Data Release Policies & Data Release Policies & ProceduresProcedures

Kansas State Department of Kansas State Department of EducationEducation

NCES ForumNCES ForumJuly 2009July 2009

Kathy GosaKathy Gosa

Data Release IssuesData 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

Data Requests & Data Data Requests & Data GovernanceGovernance

Data Stewards and Programmers

Data Manager / Coordinator

Data Owner

Data Governance Board

ExecutiveLeadership

Data Request Review Board

Data Governance Board

ExecutiveLeadership

Data Stewards & Programmers

Our DGB established the Data Request Review Board to address the issues that surround data requests.

Data Request Review BoardData 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

Data Request TrackingData Request TrackingWho’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?

Data Request TrackingData Request Tracking

Automated email reports

Data Data Request Request Workflow: Workflow: from request from request to closeoutto closeout

Determine up front if legal agreement is

required.

Start tracking from the beginning

Know who’s responsible for each step in the process

Archive in case you need it again

(RECORDATION)

Data Request PoliciesData Request Policies

Charging for requests◦Consistent logic

Request Denial◦Consistent logic◦Can’t violate Open Records Act

For Personally Identifiable For Personally Identifiable Student InformationStudent InformationMOU / 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

Releasing Federal Data & Public Releasing Federal Data & Public ReportsReportsData Stewards review and sign off

◦Content and consistencyPublic (aggregate) reports have cell

size mask

Questions?Questions?