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August 2013 Odyssey Workshop Presented by Joel Robe. Longitudinal Data and Student Record Exchange. Today’s Objectives. Understanding of ODE’s initiative for maintaining data over time including the current expansion to meet P-20 objectives

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august 2013 odyssey workshop presented by joel robe
August 2013

Odyssey Workshop

Presented by Joel Robe

Longitudinal Data andStudent Record Exchange
today s objectives
Today’s Objectives
  • 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
slds what does it stand for
SLDS: What does it stand for?

Statewide Longitudinal Data Systems

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.
operational data store
Operational 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 store1
Operational 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!
slide6

Sources for SLDS Data

  • 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
slds data sources
SLDS Data Sources
  • KIDS/REDS (K-16 Integrated Data System/Regional Education Data Store)
  • Student Collections
  • OAKS and ELPA Assessments
  • Project ALDER
kids reds
KIDS/REDS

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

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 SIS/FIS
  • Project kicked off in 2005 and ended in 2010
  • Daily data updates from RDWPs are ongoing
  • Used for SRE
slide10

Regional Data Warehouse Providers

  • 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 alder
Project 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 agencies
ALDER Agencies

Current Agencies

  • Oregon Department of Education
  • Community Colleges and Workforce Development
  • Oregon University System
  • Oregon Employment Department
    • Early Childhood (Transitioning to ODE)
    • Employment data
  • Teachers Standards and Practices Commission
  • Oregon Student Access Commission
alder website
ALDER Website

URL - http://alder.orvsd.org/

michael rebar ph d director of enterprise systems 503 947 5926 michael rebar@state or us
Michael Rebar, Ph.D.

Director of Enterprise Systems

(503) 947-5926

michael.rebar@state.or.us

ALDER Project Contact
slide15

OSTX

Oregon Student Record Transfer EXchange

what is ostx
What is OSTX?
  • An ODE application providing authorized individuals immediate access to a previous Oregon publicschool student’s data

Oregon Department of Education

ostx benefits
OSTX Benefits
  • Streamlines 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

Oregon Department of Education

ostx benefits1
OSTX Benefits
  • 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

Oregon Department of Education

what ostx is not
What OSTX is Not
  • Not a replacement for the Cumulative Record
  • Not for data entry
  • Not all data in the SIS or RDW

Oregon Department of Education

authorization
Authorization

Related Laws and Rules

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)

Oregon Department of Education

authorization1
Authorization

FERPA 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.

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

Oregon Department of Education

security
Security
  • Uses ODE Central Login for access
  • Districts define who receives access
  • SSL

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

Oregon Department of Education

slide23

KIDS/REDS Process

Beaverton, Medford,

and LBL ESD

Error and Reject Logs

Error and Reject Logs

CTA-N, Eugene, PPS, WESD

categories of available data
Categories of Available Data
  • Student’s current year schedule data will be available

Oregon Department of Education

slide27

OSTX Application Overview

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

Training Site

Oregon Department of Education

ostx website
OSTX Website

https://district.ode.state.or.us/search/page/?id=166

Oregon Department of Education

ostx listserve
OSTX Listserve

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

  • Sign up at:

Any problems signing up:

call ODE Helpdesk at 503-947-5715

Oregon Department of Education

contact information
Contact Information

Joel Robe

Email: joel.robe@ode.state.or.us

Phone: 503-947-5709

or

ODE Helpdesk

Email: ODE.Helpdesk@ode.state.or.us

Phone: 503-947-5715

Oregon Department of Education

questions
Questions

Oregon Department of Education