Electronic Student Record Exchange – Education Datapalooza

Good Morning. So let me tell you about Georgia. In Georgia we had a problem we
couldn’t figure out where our students were going when they moved from one
district to another. I think Mr. Duncan talked about that this morning. Well Ross
also talked about how they invested in LDS Systems for a lot of states, Georgia
was one of those states and what we did is we built an LDS System that all those
records that Ross talked about that the district send up and we keep for year after
year after year, remember the districts don’t always do that. So when a student
moves from one district to another district they’d had to wait for two weeks to
sometimes a month to get that record. Well with the LDS System that we built the
next day that student shows up in the class those records are all available to the
teacher. So the teacher knows where that student came from and has six to seven
years of longitudinal history on that student. I still remember the high school
student who had a ninth grader show up in their class, had no idea what to do with
that student, the parents didn’t really have their records on the student.
We went into the LDS System that we had built and they found out that that
student had transferred seven times in the last two years, twice in the juvenile
justice. But they had all their records, they were able to service that kid
appropriately, and the kid is now doing much better. The teacher when she talks
about that actually wails up, tears come to her eyes.
? THE CHALLENGE OUTSIDE GEORGIA So we fixed our problem inside of Georgia
but we have a problem outside of Georgia because we have a 30% transient rate
in and out of the state. We have no way to get those records from other states
other than call up that school district where the student came from and say “Do you
have the records on this student?” Sometimes we don’t even know where those students
went when they leave so we can’t even correct our dropout records.
We needed a solution for this. ? THE SOLUTION
The solution we came up with is the central data exchange platform with other
states. So as part of the LDS grant that was given to us a couple of years ago one
of the obligations that we have is to build something with the Southeast Data
Exchange System. What that is essentially is a platform that
we’re going to build in Georgia that any state can connect to, and we’re working with
the Southeast Data states right now, but they can connect to it and we can find
out where our students went. We can also find out what happened to the students
that are coming into us. What happened to them as far as in other states?
What happened to their records? ? WHAT DOES IT LOOK LIKE?
Now I’m going to give you an eye chart. This isn’t meant to be actually understood
this is more meant to be as a visual. This is what we’re building right here the
exchange hub and these little appliances. Each one of these boxes is another
state. This appliance right there is what we’re building in Georgia. That will be
attached to the LDS System in every state. When a state sees a new student and
what’s to know where did that student come from, they can actually go into the
system, ping it, it’ll go out to all the different utilities that are attached to that and
return all the records. ? HOW DOES IT FIND A NEW STUDENT
What’s it look like? It kind of looks like, I’m not even going to go into this because
this is what you’d see, it’s basically you put in the information you know about.
This is North Carolina looking for a student in Georgia, or any place actually that is
attached to it. They type in the information they know, maybe they know the
name, maybe they know the parent’s name, maybe a birth name, might know
Social Security number might not, whatever information they have we’ll do the
best match that we can. What’ll happen, I’m going to skip over this
because I don’t want to get too technical, it’ll actually come back with there’s
all the states they’re looking for this record right now with the status of what they
found. And when they’re all done we’ll actually return Ð let’s skip over this
one because I don’t want to get technical Ð it’ll come back with all the student records
that basically match that criteria. At that point and time the state can pick the
record that they want and all that information will flow into the state.
? HOW SECURE IS THE DATA? Now we talked about at the very beginning
about how you can manage these records. And this is a great way to manage
those records because you’ll be able to see when students moved from one state to
another state. You’ll be able to track them to figure out where they went for your
high school dropout prevention. You’ll actually be able to see students coming
in from another place. Now obviously we’re not keeping a big central
repository data either but security’s still important.
We’ve got six layers of security. I’m not going to get into the security because I
was told not to get too technical on this stuff, but I included all this stuff in the
slides in case anybody was really interested in this stuff once you see the slides
are all available. The timeline that we’re working on is essentially through the first
part of this year, rolling it out into a pilot stage, and then once it’s past the pilot
stage we’ll be able to open that to any state that wants to use it.
So that’s what we’re doing in Georgia to try to track our students as they leave
the state and also as new students come into the state. Thank you. BOB SWIGGUM, CIO

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