Project: Year 7 2018–2019

South Carolina Internal Systems

SECC staff will support South Carolina Department of Education (SCDE) staff with reestablishing a statewide longitudinal data system (SLDS) under its new re-organization and leadership. There is a need to identify data governance procedures for various departments within the state education agency (SEA). This project aims to provide support with developing and implementing a holistic approach to managing and disseminating data among departments within the agency and external entities.

Technical Assistance Approach

SECC will assist SCDE in developing processes and tools to manage and disseminate data among departments within the agency and external entities from and to local education agencies, thus monitoring the communication and support system of the Division of Innovation and Effectiveness. This will be done by collaborating with the REL Southeast and SCDE staff to establish a system for improving data-related supports.

Impact
  • Improved intra- and interorganizational relationships with streamlined communications between the Division of Innovation and Effectiveness and local education agencies
  • Improved materials and assets related to the statewide longitudinal data system
Project State(s)

Project Updates

Most Recent Update: 2019 | March

On March 5, Southeast Comprehensive Center (SECC) and REL Southeast staff met with the South Carolina Department of Education (SCDE) team responsible for leading the data governance work for the agency. SECC facilitated a thorough discussion on the themes shared with the committee from an earlier meeting. The group decided on the following next steps: SECC staff stressed the need for buy-in and coherence, that is having the right people at the table with identified roles and responsibilities for moving the data governance efforts forward. SCDE shared 18 names of members comprising the SCDE Data Governance Core Team. SCDE will send the actual names and positions of staff. SECC and REL Southeast staff will facilitate a meeting/work session with the SCDE Data Governance Core Team to support the team’s understanding of its purpose and outcomes, common vocabulary, data elements, business rules, inventory, information important to their respective departments, data governance policy, etc.

SECC staff  returned to SCDE on March 6 to provide further assistance and consultation to plan next steps to engage the Data Governance Core Team and to assist in the development of a SCDE data inventory. Plans for administering a survey previously discussed with SCDE have been moved to after the SCDE Data Governance Core Team met. This timeline will assist in obtaining the members’ buy-in and including them in the development and dissemination of the survey, with the intent to increase the responses received. There was some discussion about knowing about other states that have implemented data governance successfully and potentially setting up a meeting where SECC staff would facilitate a conversation. REL Southeast staff member Dr. Zena Rudo and SCDE staff identified several possible states and key personnel but did not finalize the states. They determined that the action will probably occur after the SCDE Data Governance Core Team meeting with SECC. The March 6 meeting allowed SECC staff to provide further assistance and consultation on next steps to engage the Data Governance Core Team and to assist in the development of a SCDE data inventory. 

SECC staff met with SCDE data security and research and analysis staff to thought-partner and offered suggestions for the survey they planned to administer to acquire information from SCDE staff to learn what data the agency collects internally or externally. The intent of the survey is to help SCDE develop a data inventory. Additionally, SECC will work with SCDE staff to determine a meeting date and to facilitate a meeting with the Data Governance Core Team and any other program staff involved in data in any aspect. The meeting will be structured for 3–4 hours and will allow non-core team SCDE staff to attend the meeting for 1–2 hours based on their individual schedules.

 

Previous Updates:

On March 5, Southeast Comprehensive Center (SECC) and REL Southeast staff met with the South Carolina Department of Education (SCDE) team responsible for leading the data governance work for the agency. SECC facilitated a thorough discussion on the themes shared with the committee from an earlier meeting. The group decided on the following next steps: SECC staff stressed the need for buy-in and coherence, that is having the right people at the table with identified roles and responsibilities for moving the data governance efforts forward. SCDE shared 18 names of members comprising the SCDE Data Governance Core Team. SCDE will send the actual names and positions of staff. SECC and REL Southeast staff will facilitate a meeting/work session with the SCDE Data Governance Core Team to support the team’s understanding of its purpose and outcomes, common vocabulary, data elements, business rules, inventory, information important to their respective departments, data governance policy, etc.

SECC staff  returned to SCDE on March 6 to provide further assistance and consultation to plan next steps to engage the Data Governance Core Team and to assist in the development of a SCDE data inventory. Plans for administering a survey previously discussed with SCDE have been moved to after the SCDE Data Governance Core Team met. This timeline will assist in obtaining the members’ buy-in and including them in the development and dissemination of the survey, with the intent to increase the responses received. There was some discussion about knowing about other states that have implemented data governance successfully and potentially setting up a meeting where SECC staff would facilitate a conversation. REL Southeast staff member Dr. Zena Rudo and SCDE staff identified several possible states and key personnel but did not finalize the states. They determined that the action will probably occur after the SCDE Data Governance Core Team meeting with SECC. The March 6 meeting allowed SECC staff to provide further assistance and consultation on next steps to engage the Data Governance Core Team and to assist in the development of a SCDE data inventory. 

SECC staff met with SCDE data security and research and analysis staff to thought-partner and offered suggestions for the survey they planned to administer to acquire information from SCDE staff to learn what data the agency collects internally or externally. The intent of the survey is to help SCDE develop a data inventory. Additionally, SECC will work with SCDE staff to determine a meeting date and to facilitate a meeting with the Data Governance Core Team and any other program staff involved in data in any aspect. The meeting will be structured for 3–4 hours and will allow non-core team SCDE staff to attend the meeting for 1–2 hours based on their individual schedules.

The Southeast Comprehensive Center (SECC)  had an internal meeting to discuss next steps for survey development and then shared those next steps with the South Carolina Department of Education (SCDE). SECC will revise the next steps in the Year 7 Work Plan. The emerging themes below form the basis for conceptualization and development of the survey and to structure future conversations and review current materials: Data the SCDE program office collects that they submit to the SCDE data office; Data the SCDE program office collects that they maintain only internally; How the data are collected, stored, reviewed for quality, secured; The people/positions involved in the data collection, data entry, data management, data governance, data ownership, data coordination; Timeliness of data collection, i.e., real time, annually, or on a schedule; Guidelines and role responsibilities (and any other documentation) for data management; Composition, structure, responsibilities, and frequency of a data management task force. Milestone dates were adjusted accordingly.

SECC will have an in-person meeting (data dig) on March 6 with the members of the SCDE Data Task Force. The purpose of the meeting will be to review previous and current inventories and structures by spending time with different teams, discussing and refining existing structures, and determining next steps.

SECC will assist SCDE in developing processes and tools to manage and disseminate data among departments within the agency and external entities from and to local education agencies (LEAs). This will include monitoring the communication and support system of the Division of Innovation and Effectiveness by collaborating with the REL Southeast and SCDE staff and serving as a thought partner to establish a system for improving data-related supports (ownership, management, communication, etc.).

 

The Southeast Comprehensive Center (SECC) facilitated a virtual meeting with the South Carolina Department of Education (SCDE), SECC, and REL Southeast. The discussion focused on several questions to guide conversations and inform the concept paper. SCDE identified that support is needed with overall data structures to include the following: an inventory of the current data system; roles and responsibility assignments (how and who uses the data, reports, etc.); data maintenance; and security. Program offices also need support with resolving unstructured data and duplication of data requested as well as possibly modeling data structures and governance and policies and procedures for the districts. Overall, SCDE has a semi-functioning task force, good security policies that need updating, and a number of tools and guidance documents. 

During the month of February, SECC will have an internal meeting to discuss next steps and will share those next steps with SCDE. Next steps will be revised in the Year 7 Work Plan.

The Southeast Comprehensive Center (SECC) led a conference call with the South Carolina Department of Education (SCDE) and the REL Southeast. The following areas of technical assistance (TA) support were discussed: Develop and administer a brief survey to SCDE program staff determining: (1) What data are collected? (2) What is the purpose of the data collected? (3) To whom is the collected data reported? Determine the data collected in districts/regional consortia. Identify what data resource guides/inventories currently exist on data management, data quality manuals, etc., to help build a template. Establish a data council that will be charged with identifying SCDE needs, discussing data issues, and determining the office responsible for identified data, etc. Given this revised focus, milestones will be adjusted accordingly.

On next month, REL Southeast will share 2011–2012 data system work from earlier project work. The SECC will revise the work plan for the data governance effort and receive feedback from SCDE. The project team will begin developing a draft staff data survey. The project team will identify preliminary data inventory. SECC and REL Southeast staff will participate in and facilitate SCDE data governance meetings.  

The Southeast Comprehensive Center (SECC) contacted the Center on Great Teachers and Leaders (GTL Center) for additional support in aiding the South Carolina Department of Education (SCDE) in gathering information on alternate certification and compiling that information for the state. The GTL Center sent the States’ Definition of “Ineffective” Teacher for the Purposes of Equitable Access Reporting document.

The SECC will work with the SCDE and the GTL Center to coordinate a follow-up telephone call to think through some of the Title II issues. The GTL Center developed a discussion guide on this topic, which is best digested in a discussion format and will be addressed during the follow-up call.