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Welcome!! Whatever Happens....Record, Record, Record! Presented by Cyndi Holleman Education Information and Accountability Services Florida Department of Education www.fldoe.org/eias/ 22nd Annual DOE Database Workshop Orlando, Florida June 18, 2008 Cyn Objectives

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whatever happens record record record
Whatever Happens....Record, Record, Record!

Presented by

Cyndi Holleman

Education Information and Accountability Services

Florida Department of Education


22nd Annual DOE Database Workshop

Orlando, Florida

June 18, 2008


  • The importance of reporting data
  • Overview of the PK – 12 Student Information Database
  • Discuss the need for data quality
  • Define our roles in ensuring data quality
data quality
Data Quality
  • Quality data, like quality students, come from schools and/or program areas
  • Good data are as much a resource as staff, books, and computers
  • Effective teaching, efficient schools, and quality data are linked
data quality5
Data Quality
  • Bad data about a student or school can cause problems and result in negative consequences
    • Student
    • Staff
    • School
    • District
  • School Grades
  • Adequate Yearly Progress (AYP)
  • Schools in Need of Improvement (SINI)
  • NCLB Choice
  • Highly Qualified Teachers
  • Safe Schools
  • FTE & Program Area Audits (Federal and State)
  • Equal Access
federal reporting
Federal Reporting
  • EDEN (Education Data Exchange Network)
  • Title I Basic, Migrant, Neglected/Delinquent and Homeless
  • Title III ELL
  • DJJ
  • Migrant Student Tracking
  • Choice (TI SES, Choice w/ Transportation, etc.)
state reporting
State Reporting
  • Membership
  • Staff and Teacher Data
  • NCLB
  • Graduation Rates
  • Dropout Rates
  • Ad Hoc Reports
  • Non-promotions
school outcomes
School Outcomes
  • Improved Academic Achievement
  • Graduation Rate
  • Dropout Rate
  • Promotion Rate
  • Non-promotion Rate
  • Average Daily Attendance
  • Program Participation Prior to Kindergarten
  • Post Secondary Plans
  • Class Size
  • Safe Schools
program effectiveness
Program Effectiveness
  • Student Learning Gains by Subject
  • Title I Basic, Migrant, Neglected/Delinquent, Homeless
  • ELL (formerly LEP)
  • ESE
  • Pre-Kindergarten
  • Reading and Mathematics Intervention
  • DJJ
student data
Student Data
  • Demographics
  • Contact Information
  • Grades
  • Attendance
  • Report Cards
  • Transcripts
  • Disciplinary History
  • Immunization
  • FRL
  • Special Area Program Status (ESE, ELL, Title I, Migrant, Reading/Math Intervention)
  • Test Data
staff data
Staff Data
  • Class Size
  • Salary
  • Experience
  • Education
  • Courses
  • Highly Qualified
  • Certification
  • Exemption from public reporting
consumers of data
Consumers of Data

Decision Makers

Federal Government

United States Department of Education

State Government

FL DOE and State Board of Education

Governor and Staff

Legislature and Staff

State Agencies (Health, Education, Auditor General, Children and Families, etc.)

Community Colleges and Universities

consumers of data15
Consumers of Data
  • School Districts
    • Superintendent
    • Program Area Managers
      • Food Services
      • Student Transportation
      • Title I
      • ELL
      • Student Services
      • Curriculum
      • Human Resources
consumers of data16
Consumers of Data
  • Public
    • Press
    • Parents
    • Students
    • Other States
    • Community Colleges & Universities
what is a culture of quality data
What is a Culture of Quality Data?

A belief that good data are an integral part of teaching, learning, and managing

A belief that everyone in a school is responsible for quality data

A belief that we can create orderly information from disorderly settings

the components of quality data
The “Components” of Quality Data

Policies and Regulations

Standards and Guidelines

Training and Professional Development

Timelines and Calendars

Technology (Hardware + Software + Network)

Data Entry Environment

culture of data quality
Culture of Data Quality
  • Everybody has a role in student outcomes and developing a Culture of Quality Data
    • Teachers/Counselors/Nurses/Bus Drivers
    • Office Staff
    • Principals
    • Program and District Administrators
    • Office Support Staff
    • School Board
    • Superintendent
culture of data quality20
Culture of Data Quality
  • Data Quality is more than the data entry clerk hitting the right number on a keyboard.
  • Data Quality involves an active and ongoing process between program area staff and technical staff.
culture of data quality21
Culture of Data Quality

The intent of data entry and collection is to:

  • Produce information that reflects reality
  • To share what is actually happening in the classroom and school
culture of data quality22
Culture of Data Quality
  • Education Community has stakes in getting and using reliable information.
  • How do we put the pieces together?
quality data standards and guidelines
Quality Data: Standards and Guidelines
  • Provide opportunities for all those who are involved with data collection and those who enter data to
    • give feedback about the work that they do
    • to be involved in establishing the guidelines and policies for data entry
a feedback loop
A “Feedback Loop”
  • The quality of data will improve when all staff understand how the data will be used: how data become information.
  • Quality data can be achieved in a school through the collaborative efforts of all staff and clearly defined processes.
a feedback loop25
A “Feedback Loop”
  • Collaboration
    • Suggestions
    • Recommendations
    • Questions
pk 12 student and staff information database system
PK – 12 Student and Staff Information Database System
  • Technical Assistance Papers
  • Due Dates
  • User Manual
  • Data Base Manuals
    • Student
    • Staff
database manuals
Database Manuals
  • Due Dates – for Surveys / Amendments
  • Data Elements – contain data element definitions and codes used for reporting
  • Reporting Formats – layout of data elements in a student record
  • Edits – Specifications that each record submitted must pass (rules)
  • Rejects
  • Validations
  • Exceptions
  • Edit Reports
  • Reports for Request
data processing
Data Processing
  • Determine Timelines / Share Calendar
  • Data Collection Methods
    • Each Format and Each Program Area
  • Data Entry Processes
  • Determine Key Players for Verification
  • Quality Control Processes
    • Edit Reports / Other Reports
    • Verification Processes
  • EIAS Web site, http://www.fldoe.org/eias/
  • EIAS Technical Assistance Papers, http://www.fldoe.org/eias/dataweb/tech.asp
  • Technical Assistance, askeias@fldoe.org,
  • Local District MIS/IT Staff