefits

What OSTX is NotWhat OSTX is Not

Not a replacement for the Cumulative Record

Not for data entry

Not all data in the SIS or RDW

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AuthorizationAuthorization Laws: LEAs are required to request student records within 10

days of initial enrollment – ORS 326.575 (1) LEAs shall transfer all student records within 10 days of

request – ORS 326.575 (2) An electronic student record may be used to transfer

student record information – ORS 326.580 (2)Rules: Educational agency may disclose a student record

without consent to an LEA in which the student seeks or intends to enroll – OAR 581-021-0340 (2)

Educational agency shall record each request for access to and each disclosure of an education record – OAR 581-021-0400 (1)

Each request or disclosure record must include: parties who have requested or received information, date access was given, legitimate interest of the party – OAR 581-021-0400 (A,B,C)

Related Laws and RulesRelated Laws and Rules

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AuthorizationAuthorizationFERPA authorizes or permits specific users and uses of personally identifiable information in student education records without the written consent of the parent or eligible student. Authorized disclosures include, but are not limited to……officials of another school, school system or postsecondary institution in which the student seeks to enroll.

Oregon Department of Education

Source: NCES Basic Concepts and Definitions for Privacy and Confidentiality in Student Education Records, Pg. 4, Disclosures of Confidential Information, paragraph 2

http://nces.ed.gov/pubs2011/2011601.pdf

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SecuritySecurityUses ODE Central Login for

access

Districts define who receives access• District Security Administrator provides

access to the OSTX applicationSecure Sockets Layer (SSL)• Encrypts data so it can be exchanged

safely over the internet Oregon Department of Education 22

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

KIDS/REDS Process

Beaverton, Medford, and LBL ESD

CTA-N, Eugene, PPS, WESD

Error and Reject Logs

Error and Reject Logs

Categories of Available Categories of Available DataData

Oregon Department of Education

• Student Demographics• Guardians• Enrollment History• Attendance History• Programs• Immunizations• Discipline

• Marks• Academic History• OAKS• ELPA• Test Scores SAT, ACT…• LEP• Special Education

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Student’s current year schedule data will be available

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OSTX Application OSTX Application OverviewOverview

Training Site

https://DistrictTraining.ode.state.or.us/apps/kidsostx/

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OSTX WebsiteOSTX Websitehttps://district.ode.state.or.us/search/

page/?id=166

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OSTX ListserveOSTX Listserve

http://listsmart.osl.state.or.us/mailman/listinfo/ostxusers

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Any problems signing up: call ODE Helpdesk at 503-947-

5715

Sign up at:

Contact InformationContact Information

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QuestionsQuestions

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Thank YouThank You