Project 2 Overview: Develop Common Regional Data Portal and Data Sharing Agreements

Project 2 Overview

Updated 4 February 2014

About the Project

Accurate, timely data is essential to personalized, high-quality instruction for each and every student, but educators often face challenges accessing student data. Timely availability of comprehensive student data is especially important in our region, where more than a fifth of students move to a new school each year.

Project 2 enables the rapid transfer of educational data when students move to a new district. To do this, the P2 regional data system will connect isolated data sources and align data definitions across the region. P2 also increases data access for educators so they can improve programs and instruction for students. This is accomplished with better data dashboards, training, policy, and technical infrastructure.

Key Activities

Project 2 includes work in two categories: 1) Data Transfer – secure sharing of student data between educational institutions, and 2) Data Use – data tools, training and processes to assist educators, families and students.

Data Transfer Activities

  • Central data transfer infrastructure
  • Improvements to district and CBO systems to transfer data in and out
  • Data sharing agreements

Data Use Activities

  • Creating or improving district dashboards
  • Secure CBO interface
  • Training for data staff and teachers
  • Governance, security and quality policy

Data Transfer System Qualities

The P2 data transfer system is being designed to be comprehensive, tailored, automated, highly regulated, and secure.

  • Comprehensive. Any data that facilitate the immediate provision of services for a student when he or she moves to a new school should be transferred. This goes beyond contact information and test scores.

  • Tailored. Each data request is tailored to the specific purpose and user so that only appropriate information is shared. Every transfer is justified and limited to accomplish the task at hand.

  • Automated. Most of the work is done “behind the scenes” and people only take action when needed, such as to make or approve a data request. No retyping data into databases or reformatting data files.

  • Highly regulated. Districts and partners can set rules for data sharing that are automatically enforced. The system will regulate who is allowed to use it, what is being done and will provide fully auditable account of these activities.

  • Secure. This regional data system does not accumulate or store data. It transfers information from one institution to another with safeguards. Data are protected by federal and state law, school district policy, and specific contract language (e.g. data sharing agreements and information system provider contracts.)

Commitment to Privacy

We understand and will uphold our responsibility to protect and maintain student privacy and confidentiality while enabling appropriate data sharing and use. The system will be compliant with all state and federal regulation (including FERPA), and only individuals and organizations with a legitimate educational interest will have access to student data. Multiple layers of protection ensure appropriate use and the district maintains control of who has access to its data at all times. For more details, see Common Questions about P2.

Data Use with Dashboards

Instead of a single shared, regional data portal used by all seven districts (as originally envisioned), P2 will fund districts to enhance existing dashboard tools and deploy new technology only if needed. Significant funding for district-specific training and coaching for educators and staff will focus on using great data tools to support teaching and learning in the classroom.

Deliverable Dates

The P2 Scope of Work specifies an ambitious timeline for the main project deliverables and calls for central components of the data transfer infrastructure to be in place by September 1, 2014, and integration with district data systems by the end of the year. Data dashboard enhancements are to be ready by the end of the year as well.