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/REDS
Goal: 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) [email protected]
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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SecuritySecurity
Uses ODE Central Login for access
Districts define who receives access• District Security Administrator provides
access to the OSTX application
Secure Sockets Layer (SSL)• Encrypts data so it can be exchanged
safely over the internet
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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
Oregon Department of Education 31
Thank YouThank You