Data Release Policies & Procedures

1. Data Release Policies & Procedures Kansas State Department of Education NCES Forum July 2009 Kathy Gosa

2. Data Release Issues Releasing data is more than a legal concern • Large number of requests • Consistent treatment of requesters • Consistent response to requests • Tracking of where request is / what has been completed • Ability to replicate the report over time or for another requester • Concerns regarding recipients’ understanding of the data • Concerns regarding Open Records, FERPA and personally identifiable data

3. Data Requests & Data Governance Executive Leadership Executive Leadership Data Governance Board Data Governance Board Data Owner Data Request Review Board Data Manager / Coordinator Data Stewards & Programmers Data Stewards and Programmers Our DGB established the Data Request Review Board to address the issues that surround data requests.

4. Data Request Review Board • Membership • Subgroup of DGB • 5 Directors, including Legal Counsel • Mission: • 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. • DRRB Process • Monthly meetings • Virtual meetings as needed • Defined Workflow • Tracking tools

5. Data Request Tracking Who’s asking? When did they ask? What do they want to know? Can we answer? Must we answer? Do we need a contract? Who has the answer? When is it needed? Who can do it? Who did it? How did they do it? Did it include PISI? When was it done? When was it sent?

6. Data Request Tracking Automated email reports

7. Data Request Workflow: from request to closeout Start tracking from the beginning Know who’s responsible for each step in the process Determine up front if legal agreement is required. Archive in case you need it again (RECORDATION)

8. Data Request Policies • Charging for requests • Consistent logic • Request Denial • Consistent logic • Can’t violate Open Records Act

9. For Personally Identifiable Student Information MOU / Contract Required: • Customized from standard template • List specific data elements requested/provided • Includes stated purpose of research / evaluation and limits use to that purpose • Specifies individuals who may have access and holds requester responsible for training and signed acknowledgement by those individuals • Requires results to be provided to KSDE prior to publication • Outlines required physical and access security requirements • Specifies cell-size requirement for disclosure of summarized data • Specifies data destruction requirements • FERPA Addendum included

10. Releasing Federal Data & Public Reports • Data Stewards review and sign off • Content and consistency • Public (aggregate) reports have cell size mask

11. Questions?