P-20

Data Coordinating Council July 21, 2011 3:00 - 5:00 PM State Capitol Senate Room 511A Minutes I. Chairman Risser introduced Debra Anderson, Executive Director of Smart Start Oklahoma, as a representative of early childhood education. Smart Start received a grant for infrastructure and is working on an early childhood data system with the Oklahoma Partnership for School Readiness. They are currently determining what questions the system should answer and the data needs of the system. They would like to link information across systems. II. Call to Order / Compliance with Oklahoma Open Meetings Act and Oklahoma Open Records Act Meeting was called to order at 3:06 PM. The meeting was posted with the Secretary of State in compliance with the Open Meetings Act. Members of the council in attendance: Richard McPherson, Paul Risser, Tony Hutchinson (representing Glen Johnson, OSRHE), Jill Geiger, Robert Buswell, Alex Pettit, Ruth Peace (representing Phil Berkenbile, Career Tech), John Kraman (representing Janet Barresi, SDE), Stanley Bryant, Donald Parker. Absent (excused): Steven Crawford, Clark Jolley, Earl Sears III. Approval of minutes, April 21, 2011 Chairman Risser asked for any comments on the April 21, 2011 minutes. No changes were requested. Tony Hutchinson moved to approve the minutes from the April, 21 2011 P-20 Data Coordinating Council meeting, Robert Buswell seconded. Motion carried unanimously. IV. Review and approval of agenda, July 21, 2011 Chaiman Risser reviewed the draft agenda. V. Disclosure of Conflicts of Interest Chairman Risser requested disclosure of conflicts of interest. None were disclosed. VI. Results of student identifier matching process Marion Dilbeck The OSRHE and State Department of Education worked together on another match of graduating high school seniors to freshman college students and achieved an 84% match rate, which is a higher percentage than previous matching efforts. Once the student testing Welcome Paul Risser Chairman Risser welcomed members of the Council and others in attendance. All meeting attendees introduced themselves.

identification numbers and electronic transcripts are in place, the match rate should be higher than 84%. With OESC the only method to match records is using the SSN or name only; there are no birth dates in the OESC database. The initial matching attempt of the Career Tech and SDE records resulted in an 87% match rate. VII. Electronic transcripts plan update John Kraman The original challenge of e-transcripts was what information to include on them; however, there is now a national standard for what should be on the high school and higher education e- transcripts. The current issue is determining a method to exchange the transcripts between systems. Tony and John are working on a model for how to exchange the transcripts between the SDE, districts and OSRHE, and also between other states. Tony: In response to the Complete College America initiative, Higher Education is also looking for a way to add certifications to the transcripts. Alex: Will the e-transcripts be official or unofficial transcripts? Marion and John will look into this. Tony: the company OSRHE was under contract with to manage the e-transcripts, XAP, is facing financial uncertainties so OHSRE may not continue the current contract when it expires. Diane: Career Tech should be included on any future e-transcript meetings. Robert: where do GED and proprietary schools fit in the e-transcripts? Tony: some data are being collected from private non-profit schools; no data are being collected from proprietary schools. SDE has some GED data. VIII. Presentation of data access policies Marion Dilbeck Marion presented the data access policy that the State Regents established about eight years ago based on FERPA that applies to the Higher Education Data System. The policy established definitions, such as personally identifiable information, directory information, and research use (see attachment). The document also details security access, disclosure of information, and access levels. For auditing purposes OHSRE keeps records of who has accessed the data and for what purpose. We need to ensure that all of the agencies involved with the P-20 longitudinal data system can share data between systems without violating FERPA. IX. Possible connections with other agencies Tony Hutchinson Once the P-20 system is up and running we can involve other organizations and agencies. There are already good ties in place on this council to create linkages to early childhood, DHS, etc. It might be worthwhile to make a presentation on the progress of the P-20 Data Coordinating Council to the Governors Workforce Council so it does not develop a system that does not connect well with the P-20 data system; almost every state agency is represented on the Governors Workforce Council. The best way to make connections will be through the Executive Branch and the Complete College America initiative. X. Review of the draft proposal for data system governance John Kraman John gave an overview of the proposed P-20 Education Data System for Oklahoma (presentation attached). Detailed discussion ensued, including the following:

Should the governance committee have members who are not on the Data Coordinating Council? It could be a subcommittee of the P-20 Data Coordinating Council with other ex-officio members. o Why is it proposed that a representative from SDE would be the chair of the governance committee? The committee could select the Chair or chairmanship could rotate between members. Alternatively, it could be co-chaired by a representative from Higher Education, SDE, and Career Tech. We should be cautious about a person from one agency chairing the governance committee. o Could we have a subcommittee working on the SLDS grant instead of having the P-20 Governance committee working on the SLDS? The Council agreed on the following basic terms of the draft governance document: The three-committee triangular structure will be created to include the P-20 Data Coordinating Council, with Data Stewardship group and Governance Subcommittee both reporting to P-20 Data Coordinating Council. A separate ad hoc group will be appointed to work on the SLDS grant with SDE leadership. The Chair of the Data Stewardship Subcommittee will be a member of Data Governance subcommittee so there is linkage between the two groups. The Chairs of the Governance Subcommittee and the Data Governance Subcommittee will be appointed by Paul. o XI. Review draft MOU John Kraman John and Paul will work on a first draft of an MOU for the P-20 Council. If the council members can agree on the MOU it will then be noted that it is contingent on approval by agency heads, State Regents, etc. XII. Possible Statewide Longitudinal Data System Grant Due to the problems with the federal budget, nothing has been announced yet regarding the SLDS, however, it is likely that if there will be funding that the proposals will be due in December 2011. XIII. Discussion and Possible Action for October 20, 2011 Meeting In the next three weeks John and Paul will create a draft MOU and governance structure. A special Council meeting will be scheduled for the end of August to discuss the drafts of the governance structure and the joint agency memorandum of understanding. XIV. Comments and Questions from Council Members None XV. New Business None XVI. Adjournment Meeting was adjourned at 5:03 PM.