Longitudinal Data system Governance:Status Report April 2, 2013 Alan Phillips Deputy Director, Fiscal Affairs, Budgeting and IT Illinois Board of Higher Education
The LDS Act • The LDS Act requires ISBE, ICCB, and the IBHE to establish a longitudinal data system “LDS” by entering into agreements that link early learning, elementary, and secondary school student unit records with higher education student unit records.
LDS Requirements, Functions, and Expectations • Establish a set of tools, systems, and processes internal to agencies and shared across agencies to: • Meet the expectations and requirements of the P-20 Longitudinal Education Data System Act. • Support analysis and understanding of lifelong education and workforce policies and programs.
LDS Requirements, Functions, and Expectations (cont’d) • Provide robust protections for individual privacy and compliance with law. • Effectively and efficiently address audit, evaluation, and research needs that require data inputs from multiple agencies. • Support and advance sound, research-based decision-making. • Effectively address common issues such as data access, use, and security. • Establish the expectation that agencies share data in accordance with established procedures and protocols, subject to applicable legal restrictions. • Develop a common process to plan and budget for LDS implementation.
Objectives for Interagency Process • Propose a longitudinal data system (LDS) governance framework to the Governor’s Office, state agency leadership, the P-20 Council, and interested outside stakeholders • Execute an intergovernmental agreement to implement this framework • If necessary, legislation could also be drafted to support implementation of the framework
LDS Governance Entities • Governor’s Office • Lt Governor’s Office • LDS Agencies • IBHE • ICCB • ISBE • ISAC • DCEO • IDES • IDHS
Proposed Governance Structure State Agency Decision-makers External Advisory: Engage with JELC and the P-20 Council State Agency & External Members
Proposed Governance Structure (cont’d) • Committees: • Derived from IL Higher Ed. Consortium (IHEC): • Data Elements and Collection • Data Access and Use • Technical Architecture and Data Security • Performance Measures and Reports • Legal Controls (Not an IHEC Committee) • Committees will include members who are not employed by the LDS agencies, the Governor or the Lieutenant Governor (e.g. IHEC, IERC).
Data Elements and Collection • Create an inventory of data available in the LDS Agencies’ systems; • Recommend consistent data standards and definitions across the LDS Agencies; • Recommend data elements for inclusion in the Centralized Demographic Dataset (CDD); • Recommend the elimination of duplicative or unnecessary data collections by the LDS Agencies; • Recommend procedures for masking Restricted Data for the purpose of certain types of data disclosures; and • Recommend procedures and methods for distinguishing between Restricted Data and data that may be publicly disclosed.
Data Access and Use • Working in coordination with the Legal Controls Committee, recommend intake, tracking, and review procedures for External Data Sharing Requests; • Recommend methods and criteria for prioritizing the review and processing of External Data Sharing Requests; • Recommend to the LDS Agencies, policies and criteria for approving or disapproving External Data Sharing Requests; • Interfacing with the Illinois Collaborative for Education Policy Research (ICEPR) and the Illinois Education Research Council (IERC) to facilitate access to Restricted Data to support overall State research priorities; and • Providing technical expertise and consultation upon request of the LDS Agencies on External Data Sharing Requests.
Technical Architecture and Data Security • Recommend the configuration of systems, hardware, software, networking, and other technical specifications necessary to carry out the LDS Functions; • Recommend hardware, software, and network infrastructure solutions to establish an electronically secure environment for the LDS Functions; • Provide technical expertise and consultation on data file construction for the LDS functions; and • Provide technical expertise and consultation on delivery of data to and from the CDD and any other Interagency Datasets.
Performance Measures and Reports • Recommend and prioritize performance measures requiring data from multiple LDS Agency systems. • Recommend standardized reports to be made available as the result of the LDS Functions; and • Advise on the development of a web-based interface to provide access to Unrestricted Data.
Legal Controls • Develop and recommend agreement forms for sharing Restricted Data (“Data Sharing Agreements”) for use by the LDS Agencies for both Interagency Data Sharing and External Data Sharing; • Recommend intake, tracking, and review procedures for External Data Sharing Requests; and • Ensure consistent and appropriate interpretations of legal restrictions applicable to Interagency Data Sharing and External Data Sharing.
Centralized Demographic Dataset and Other Interagency Datasets • Centralized Demographic Dataset (CDD): Subject to availability of funding, Governing Board may authorize the establishment of a CDD that includes record locators and key demographic variables to facilitate unit record matching. • Governing Board to designate a CDD Administrator responsible for development and administration of CDD • Must be an LDS Agency, Illinois public university, or Illinois community college. • Interagency Datasets: May be established for specific purposes; subject to agreement among participating agencies.
Other Key Proposed IGA Terms • 10-year term of Agreement • Initial LDS plan within 3 months of IGA execution; annual report, plan, and budget by January 15 of each year. • IGA includes standard data access, use, and security terms. • Participating agencies agree to submit data to CDD, use standard forms and procedures, and participate in dispute resolution process. • Scope exclusions: existing IGAs, some specified arrangements, if necessary to meet federal/state requirements, single agency arrangements.
Next Steps • Gain final approval from the participating agencies, which may require approval by the boards of some agencies. • Convene the Governing Board and Sub-Committees. • Begin the planning necessary to carry out the ILDS functions (particularly the CDD).