Data Collections DemystifiedAmy McLaughlinDirector of IT Support ServicesOregon Department of Education
So Many Collections, So Little Time~ 80 CollectionsStart opening August 15th and close June 30thValidation windowsRightsAccessRelationshipsMore.
Turn Chaos into Calm(er)
What Ive Learned in 2.5 YearsData collections can make senseSort them into logical categoriesTie them together for the big pictureKnow who to contact for what
Collections Part of a Bigger Picture
The FoundationInstitutions 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 CollectionsSSID (Secure Student Identifier) is the Key to the Student Collections
SSIDEvery student has oneEvery student should have only oneStudent data is submitted tied to the SSID in student level collectionsSSID + Institution ID = essential for student level collections
Getting A Picture of the StudentKindergartenReadiness
Staff Level CollectionsUSID (Unique Staff Identifier) is the Key to the Staff Level Collections
Understanding the ClassroomStaff AssignmentStaff PositionClass RosterIUID (Instructional Unit Identifier)
Institution Level CollectionsInstitution ID is the Key to the Institution Level Collections and the Master Key to all collections
Institution Level CollectionsFinancial CollectionsBudgetActualsPE Minutes & FacilitiesAmerican Recovery and Reinvestment Act (ARRA)High Cost DisabilityPrincipal Teacher Evaluation
Does my institution need an ID?Who gets an IDSchools, Districts, ESDsOrganizations that need to contract with ODEHow?Directions on ODE Web Sitehttp://www.ode.state.or.us/search/results/?id=219Requests 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
Other Agencies & Sources*20
To resize chart data range, drag lower right corner of range.
What does ODE do with these data? (Or WWIFY Whats in it for you)Collection data used for ADM = School FundingEdFacts Reports to US Dept. of Education = Federal funding for schools & programsData Collections + Assessments = School Report Cards & identification of schools needing assistanceMapping & foster care managementODE policy, planning, research & more
Collection ScheduleConstructed and vetted with the Data Collection Committee (statewide representation)Finalized spring of each yearContains all changes to collection in the next yearCan be found at: https://district.ode.state.or.us/apps/info/
Roles & ResponsibilitiesCollection SubmitterDistrict Security AdministratorODE Data OwnerODE HelpdeskODE Chief Information Security Officer
Collection SubmitterSubmits data to collectionsMay be pulling data out of other school/district/ESD systems to submitValidates the data
Who ya gonna call?
District Security AdministratorNominated by the district SuperintendentOne per districtCreates users and grants rights to collections
ODE Data OwnerData steward is a better termAnswers questions about:The content of the dataThe business rules of the collectionWill help you troubleshoot your data
ODE HelpdeskSSID MergesReport technical errors with submitting your dataHelp with identifying if data has been submitted or processedValidate, report and track collection bugsTesting of collection bugs and fixesContact submitters when fixes are implemented503-947-5715
Data Security & PrivacyODE Chief Information Security OfficerEducation Information Security CommitteePrivacy and FERPA ComplianceComputer Security Questionshttp://www.ode.state.or.us/search/page/?id=3554
Thank You!Amy McLaughlin firstname.lastname@example.org 503.947.5771