Changes memo

Memorandum United States Department of Education

Institute of Education Sciences

National Center for Education Statistics

DATE: April 5, 2018

TO: Robert Sivinski, OMB

THROUGH: Kashka Kubzdela, OMB Liaison, NCES

FROM: Nancy Sharkey, SLDS Program Officer, NCES

Kristen King, SLDS Program Officer, NCES

SUBJECT: Statewide Longitudinal Data System (SLDS) Survey 2018-2019 Revision – Summary of Changes (OMB# 1850-0933 v.5)

As authorized by the Educational Technical Assistance Act of 2002, Title II, the Statewide Longitudinal Data Systems (SLDS) Grant Program has awarded competitive, cooperative agreement grants to states since 2005. Through grants and a growing range of services and resources, the program has helped propel the successful design, development, implementation, and expansion of K12 and P-20W (early learning through the workforce) longitudinal data systems. These systems are intended to enhance the ability of States to efficiently and accurately manage, analyze, and use education data, including individual student records. The SLDSs should help states, districts, schools, educators, and other stakeholders to make data-informed decisions to improve student learning and outcomes; as well as to facilitate research to increase student achievement and close achievement gaps. The SLDS grants extend for three to five years for up to twenty million dollars per grantee, and grantees are obligated to submit annual reports and a final report on the development and implementation of their systems. All 50 states, five territories, and the District of Columbia are eligible to apply, and each state can apply multiple times to develop different aspects of their data system. Since November 2005, 97 grants have been awarded. In addition to the grants, the program offers many services and resources to assist education agencies with SLDS-related work. Best practices, lessons learned, and non-proprietary products/solutions developed by recipients of these grants and other states are disseminated to aid all state and local education agencies. The request to formalize the annual SLDS Interim Progress Report (IPR) as the SLDS Survey, intended to provide insight on state and U.S. territory SLDS capacity for automated linking of K-12, teacher, postsecondary, workforce, career and technical education (CTE), adult education, and early childhood data, and to conduct the annual SLDS Survey from 2017 through 2019 was approved in February 2017 with the latest change request approved in September 2017 (1850-0933 v.1-4). The SLDS Survey will help inform ongoing evaluation and targeted technical assistance efforts to enhance the quality of the SLDS Program’s support to states. This request is to update the survey instrument to reflect feedback received from respondents during the SLDS survey’s first administration in 2017.

This request affects the SLDS survey beginning with its 2018 administration and does not impact the approved total cost to the federal government. The language, structure, and organization of the SLDS Survey instrument were revised to bring greater consistency across its sections. Additionally, skip logic and numbering inconsistencies were updated. The following survey content changes were made: (a) response options were added to questions throughout; (b) question 40 was added to the Data Matching section on what model is used when data are collected across agencies into a P20W environment (requested by states); and (c) questions 41-43 were added to the Data Use and Research Capacity section on how CEDS is utilized to support data use, whether all current policy questions are being met, and whether a research agenda is in place – all of which reflect the ultimate goals of SLDS. The edits/additions that were made in the SLDS survey instrument are as follows:

Survey Cover Sheet (see page 2 of the “SLDS Survey 2018-2019 Instrument” document)

• Added to systematically collect respondent information and to gain insight on the level of effort states expend to complete the SLDS survey (including consultation with other stakeholder offices).

Survey Instrument

• At the end of each question with multiple sub-questions, we added a Clear button with explanation: “Selecting the CLEAR button will reset all answers for Question x”

• Revisions to the instrument are shown below in black font and marked with R in the Nature of Change column, while additions are in red font and marked with A:

Original Feature #	New Feature #	Original Language	New Language	Nature of Change	Justification
	2.m definition		Programs include free & reduced price lunch or other SES indicator, Title I, English language learners, special education, Section 5.	A	Definition provided for clarification
	2.r		Instructional methods used in the classroom	A	Viable type of assessment data missing from K12 student data type features
3.a	3.a	Is the data dictionary published publicly on the agency's website?	Is the data dictionary published publicly?	R	The data dictionary could potentially be posted publicly elsewhere, ex. Partner agency site (P20 systems)
	3.a.i		If so, please provide data dictionary website address:	A	Collected to foster more streamlined navigability in technical assistance efforts
3.b	3.b	Are K12 student data elements CEDS aligned?	Are K12 student data elements Common Education Data Standards (CEDS) aligned?	R	Acronym expanded for clarity
4.b 4.c	4.b	Resources for parents (e.g. parent dashboards, consumer scorecards) Resources for community members, public (consumer scorecards)	Resources for public, parents, and community members (e.g. dashboards, scorecards)	R	Combined with 4.b and c
4.f.i	4.e.i	Legislature	Governor/legislature	R	Expanded to include state executive branch
4.f.ii	4.e.ii	Board goals/priorities	Board/agency goals/priorities	R	Expanded to include agency goals/priorities
4.f.iii	4.e.iii	Research agenda/strategic plans	Research/policy agenda/strategic plans	R	Language updated to be most inclusive
4.f.iv	4.e.iv	Agency law/policy	Law/policy requirements	R	Language updated for clarity
4.h	4.g	Curricular alignment decisions/materials	Curriculum decisions/materials	R	Language updated for clarity
4.i	4.h	State-level collected courses aligned in SCED	State-level collected courses aligned in School Courses for the Exchange of Data (SCED)	R	Acronym expanded for clarity
4.r	5	Are K12 student data linked to finance data?	Are K12 student data linked to finance data?	R	Feature should not be a sub-feature of 4
4.r.i	4.q	Funding decisions	Funding decisions	R	Sub-feature should not be a sub-option under another sub-feature

K12 Teacher Data

Original Feature #	New Feature #	Original Language	New Language	Nature of Change	Justification
6	7	Is there automated infrastructure in place to link K12 teacher data with K12 student data in the SLDS?	Is there automated infrastructure in place to link K12 teacher data with K12 student data in the SLDS?	R	Question changed from “Yes/No” dichotomous scale response to the 4-point differential scale used in the other questions in this survey
	9.k		Instructional methods used in the classroom	A	Added to be most inclusive
9.b.i	10.b.i	Legislature	Governor/legislature	R	Expanded to include state executive branch
9.b.iii	10.b.iii	Research agenda/strategic plans	Research/policy agenda/strategic plans	R	Language updated to be most inclusive
9.f	10.f	Curricular decisions (teacher prep/professional development)	Curriculum decisions/materials	R	Language updated to be most inclusive
9.h	10.h	Policy updates	Policy updates/changes	R	Language updated to be most inclusive
9.l	11	Are K12 teacher data linked to finance data?	Are K12 teacher data linked to finance data?	R	Feature should not be a sub-feature of 9; language updated for clarity

Postsecondary Data

Original Feature #	New Feature #	Original Language	New Language	Nature of Change	Justification
10	12	What are the state source(s) for postsecondary data?	Where are postsecondary data housed?	R	Language updated to be consistent with other feature sections
11	13	Is there automated infrastructure in place to link postsecondary data with K12 student data in the SLDS?	Is there automated infrastructure in place to link postsecondary data with K12 student data in the SLDS?	R	Question changed from “Yes/No” dichotomous scale response to the 4-point differential scale used in the other questions in this survey
	17.a		Is the data dictionary published publicly?	A	The data dictionary could potentially be posted publicly elsewhere, ex. Partner agency site (P20 systems); included to be consistent with other feature sections
	17.a.i		If so, please provide data dictionary website address:	A	Collected to foster more streamlined navigability in technical assistance efforts; included to be consistent with other feature sections
16.a	18.a	Feedback/Outcome reports on:	Feedback reports on:	R	Language updated (“outcome” omitted) to be consistent with other feature sections
16.c	18.c	Resources for parents/community (e.g. parent dashboards, consumer scorecards)	Resources for public, parents, and community members (e.g. dashboards, scorecards)	R	Language updated to be consistent with other feature sections
16.f	18.f	Curricular decisions (teacher prep/professional development)	Curriculum decisions/materials	R	Language updated to be consistent with other feature sections
16.j	18.j	Making policy/guidance updates	Policy updates/changes	R	Language updated to be most inclusive and consistent with other feature sections
16.l.i	18.l.i	Legislature	Governor/legislature	R	Expanded to include state executive branch and ensure consistency with other feature sections
16.l.iii	18.l.iii	Research agenda/strategic plans	Research/policy agenda/strategic plans	R	Language updated to be most inclusive and consistent with other feature sections

Workforce Data

Original Feature #	New Feature #	Original Language	New Language	Nature of Change	Justification
18	20	Is there automated infrastructure in place to link workforce data or other employment data with K12 data?	Is there automated infrastructure in place to link workforce data or other employment data with K12 data?	R	Question changed from “Yes/No” dichotomous scale response to the 4-point differential scale used in the other questions in this survey
18.b.vi, 18.b.vii, 18.b.viii	20.b.vi, 20.b.vii, 20.b.viii	UI, UC, WIASRD	Unemployment insurance, Unemployment compensation, Workforce Investment Act Standardized Record Data	R	Acronyms expanded for clarity
19	21	Is there automated infrastructure in place to link workforce data or other employment data with postsecondary data?	Is there automated infrastructure in place to link workforce data or other employment data with postsecondary data?	R	Question changed from “Yes/No” dichotomous scale response to the 4-point differential scale used in the other questions in this survey
19.b.ii	21.b.ii	Earnings	Current earnings	R	Language updated for clarity and consistency with other sub-features
	21.b.iii		Historical earning records	A	Language added for clarity and consistency with other sub-features
19.b.v, 19.b.vi, 19.b.vii	21.b.vi, 21.b.vii, 21.b.viii	UI, UC, WIASRD	Unemployment insurance, Unemployment compensation, Workforce Investment Act Standardized Record Data	R	Acronyms expanded for clarity
20	22	Is there automated infrastructure in place to link workforce data or other employment data with adult education and career/technical education (Perkins CTE) data?	Is there automated infrastructure in place to link workforce data or other employment data with adult education and career/ technical education (Perkins CTE) data?	R	Question changed from “Yes/No” dichotomous scale response to the 4-point differential scale used in the other questions in this survey
20.a.ii	22.a.ii	Element match process	An element match process	R	Language added for clarity and consistency with other sub-features
	23.a		Is the data dictionary published publicly?	A	The data dictionary could potentially be posted publicly elsewhere, ex. Partner agency site (P20 systems); included to be consistent with other feature sections
	23.a.i		If so, please provide data dictionary website address:	A	Collected to foster more streamlined navigability in technical assistance efforts; included to be consistent with other feature sections
22.b.i	24.b.i	Legislature	Governor/legislature	R	Expanded to include state executive branch and ensure consistency with other feature sections
22.b.iii	24.b.iii	Research agenda/strategic plans	Research/policy agenda/strategic plans	R	Language updated to be most inclusive and consistent with other feature sections
	24.d		Resources for public and community members (e.g. dashboards, scorecards)	A	Option added to be consistent with other feature sections
	24e		Policy updates/changes	A	Option added to be consistent with other feature sections

Perkins Career/Technical Education (CTE) and Adult Education (Vocational Education and Workforce Training Data)

Original Feature #	New Feature #	Original Language	New Language	Nature of Change	Justification
24	26	Is there automated infrastructure in place to link Perkins CTE data with K12 student data in the SLDS?	Is there automated infrastructure in place to link Perkins CTE data with K12 student data in the SLDS?	R	Question changed from “Yes/No” dichotomous scale response to the 4-point differential scale used in the other questions in this survey
	29.a		Is the data dictionary published publicly?	A	The data dictionary could potentially be posted publicly elsewhere, ex. Partner agency site (P20 systems); included to be consistent with other feature sections
	29.a.i		If so, please provide data dictionary website address:	A	Collected to foster more streamlined navigability in technical assistance efforts; included to be consistent with other feature sections
28.d	30.d	Resources for public, community members (consumer scorecards)	Resources for public, parents, and community members (e.g. dashboards, scorecards)	R	Language updated to be consistent with other feature sections
28.e	30.e	State reports	State Reports for/on:	R	Language updated to be consistent with other feature sections
28.e.i	30.e.i	Legislature	Governor/legislature	R	Expanded to include state executive branch and ensure consistency with other feature sections
28.e.iii	30.e.iii	Research agenda/strategic plans	Research/policy agenda/strategic plans	R	Language updated to be most inclusive and consistent with other feature sections
28.j	30.j	Curricular/material decisions	Curriculum decisions/materials	R	Language updated for clarity and consistency with other feature sections
28.n	30.n	Making policy/guidance updates	Policy updates/changes	R	Language updated for clarity and consistency with other feature sections
29.c.	31.c.	ESOL	English for Speakers of Other Languages (ESOL)	R	Acronym expanded for clarity

Early Childhood Data

Original Feature #	New Feature #	Original Language	New Language	Nature of Change	Justification
31	33	Is there automated infrastructure in place to link early childhood data with K12 student data in the SLDS?	Is there automated infrastructure in place to link early childhood data with K12 student data in the SLDS?	R	Question changed from “Yes/No” dichotomous scale response to the 4-point differential scale used in the other questions in this survey
	37.a		Is the data dictionary published publicly?	A	The data dictionary could potentially be posted publicly elsewhere, ex. Partner agency site (P20 systems); included to be consistent with other feature sections
	37.a.i		If so, please provide data dictionary website address:	A	Collected to foster more streamlined navigability in technical assistance efforts; included to be consistent with other feature sections
36.d 36.e	38.d	Resources for parents (e.g. parent dashboards, consumer scorecards) Resources for soon-to-be parents, community, public (consumer scorecards)	Resources for public, parents, and community members (e.g. dashboards, scorecards)	R	Language updated to be consistent with other feature sections. Combined the previous 36.d and e
36.g	38.f	Curricular decisions	Curriculum decisions/materials	R	Language updated for clarity and consistency with other feature sections
36.i	38.h	Policy updates	Policy updates/changes	R	Language updated for clarity and consistency with other feature sections
36.n.i	38.m.i	Legislature	Governor/legislature	R	Expanded to include state executive branch and ensure consistency with other feature sections
36.n.iii	38.m.iii	Research agenda/strategic plans	Research/policy agenda/strategic plans	R	Language updated to be most inclusive and consistent with other feature sections

Interoperability

Original Feature #	New Feature #	Original Language	New Language	Nature of Change	Justification
37.d	39.d	To other states' SEAs via SRE	To other states' SEAs via Student Records Exchange (SRE or SREx)	R	Acronym expanded for clarity

Data Matching

Original Feature #	New Feature #	Original Language	New Language	Nature of Change	Justification
	40		When data are collected across agencies into a P20W environment, the model used is best described as: (Please select one.) Centralized Federated Hybrid N/A	A	Feature added to encourage increased response. States with federated models were hesitant to complete the survey without being able to report a model; survey language “automated infrastructure in place to link…” could suggest a centralized approach
38,39,40	41,42,43	Greater than 90%, 75%-90%, 50%-75%, Less than 50%	Less than 50%, 50%-75%, 75%-90%, Greater than 90%, N/A	R	4-point differential scale order reversed to match overall scale. N/A response category added for cases when no data matching is being done.

Data Use and Research Capacity

“Data Use” feature section changed to “Data Use and Research Capacity” to better align with current grant and overall NCES priorities, as well as subsequent questions. There are many questions within and external to the Center regarding state research capacity and alignment to CEDS to meet data needs, the former being a focal point of the 2015 round of SLDS grants. Three additional questions have been added to this feature to address states’ CEDS alignment, and ability to address research and policy goals.

Original Feature #	New Feature #	Original Language	New Language	Nature of Change	Justification
41.b	44.b	Commitment to Data Quality reports (timeliness of submissions/certifications, error correction rate prior to certification, etc.)	Data quality reports (timeliness of submissions/certifications, error correction rate prior to certification, etc.)	R	Language updated for clarity
41.e	44.e	Agency Research Agenda Priorities	Research/policy agenda/strategic plans	R	Language updated to be most inclusive and consistent with other feature sections
41.f	44.f	State legislature	Governor/legislature	R	Expanded to include state executive branch and ensure consistency with other feature sections
	45.g		Web-based analytics	A	Viable method to find out how critical stakeholders and stakeholder groups are using the SLDS dashboards/ reports/tool missing from sub-feature options
	46		If CEDS is being used to support data use, how is it being used? a) Data governance b) GENERATE c) Data integration d) Normalized Data Schema (NDS)/Elements e) Other (please explain in comments)	A	To gain insight on whether and/or how states are using CEDS will inform future programming
	47 47.a		Are all current policy questions being met? If no, please explain:	A	SLDS data being used to inform policy is a primary outcome of the SLDS program, and integral in determining program effectiveness
	48		Is there a research agenda in place? a) Is the research agenda published publicly? i) Research agenda website address: b) What topics are covered in the research agenda? c) Do research efforts require assistance from outside researchers? i) If yes, please explain:	A	SLDS data being used to inform policy is a primary outcome of the SLDS program. Sub-features included to gain better insight on research agenda status development