K–12 Education Data Governance Group

Capital Region ESD Conference Center

Tumwater, WA

September 17, 2015

9:00 am – 12:00 pm

Minutes

Committee Members in Attendance

Andrew Parr / State Board of Education
Carrie Wolfe / Department of Early Learning
Cheryl Ricevuto / Washington State Professional Educator Standards Board
Deb Came / Office of Superintendent of Public Instruction
Harvey Erickson / Bethel School District
Judie Jaeger / Seattle Public Schools
Marty Daybell / Washington School Information Processing Cooperative
Matt Lemon / Washington State Institute for Public Policy
Michael Mann / Legislative Evaluation & Accountability Program Committee
Peter Tamayo / Office of Superintendent of Public Instruction
T.J. Kelly / Office of Superintendent of Public Instruction
Tim Stensager / Office of Superintendent of Public Instruction

Committee Members Participating via Phone

None

Committee Members Not in Attendance

Allen Miedema / Northshore School District
Dana Anderson / ESD 113
Dave Kinnunen / Office of Superintendent of Public Instruction
Dr. James Smith / Education Opportunity Oversight and Accountability Committee
Joe Koski / Professional Educator Standards Board
Marge Plecki / University of Washington
Melissa Beard / Office of Financial Management - Education Research & Data Committee
Mick Miller / ESD 101
Scott Poirier / Washington Education Association

Staff and Public in Attendance

Adam Villani / Office of Superintendent of Public Instruction
Becky McLean / Office of Superintendent of Public Instruction
Dixie Grunenfelder / Office of Superintendent of Public Instruction
Greg Beck / Office of Superintendent of Public Instruction
Laura Moore / Office of Superintendent of Public Instruction
Laurie Shannon / Office of Superintendent of Public Instruction
Susan Canaga / Office of Superintendent of Public Instruction

9:01am

Welcome and Introductions ‐ Tim Stensager

  • Introductions
  • Newest Members:
  • Judie Jaeger from Seattle Public Schools
  • Cheryl Ricevuto from Professional Educator Standards Board
  • Harvey Erickson is retiring, this is his last meeting with the group

9:05 am

Adoption of Minutes From June25, 2015‐ Tim Stensager

  • Deb: Motion to approve
  • Harvey: Seconded
  • Minutes approved

9:07 am

Truancy Petitions in CEDARS‐Laurie Shannon (OSPI)

  • Currently only collecting aggregate data
  • Aggregate data does not provide the information to determine if the Becca Bill is improving chronic absenteeism
  • Request is to collect this data at the student level
  • Already broached with the CEDARS Governance Group
  • Motion to approve collection with plan to report on progress at February meeting: Deb
  • Second: Cheryl
  • Motion approved

9:15 am

P223‐T.J. Kelly (OSPI)

  • P223 is the system with which we count student FTE enrollment that feeds apportionment
  • Biennial budget language – charged with collecting P223 data by school building
  • Will start process by looking at the buildings in CEDARS and looking at which ones have headcount enrollment
  • Institutional Ed, for example, is not funded through P223
  • Each district would access the P223 the same way
  • District level screen with school dropdown. Then you would input school level data.
  • As you select a school from a list and populate school total, it would automatically populate the district level total.
  • Looking for a tentative release of mid-December. Still analyzing all that is involved
  • Schools would need to retroactively report school level data from September ’15 through release date
  • While this is a huge undertaking, there are aspects that will be very useful for both OSPI and schools
  • Also beneficial for 1351– pending cost size comparison requirement
  • Greg: This is not a new collection, what we’re looking for today is the blessing from this group is modifying the P223 collection to include enrollment at the school level
  • Tim: We don’t need a motion because this is a legislative requirement, but we wanted to report this to the group. We look forward to hearing more about this in February

9:44 am

Military Family Data Collection (SSB 5163)‐Dixie Grunenfelder (OSPI), Laura Moore (Program Specialist)

  • Collection of data on students from military families, starting no later than the 2016-2017 school year
  • The K-12 Data Governance Group must develop best practice guidelines for the collection and regular updating of data on
  • This information is important so we can provide proper support and interventions
  • Current general practice of collecting this data was separate survey sent home, website promotion, mailers, beginning of year packet, etc.
  • Fairly low collection 30%-40% - with attachment of funding collection
  • Concerns
  • This status changes constantly (Employment change, etc.)
  • A lot of work to keep up to date
  • Unwillingness of parents to provide this information
  • Didn’t see benefit to school
  • Thought there could be misuse of information
  • They felt they already identified these kids and are providing interventions already
  • Two efforts
  • How is OSPI going to help districts get this information in hand
  • How is OSPI going to collect this data
  • Dixie will coordinate with CEDARS Stakeholders Group and CEDARS Governance Group on how to collect this
  • Will work on this between now and January so it can make it into ‘16-‘17 CEDARS manual
  • Progress will be discussed at theNovemberK-12 Data Governance meeting
  • If it’s not fully ready by November, send out electronic materials for discussion prior to the meeting

10:13 am

Data Quality Update‐Susan Canaga (OSPI)

  • DQ Team
  • Core Team: IT, SI and DG
  • Collaborative Partners: This group, OSPI Data Management group, AESD Network, CEDARS Stakeholders, SI System vendors, ERDC
  • Project currently in the works: dashboard – identified data quality issues
  • Not a score card, but an indicator
  • Ability to look at transactional data
  • AESD Network (governing bodies of ESDs)
  • Coordinated service agreement
  • Second year of focusing on discipline data
  • Looking at two new main activities
  • Data quality improvement
  • Definitions, education districts
  • Data Review Model
  • Provide districts with the resources to work through the model
  • Work-shopping models
  • Outcomes of data coaching workshops: increased interest from school districts and alignment with state model

10:19 am

Break

10:28 am

Data Security Privacy‐Peter Tamayo (OSPI)

  • Underwent a security audit by state office of the CIO
  • 212 different security standards that all state agencies are required to abide by
  • Agencies are required to do a security audit every 3 years
  • We’re updating the security program based on their audit
  • Engagement with Department of Homeland Security
  • Looked from the outside in and tried to access our systems
  • Tried to plug into our system as an OSPI user and tried to gain elevated privileges
  • Simulated phishing attack
  • Scanned shared drives for passwords, SS#s, and other secure information
  • Using this as a learning opportunity and will incorporate this into our existing annual security training
  • Looking into better hardware to prevent intrusion and a data loss prevention system
  • OSPI hired a privacy manager
  • Looks at privacy from the legal, policy side of the equation
  • Will work with agency data owners to improve our data security
  • Several staff attended a privacy meeting put on by the Privacy Technical Assistance Center
  • Worked on simulated data breaches
  • OSPI and school districts were there

10:41 am

K-12 Data Governance Manual Update‐Susan Canaga (OSPI)

  • Workgroup: Deb, Susan, Peter, Tim, and Allen
  • Last revised in 2011
  • Provided clarity within the document
  • Operating procedures and protocol
  • Language cleanup
  • Corrected inaccuracies
  • Removed names and replaced with titles
  • Removed dead links
  • Implementation language changed to reflect work in progressand completed work
  • Streamlined content to make it more readable
  • Aligning OSPI’s work with Data Governance Group work
  • Data owner responsibilities – added clarity, more explicit
  • Maintaining standards and data dictionaries
  • Data privacy and security issues – added link to website – didn’t exist in 2011
  • Suggestion (Deb, Marty) to remove data owner chart
  • Replace with a general definition paragraph instead of listing out the owners, representatives, and members
  • Risk of erroneously leaving someone out
  • Effort to be more inclusive
  • Added appendix to chronicle Data Governance legislation
  • We would update this at the end of every legislative session
  • ASK: review/deep dive of document on members’ own time and send feedback back to group via email
  • Most current revision was emailed to all members and attendees ahead of today’s meeting

11:18 am

Data Sharing Update‐Deb Came (OSPI)

  • Fewer requests
  • Meeting today to go over several other requests, but they’re contract based
  • Doesn’t require approval by the panel, but we still review them with the committee
  • Process is going well
  • The new panel and level review is providing transparency
  • Designed specifically for student data
  • Cert is working on theirs

11:21 am

Data Summit Update‐Peter Tamayo (OSPI)

  • Reconstitution of SLDS committee
  • Added a few more members
  • Finished SLDS grant – received in 2009
  • Wrapped up May 31st and provided final report
  • Summarized last 5-6 years of work
  • Work continues and that led to the reconstitution of group – this is SLDS version 2
  • Maintenance of work
  • Keeping system current
  • Source systems change frequently
  • Functionality that is ready to be implemented
  • Ex. SGPS – waiting for most current directory updated
  • Updating Choice Solutions tool
  • Investigative work on other tools: SASS, Tableau, Microsoft BI, etc.
  • Work continues and more updates to follow

11:27 am

Legislative Updates‐Group

  • None

11:28am

Comments and Observations – Audience, Public, and Group

  • None

11:29 am

Meeting Adjourned

Next Meeting:

November 12, 2015

9:00 am – 12:00 pm

Puget Sound ESD

Snoqualmie Room

800 Oakesdale Ave SW
Renton, WA 98057

For more information please visit:

Accommodations for Persons with Disabilities to arrange accommodations for persons with disabilities, please contact Kyla Vetter at 360-725-6346, TTY 360-664-3631 or by email, within 3 business days of this event. Please note that the Americans with Disabilities Act (ADA) does not require OSPI to take any action that would fundamentally alter the nature of its programs or services, or impose an undue financial or administrative burden.