OSEP Data Technical Assistance Centers:

Transcription

1 2015 Leadership Conference All In: Achieving Results Together OSEP Data Technical Assistance Centers: Collaborating to Assist State Agencies Meredith Miceli, Research to Practice Division, Office of Special Education Programs Donna Spiker, Co-Project Director, Center for IDEA Early Childhood Data Systems (DaSy) Dave Phillips, Co-Project Director, Center for IDEA Fiscal Reporting (CIFR) Bill Huennekens, Project Director, Center for the Integration of IDEA Data (CIID) Joy Markowitz, Co-Project Director, IDEA Data Center (IDC)

2 Technical Assistance and Dissemination (TA&D) The Department s primary vehicle under the IDEA for providing educators, policymakers, other service providers, and parents of children with disabilities with information on effective practices for meeting the needs of children with disabilities and their families. The program makes competitive awards to provide technical assistance, support model demonstration projects, disseminate useful information, and implement activities that are supported by scientific research.

3 TA&D Network

4 Technical Assistance on State Data Collection Grant Program (373 program) Purpose: To provide technical assistance to States to improve the capacity of States to meet the IDEA data collection and reporting requirements. Funding is specified in IDEA statute OSEP currently funds 4 national TA centers with in the TA&D Network

5 State Data Collection (373) TA Centers Data TA centers help build state capacity to meet these expectations: Meet IDEA data reporting requirements Collect, report, analyze, and utilize high quality IDEA data Meet IDEA fiscal requirements Data TA centers help states to develop and enhance state agency data systems

6 373 Data TA Centers Assist states with the development or enhancement of data systems for Part C early intervention and Part B preschool special education programs, including support for development of early childhood integrated data systems Provide technical assistance to SEAs to help them meet their federal obligation to collect and report special education fiscal data. Specifically, MFS and LEA MOE Reduction and CEIS. Provides technical assistance to SEAs to increase the capacity to report high quality data required under IDEA Part B 616 and 618 through the integration of IDEA data systems. Provides TA to build state capacity for collecting, reporting, analyzing, and using IDEA Part B and Part C data, 616 and 618; including communicating with locals about data quality.

7 Value of High-Quality Data Data are foundational components to strong systems of support at state and local level designed to improve outcomes for all children, including those with disabilities. Necessary but not sufficient- Other TA centers provide support to implement practices predicated on access to high quality data and reliable funding streams.

8 Life Cycle of Data Share Retire Use Define Protect Create Store Collect Define: Identify and define the data elements to be collected. Create: Create data (descriptive data exist and other data are created by events). Collect: Collect the data in the least burdensome manner. Store: Store data in accessible formats for efficient access and use. Protect: Secure data from individual or technological intrusion. Protect the privacy of individuals. Use: Use data for compliance, analyses, and education improvement. Share: Provide the public with appropriate data. Retire: Archive permanent records with historical or legal value. Destroy electronic records with little or no value to the data owner. National Forum on Education Statistics. (2010). Traveling Through Time: The Forum Guide to Longitudinal Data Systems. Book Two of Four: Planning and Developing an LDS (NFES ).

9 Data System Design Data Collection Procedures Data Management Procedures Data Analysis Procedures Integrated Data Systems Data Reporting Procedures Knowledge of Reporting Requirements and Necessary Calculations To Build State Capacity to Collect, Report, Analyze, and Use High Quality IDEA Data Data Use Strategies

10 Start Dates 2012 DaSy 2013 IDC 2014 CIFR 2014 CIID

11 Age Ranges Infants and Toddlers Birth Through 2 Preschool Children with Disabilities Ages 3 through 5 School Aged Children with Disabilities Ages 6 through 21 DaSy CIFR CIID IDC

12 Primary Audiences Part C Coordinators and Data Managers 619 Coordinators Part B State Directors, Data Managers, and/or Fiscal Managers EDFacts Coordinators Statewide Longitudinal Data System Project Managers DaSy CIFR CIID IDC

13 2015 Leadership Conference All In: Achieving Results Together DaSy Center Subtitle Donna Spiker, Co-Project Director Center for IDEA Early Childhood Data Systems (DaSy Center) July 2015

14 DaSy Center Goals Provide national leadership and coordination around IDEA EC data systems Generate new knowledge and useful products for IDEA Part C and Part B preschool state agencies regarding building integrated EC data systems with linkages to statewide longitudinal data systems Design and implement a continuum of technical assistance strategies to improve state capacity to collect, analyze, report, and use high quality IDEA EC data

15 DaSy is a 5-year effort with SRI International FPG Child Developmental Applied Engineering Management Corporation Westat Center for Technology in A cadre of expert consultants

16 Example of Resource: DaSy Data System Framework Intended to enhance capacity of Part C and 619 state staff to: Understand characteristics and capabilities of a good data system Lead and/or participate in state data systems work Use state data systems and data effectively Ultimately enable states to build better systems of services and programs to improve outcomes for children and families

17 Example of Resource: DaSy Data System Framework

18 Features of DaSy Self- Assessment Tool for use with DaSy System Framework Provides a current status snap shot to help identify and prioritize data system improvement efforts Ability to measure progress over multiple points in time Allows states to make ratings on elements of quality which are embedded in Quality Indicators Shared structure Built in Excel and includes tools for displaying ratings

19 Other DaSy Resources for Examples of briefs: Types of Data Systems States Data Sharing Agreement Checklist for Part C and 619 Agencies and Programs Understanding and Using Fiscal Data: A Guide for Part C State Staff Examples of online tools: Data System Glossary Stakeholder Engagement in Data Systems Initiatives

20 Individualized Intensive TA Underway with 6 states About months in duration Designed to result in measureable systemic change Will use DaSy framework Based on a TA agreement developed with the state May be delivered collaboratively with other TA Centers

21 DaSy Topic Cohorts: What Are They? Intensive TA with group of states with similar interest Similar goals and requirements as intensive TA shown in previous slide Includes in-person meetings with group of states Includes individual TA with each state

22 DaSy Topic Cohorts: Underway Powerful Data for 619 (11 states with IDC, NCSI, NASDSE) Support states in using data to inform decisions that improve results Identify barriers to data use, explore strengths and weaknesses of current ECSE data, and share strategies to address challenges In addition, DaSy is supporting ECTA for: Child Outcomes (6 states) Increase capacity of state teams to examine, discuss, and improve quality of child outcomes data

23 DaSy Topic Cohorts: Planned Including IFSPs/IEPs in Your Data System (Fall 2015) Explore or develop plans to include all or portions of an IFSP/IEP in state data systems and use the data for program improvement Linking Data between Part C and 619 (Winter 2015) Issues related to data linkage such as articulating expected benefits from the linkages, securing stakeholder support, establishing data sharing agreements, writing business requirements, and other topics identified by the cohort

24 2015 Leadership Conference All In: Achieving Results Together Dave Phillips, Co-Project Director, Center for IDEA Fiscal Reporting (CIFR)

25 Build capacity of states to understand and comply with IDEA fiscal requirements, specifically:. State Maintenance of Financial Support (MFS) Local Educational Agency Maintenance of Effort Reduction and Coordinated Early Intervening Services (LEA MOE/CEIS) * cifr.wested.org *

26 Partner Organizations

27 Key Center Activities Technical Assistance and Dissemination Knowledge Development Tool and Template Development

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29 Specific TA&D Activities Listserv Resource Library Communities of Practice On-site Intensive TA

30 Knowledge Development Conducting interviews with state staff on LEA MOE, CEIS and MFS Purpose: To better understand your TA needs, strengths, and challenges Inform future TA, provide PD to state staff

31 Tools and Templates Quick Reference Guides MFS Toolkit Timeline Infographic Templates for tracking SEA and other agency funding Pre-submission Edit Check Tool for LEA MOE CEIS LEA MOE Calculation Template

32 2015 Leadership Conference All In: Achieving Results Together Bill Huennekens, Project Director, Center for the Integration of IDEA Data (CIID)

33 Overview of CIID Supports SEAs by providing responsive TA around IDEA data system integration and data management Focuses on SEA capacity to report IDEA Part B Sections 616 and 618 data Coordinates IDEA Part B, EDFacts and SLDS staff within SEAs to create efficiencies

34 Who We Are Grantee and CIID Lead CIID Partners:

35 CIID Impacts and Outcomes Enhanced SEA skills to create change Improved data management procedures and data system architecture Increased access to high quality and integrated IDEA data

36 CIID Creates Connections People Process Systems

37 CIID Activities Knowledge development CIID conducted a Data Integration Assessment (DIA) and to gather information from states, and will collect information from other OSEP Centers (IDC, DaSy & others), and other TA efforts (SLDS) to learn about data management processes and data systems architecture. This input will ensure that TA strategies, activities, tools and products are designed to meet the needs of states.

38 CIID DIA

39 DIA: Results at a Glance Most SEAs have an SLDS (82%). Several SEAs with an SLDS described all their special education student-level data as fully integrated with their SLDS (24%). Others said none of their special education student-level data were even partially integrated (32%). Few SEAs generate their EDFacts reports directly from their SLDS.

40 DIA: Results at a Glance (cont d) Most commonly, SEAs use separate processes to collect personnel data from LEAs. Few generate their EDFacts reports on special education personnel directly from their SLDS. Most commonly, the source data for special education SPP/APR indicators are in a database not linked to the SLDS.

41 CIID Activities Technical Assistance Technical Assistance will be delivered at varying levels of intensity and engagement including: Intensive sustained and individualized support for states Targeted focused cross-state activities based on common needs Universal state initiated engagement with CIID

42 CIID Activities (cont d) Tools and Products Look for white papers, information briefs, guidance documents, promising practices, and training tutorials to support technical assistance delivery. CIID is using the Common Education Data Standard (CEDS) tools Align, Connect and myconnect to engage states.

43 2015 Leadership Conference All In: Achieving Results Together Joy Markowitz, Co-Project Director, IDEA Data Center (IDC)

44 IDEA Data Center (IDC) Overview Supporting ongoing and rigorous examination of IDEA data quality at state and local levels Providing full range of TA to meet states diverse needs related to IDEA data quality Developing TA resources to support TA efforts and improve quality of IDEA data

45 IDEA Data Center (IDC) Overview Communicating and disseminating through Website Learning Communities Listserves Social media National and regional conferences

46 IDEA Data Center (IDC) Westat Lead with 7 Partners Applied Engineering Management AEM Compass Evaluation and Research Frameweld SRI International University of Kentucky Human Development Institute University of North Carolina Frank Porter Graham Child Development Institute WestEd Learning Innovations

47 IDEA Data Center (IDC) Technical Assistance State Liaison Primary point of contact for access to IDC resources and services All states and jurisdictions have two liaisons, one for Part C and one for Part B State Liaisons foster an ongoing relationship with the state agency staff and develop a knowledge of the state context and systems

48 IDEA Data Center (IDC) Technical Assistance State Liaisons key additional responsibilities: Initiating contact with the state about questions or problems related to the state s 616 or 618 data Communicating states TA needs to other IDC staff Coordinating/collaborating with other TA centers working in the state on similar or related issues Fielding TA requests on a variety of topics and levels of intensity

49 IDEA Data Center (IDC) TA Resources - Interactive Section 618 Public Reporting Requirements Indicator B3 Assessment Tool (requires password) Measuring Significant Discrepancy: An Indicator B4 Technical Assistance Guide

50 IDEA Data Center (IDC) TA Resources - Toolkits B6 Data Reporting Tools: Educational Environments, Ages 3-5 New Data Manager Welcome Toolkit Part C Exiting Data Toolkit

51 IDEA Data Center (IDC) TA Resources - White Papers Equity, Inclusion, and Opportunity: How to Address Success Gaps White Paper and Rubric Summary of State Policy on Online Learning

52 IDEA Data Center (IDC) SSIP Interactive Institutes IDC led planning and covered travel expenses for state teams Content collaboration with DaSy, ECTA, NCSI, & NTACT

53 IDEA Data Center (IDC) SSIP Interactive Institutes Great attendance ranged from 163 to 221 All but 7 state programs (B and C) had teams Feedback very good Interacted with state colleagues Connected with TA providers Learned about TA resources

54 IDEA Data Center (IDC) Website

55 IDEA Data Center (IDC) Website Resource Library Searchable by topic and title IDC resources and links to others Maintaining a link to OSEP s Public IDEA Data Site Learning Community Semi-private forum for discussion Moderated by IDC topic experts Organized around topic areas

56 IDEA Data Center (IDC) Communication & Dissemination Continuing to maintain the Google group listserves - one each for Part B and Part C Expanding our Twitter following Conferences and meetings

57 Data TA Centers Working Together

58 Data TA Centers Working Together Continuum of work together, ranging from full collaboration to ongoing communication Five major ways the centers work together: Information sharing Conferences, meetings, and workshops Webinars TA resources, tools, and products TA to states (individual and group)

59 Information Sharing DaSy Needs Assessment CIID Data Integration Assessment Cross-center intensive TA Interest Inventory Cross-center leadership calls & workgroups Shared staff across TA centers Coordinated distribution of information to states (e.g., listserves)

60 Conferences, Meetings, and Workshops Improving Data, Improving Outcomes Conference in September 2014 DaSy and IDC (also ECPC and ECTA) SSIP Interactive Institutes in Spring 2015 DaSy, CIFR, CIID, and IDC (also ECTA, NCSI, and NTACT) STATS-DC and OSEP Leadership in Summer 2015 CIFR and IDC presentations Regional Fiscal Community of Practice Meeting in August 2015 CIFR and IDC (also NCSI)

61 TA Resources, Tools, and Products LEA MOE CEIS Pre-submission Edit Check Tool (IDC and CIFR) LEA MOE and CEIS Quick Reference Guides (CIFR and IDC) IDC LEA MOE Reduction Decision Tree and Worksheet (IDC and CIFR) Considerations for making Changes to SiMR Baselines and Targets (IDC and DaSy)

62 Targeted TA TA to States Individual and Group Individual states: fiscal requirements, data quality, data integration and linkages IDC guest participation in CIFR Communities of Practice Intensive TA Individual states: SSIP and data systems enhancements DaSy Topic Cohorts with IDC (also ECTA and NCSI)

63 Data TA Centers Working Together How would you like to see the Data TA Centers work together to meet your needs?

64 Data TA Centers Take-Away Points Improving and using IDEA data is the heart of each center s mission All centers are helping states to Connect with the best center(s) to address their TA needs Identify TA resources available and where to find them If you re not sure which center to call, contact the TA provider or center you know

65 Check Out These Flyers Who Are you Going to Call? (under revision) Making the Right Call (DaSy, CIFR, CIID, and IDC)

66 Data TA Centers Take-Away Points The centers are addressing your state s unique TA needs with other centers, as appropriate Working together leverages the centers resources in the interest of meeting states TA needs Sharing TA providers facilitates communication across centers

67 Where can you find us? DaSy CIFR CIID IDC

68 The contents of this presentation were developed under grants from the U.S. Department of Education, #H373Z120002, #H373Y130002, #H373F140001, and #H373M However, those contents do not necessarily represent the policy of the U.S. Department of Education, and you should not assume endorsement by the Federal Government. Project Officers: Richelle Davis, Amanda Hoffman, Meredith Miceli, and Matthew Schneer.