2012 SLDS P-20W Best Practice Conference 1 C ROSS -A GENCY D ATA S HARING Monday, October 29, 2012 Tracy Korsmo, North Dakota Department of Education Patrick.

2012 SLDS P-20W Best Practice Conference 1

CROSS-AGENCY DATA SHARING

Monday, October 29, 2012

Tracy Korsmo, North Dakota Department of Education

Patrick Alles, Indiana Department of Education

2012 SLDS P-20W Best Practice Conference

• North Dakota: Background, Agreements and Process

• Indiana: Data Sharing Agreements with Private Colleges/ State Associations

OVERVIEW

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2012 SLDS P-20W Best Practice Conference

NORTH DAKOTA

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2012 SLDS P-20W Best Practice Conference

ND SLDS Committee• Governing members• Data Governance

o Committee must set policy and adopt rules on data collection and access and sharing

o ITD and SLDS Committee are authorized to enter into data sharing agreements on behalf of the agencies contributing

o Must report to interim committees in education and economic development and make recommendations on data collections and budgets

BACKGROUND

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2012 SLDS P-20W Best Practice Conference

Single Common Agreement• Commitment to share data

o ND century code stipulates that agencies must provide data within the restriction of federal or state privacy laws

AGREEMENTS

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2012 SLDS P-20W Best Practice Conference

Addendums• Privacy laws exist

o Formal and customized data sharing addendums specifying the data element, justification, retention and penalties– DOT MV (ssa)– Department of Health - Immunization – Department of Human Services – foster care– Postsecondary– LEA covered under the Statewide PowerSchool– UI wage data

AGREEMENTS

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2012 SLDS P-20W Best Practice Conference

Addendums non formal• Required by State or Federal Reporting

o The process is documented and authorized by each agency– UI wage verification for adult ed and CTE– State accountability reporting (Job Corp, Workforce

enhancement grants, workforce training programs)

AGREEMENTS

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2012 SLDS P-20W Best Practice Conference 8

2012 SLDS P-20W Best Practice Conference

INDIANA

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2012 SLDS P-20W Best Practice Conference

THE HOOSIER WAY

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State Association

Institution(s)

CTE

CHE

Institutions(public)

CHE

Researchers

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Independent College State Associations

2012 SLDS P-20W Best Practice Conference

WHAT’S POSSIBLE: INDIANA

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Data Exchange Mandated? Agreement

High School Grade Report

No None (no PII)

Note: Lilly Endowment funding (10 year period)

Enrollment Verification

No. Discontinued. None (no stored PII)

Note: Inst. Research project between flagship publics and private association

SLDS Yes (2011 State Law) MOU: w/CHE; w/Institutions

Note: Previously shared data voluntarily

CTE No None (no stored PII)Moving to MOU addendum

Note: Seek students who enroll in private sector

Research Projects No MOU

Note: Flagship faculty research projects

2012 SLDS P-20W Best Practice Conference

All MOU’s based on provisions in APPENDIX A of

December 2, 2011 Rules and Regulations (Federal Register)

• Studies Exception• Audit and Evaluations Exception

AGREEMENT BASICS

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2012 SLDS P-20W Best Practice Conference

Provide justification for every element requested

Provide value > reporting burden

Provide representation on governance, data usage, and other committees

Ensure institutions retain ownership of data

WHAT PRIVATE (NFP) COLLEGES WANT

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2012 SLDS P-20W Best Practice Conference

Limit external reports “by institution”

Allow for opt out clause (report/project basis)

Privacy assurances

Indemnification (public colleges have state backing)

WHAT PRIVATE (NFP) COLLEGES WANT

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2012 SLDS P-20W Best Practice Conference

Contact information:

Tracy Korsmo, [email protected]

Patrick Alles, [email protected]

Baron Rodriguez, [email protected]

For more information on Cross-Agency Data Sharing:

Resource 1: Guidance for Reasonable Methods and Written Agreements (Nov 2011)

Resource 2: Checklist: Data Sharing Agreement (Apr 2012)

CONTACTS & ADDITIONAL RESOURCES

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