Kansas State Education Data Collection System Overview
Discover how the Kansas State Department of Education uses the KIDS system for longitudinal data collection, including student demographics, program participation, and reasons for data collection. Learn about the benefits of KIDS in managing student records and supporting state and federal reporting requirements. Explore the importance of collecting this data for various purposes such as state funding calculations, school accountability, and early childhood school readiness.
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Kansas State Department of Education Data Collection and Security March 2015
KIDS: Kansas Individual Data on Students KIDS is the core Statewide Longitudinal Data System data collection system in Kansas. KIDS assigns unique IDs which follow students as they move between programs, schools, and districts. Note that we do not collect or use SSNs in KIDS. KIDS eliminates ID duplication and supports management of longitudinal records for state and federal reporting as well as program monitoring. http://ksde.org/Portals/0/Communications/Publications/Fact%20Sheets/FACT_SH EET_Data_Coll_1214.pdf Kansas State Department of Education www.ksde.org
SLDS Data Collections Demographic Name, Birthdate, Race/Ethnicity, Gender Transportation Miles transported, Round Trip, Address, Non-resident Enrollment and Attendance School (Attendance/Accountability/Funding), Residence District Days enrolled, Attendance, Truancy Minutes Enrolled, Concurrent School Enrollment Exit Withdrawal Date / Type, Ex; Dropouts, Transfers Post Graduation Plans Kansas State Department of Education www.ksde.org
SLDS Data Collections Program Participation Free/Reduced Lunch, Virtual Education, Child of Military Family Special Ed: Primary Disability / Gifted / accommodations Homeless Residence / neglected, delinquent/ Title I Participation Immigrant Status/Birth Country/Refugee Status ESOL English for Speakers of Other Languages: Entry Date (Program/US) First Language / Bilingual Contact Minutes Career and Technical Ed Contact Minutes State Assessments: Subject / Test Options/Waivers Course Outcomes Course Identifier, Completion status /Educator ID Letter Grade / Percent Grade / Pass-Fail Kansas State Department of Education www.ksde.org
Why we collect the data Public, State and federal reporting Calculations for state funding Administering state assessments School accountability Early childhood school readiness Authenticated reports back to school staff to monitor and improve programs and inform instruction. Kansas State Department of Education www.ksde.org
Why we collect the data Direct Certification Data received from DCF are combined with KIDS data to certify children for free and reduced meals, eliminating a massive paperwork requirement for schools and parents. Virtual Education KIDS collects data on students participating in Virtual Education programs in order to calculate state funding for virtual weighting. KBI Reports KIDS is used to locate missing students as reported by the KBI, and to notify district administrators for follow-up. Kansas State Department of Education www.ksde.org
Why we collect the data College Readiness Dashboards and High School Feedback Reports Available to all schools & districts via an authenticated KSDE application System for Education Enterprise in Kansas (SEEK) Advanced Placement course enrollment and exam data. SAT/ACT data with comparative values for district, state, and national averages. Postsecondary enrollment locations. Postsecondary enrollment rates and retention*. Postsecondary remedial coursework requirements*. * Also available via public High School Feedback reports. Saves districts approximately $175,500 yearly as well as costs for resources to analyze National Student Clearinghouse data. Kansas State Department of Education www.ksde.org
Data Security Technology and Systems People: Policy Procedures Programs Kansas State Department of Education www.ksde.org
Data Security KANWIN Enterprise level technologies Kansas Wide Area Information Network (Office of Information and Technology Services) KANWIN Edge (KS Enterprise Security Office) Edge Firewalls and Intrusion Protection Systems External scanning for KANWIN based State agency networks KSDE Specific Technologies Firewalls and Anti-virus Web Filtering, Email scanning and filtering Vulnerability scanning Database and mobile device encryption Subscriptions for State and Federal Cyber Security Advisories Subscription Software patch management Maintenance of Continuity of Operations plan (COOP) Kansas State Department of Education www.ksde.org
Data Security / Network Design KSDE uses a security based network design. No student level data is directly accessible from the public internet. Publicly accessible web servers are housed in a segregated DMZ network. Data servers are on a protected internal server network. Client pcs/laptops are on another separate protected internal client network. Kansas State Department of Education www.ksde.org
Data Security Authentication Each user having a unique set of criteria for gaining access. (unique user id and password) Authorization The process of enforcing policies determining what types of resources or services a user is permitted. (role based access) Accounting Logging of user activity. (who, what, when) Kansas State Department of Education www.ksde.org
Policies, Procedures, Programs Security Policies Formal Data Governance Program Staff Training Kansas State Department of Education www.ksde.org
KSDE Security Policies State of Kansas IT Security Policies Information Technology Executive Counsel 7230A Student Data Privacy Act Family Educational Rights and Privacy Act (FERPA) Data Sharing agreements Ex: KS Board of Regents, Department of Children and Families and Department of Health and Environment Department of Agriculture, National Student Clearinghouse Kansas State Department of Education www.ksde.org
KSDE Security Policies Organizational Roles and Responsibilities Account Management Policy Administrator Access Policy Backup Security Policy Email Policy Incident Management Policy Information Systems Privacy Policy Anti-virus Policy Network Access Policy Password and Authentication Policy Physical Security Policy Portable Computing Security Policy Data Protection and Access Policy Security Awareness Training Policy Data Center Access Policy Wireless Local Area Network Policy Remote Access Policy Internet Acceptable Use Policy Media Sanitization and Disposal Policy Encryption Policy Social Media Policy Personnel Security Policy Kansas State Department of Education www.ksde.org
KSDE Data Governance Program The KSDE Data Governance program began in 2008 Model data governance program for the National Education Community Program Overview: Organizations have long had processes in place for managing financial and physical assets including equipment, money, land, personnel, etc. Recognizing the importance of managing data and information as an asset. KSDE has implemented this Data Governance Program in recognition of the critical nature that data plays in the business of education and the importance of providing safeguards for our information resources. Link to the KSDE Data Governance program: http://www.ksde.org/Portals/0/Data%20Media%20Reports/KSDE%20Da ta%20Governance%20Program%20Ver%205.0.pdf Kansas State Department of Education www.ksde.org
Data Governance Program Data Governance Board Consists of Agency Data Owners (usually Directors), IT staff and General Counsel. Data owner responsibilities include: Safeguarding the confidentiality, privacy, and security of any information that has been entrusted to his/her team for business purposes. Judging the value of the data assets and identifying the data classification. Public, Sensitive or Confidential Approving all access to information and computing assets under his or her control. Written, signed approval required to access data and applications. Regularly review each application s data access and classification. Kansas State Department of Education www.ksde.org
Data Governance Program Data Request and Review Board Established to support the flow of data and information requests for all data which has been collected or calculated by KSDE. Establishing, encouraging, and enforcing policies and procedures for responding to data requests. Providing and continually improving standard procedures for entering, prioritizing, and responding to data requests. Note: KSDE Office of General Counsel determines the legality of data requests. Kansas State Department of Education www.ksde.org
Staff Training KSDE Data Quality Certification Program Instruction on general data quality practices, including an overview of the Student Data Privacy Act and FERPA, as well as intensive role-based training with the KSDE web-based applications, including the Kansas Individual Data on Students (KIDS) system. KSDE Security Awareness Metric (SAM) KSDE employees and contractors are required to complete the Security Awareness Metric (SAM) within the first two days of employment. Results reviewed and tracked by agency IT Security staff. Security Awareness and Data Security Training All KSDE users are required to attend these updated sessions annually. Again, these requirements are reported and tracked by agency IT Security staff. Kansas State Department of Education www.ksde.org
Summary KSDE Collects Data for: State and Federal requirements Program participation State assessments and School Accountability Provide data to districts to monitor programs and inform instruction KSDE Data Security consists of: Technology and systems Industry recognized technology systems Intelligent security based network design Authentication, Authorization and Accounting Policy, Procedure and Programs Security policies Formal Data Governance Program Staff Training Kansas State Department of Education www.ksde.org
Questions???? Contact Lane Wiley Director of Information Technology 785-296-7931 Kansas State Department of Education www.ksde.org
