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P20 Minutes July 21, 2011

P20 Minutes July 21, 2011

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Published by: RestoreOKPublicEd on Oct 18, 2012
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P-20DataCoordinatingCouncil
July21,2011
3:00-5:00PM
StateCapitol
SenateRoom511A
Minutes
I.
 
Welcome–PaulRisser
ChairmanRisserwelcomedmembersoftheCouncilandothersinattendance.Allmeetingattendeesintroducedthemselves.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
 
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Governor’s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Governor’s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:

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