Data Requests Workshop 3. September 12, :00-3:00 pm EDT

Transcription

1 Data Requests Workshop 3 September 12, :00-3:00 pm EDT

2 Welcome Nancy Smith Facilitator, DataSmith Solutions, LLC Kathy Gosa Presenter, Kansas State Department of Education Kasia Razynska Logistics, edcount, LLC 2

3 Workshop Agenda Welcome and introductions Introduction of the presenter: Kathy Gosa Presentation: Data Requests Status update, question & answer for speaker, general discussion Wrap up 3

4 About REL Mid-Atlantic The Regional Educational Laboratory Mid- Atlantic serves education stakeholders in four states (DE, MD, NJ, PA), and the District of Columbia. RELs respond to education needs of the region by producing rigorous research, providing technical assistance, and disseminating useful and accessible research-based products. 4

5 Purpose of this Workshop Series To improve data governance and utilization systems across Local Education Agencies (LEAs) and State Education Agency (SEAs) in the Mid- Atlantic region in an effort to streamline data requests and facilitate better access to high quality data that supports both internal and external research efforts. 5

6 Goals 1) Provide a forum for ascertaining the regional needs, concerns, and experiences related to data governance; 2) Provide a vehicle for the development of a regional data governance research alliance among the SEAs; and 3) Use the baseline data generated via the workshops to develop a plan for analytic technical support to the Mid-Atlantic region in the area of system-wide data governance. 6

7 Today s Presenter Kathy Gosa Director of Information Technology Kansas State Department of Education 7

8 Presentation Agenda I. How: Kansas Data Request Process II. Who: Data Request Review Board III. What: Documentation and Tracking 8

9 Kansas Data Request Process Data Request Review Process: Driving Goals Efficiency Legal compliance Consistency Awareness Centralized request process with defined roles 9

10 Considerations Process for routine requests and for exceptions Process for prioritization and denial

11 Data Request Participants Defined Roles: Data Request Review Board Requester Request Manager Customer Data Steward Agency Staff General Counsel 11

12 Presentation Agenda I. How: Kansas Data Request Process II. Who: Data Request Review Board III. What: Documentation and Tracking 12

13 Oversees the data request process Subgroup of / reports to Data Governance Board 5 director-level staff represents 3 agency divisions Data Request Review Board (DRRB) 13 Mission to implement processes for the provision of accurate, timely data and information to our internal and external customers while protecting personally identifiable student information and other confidential information.

14 Data Request Review Board (cont.) Data Request Review Board: Meet monthly in person; ad hoc virtually Reviews status of routine requests Considers denials, charges, and non-routine requests Presentations/appeals by data requesters All requests for Personally Identifiable Information (PII) must be reviewed by DRRB 14 Provides consistent treatment of data requests

15 Data Request Initiation Data Request Initiation: Requests are submitted online phone call? ? 15

16 Data Request Initiation (cont.) Data Request Initiation: Training modules for data requesters Data collection overview PII agreement/memorandum of Understanding (MOU) overview Online request form collects: Name, contact info, date needed Purpose and description of data needed Public benefit from this project 16

17 Data Request Process Data Request Process: Request Manager processes routine requests, summarizes activity for DRRB, and communicates with requesters. Decisions: Legality? Charge? Data availability? 17 Priority? Primary Investigator Advocate assigned?

18 Presentation Agenda I. How: Kansas Data Request Process II. Who: Data Request Review Board III. What: Documentation and Tracking 18

19 Tracking & Escalation Tool Tracking and Escalation Tool: Data requests are tracked from initial request through acceptance/data destruction Provides escalation Request participant is automatically ed when it s his turn Requester and Request Manager notified of status changes Maintains activity log Attachments include data supplied and code to generate the data as well as any /forms Automatically generates reports Data Owners/Data Stewards Request Manager

20 Tracking and Escalation Tool: Essential for FERPA Recordation Greatly enhances efficiency Informs priorities for public reporting Tracking & Escalation Tool 20

21 Templates & Reports FERPA Agreement Template available on request Data destruction form Required for PII / sensitive data Request history report Enhances transparency Templates & Reports 21

22 Questions? 22

23 Contact Information Kathy Gosa Director of Information Technology Kansas State Department of Education

24 Discussion Period

25 General Discussion How can SEAs and LEAs effectively and efficiently manage the frequent requests for data and information that are received from a variety of stakeholders? 25

26 Status Update What is your perception of your SEA s governance program in terms of reviewing and responding to data requests? Are there any opportunities within your system for establishing or improving a data request review board and associated documentation? 26

27 Status Update What are the existing activities associated with data requests, including: Who at the SEA receives the requests? What data sources are used for what types of requests and the consistency of data sources used? What documentation and processes are used for tracking of data requests and responses? How are privacy and confidentiality policies met? 27

28 Wrap Up Please fill out a Stakeholder Feedback Survey 28

29 Contact Information Nancy Smith Kathy Gosa Kasia Razynska 29

30 Next Workshop Workshop 4: P-20W Governance November 20, :00-3:00 PM EST 30

31 Thank you!