KIDS: Data Quality Certification DQC Curricula and Best Practices

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KIDS Data Quality Certification (DQC) Curricula
and Best Practices

• KSDE Annual Conference
• Wichita, KS
• April 26, 2007

Erin Perry Staff Development Specialist II,
KSDE Ted Carter Data Management Coordinator,
KSDE
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KIDS (Non-Graded!) Quick QuizJot your answers
down on your PPT handout.
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1). T/F AUPD records must be submitted for all
tested students.2). T/F Schools receive
gained/lost (claiming) emails whenever EXIT
records are sent.3). T/F The SPED Discrepancy
report in KIDS is a list of data errors that need
to be corrected in either KIDS or LEAMIS.4).
T/F -- Attaching KIDS records to an email when
contacting KSDE for help violates the security
element of data quality.5). Yes/No A student
was not present on September 20th but enrolled on
September 28th and attended every day of school
after that. Could that student be submitted on an
ENRL record for funding?6). Short answer - You
open a Download Errors file in KIDS Collection
and see the message Mismatch on Student Element
(Grade Level(11)) beside a student record. What
does this message mean?7). Short answer - What
would you do if you accidentally sent an ENRL
record for a student who exited from your school
last year and who is now showing up on your
Principals Building Report for
funding/accreditation purposes?
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KIDS DQC Curricula Introduction

• What
• Voluntary KIDS Data Quality Certification
  programs
• Who
• Data Entry and Data Coordinator Roles (2007-2008)
• Data Steward and Administrator Roles (Future)
• When
• Pilot implementation of the Data Entry and Data
  Coordinator programs from June through December
  2007
• Why
• Recognize the hard work that is already being
  done at the LEAs
• Reinforce that these positions are important and
  require a specific skill set
• Provide value to the individual and to the
  organization
• Improve data quality and reduce the negative
  effects of inaccurate/missing data

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KIDS DQC Curricula Background

• This project evolved from the recognition that
  one-size-fits-all KIDS training does not meet
  everyones needs
• A KIDS Data Quality Certification Task Force was
  formed in April 2006.
• 5 volunteers from 4 USDs experts on the roles
  and responsibilities at the LEA-level
• Monthly meetings

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KIDS DQC Curricula Background (Cont.)

• In February 2007, NCES awarded KSDE with Task
  Order grant funding to help develop these
  certification curricula
• The curricula will consist of a kickoff
  orientation call, courses (spread throughout June
  December), deliverables for each course, and a
  final certification test (open-note)
• Training modes will include conference calls, ITV
  sessions, hands-on training, face-to-face
  training

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Data Entry Curriculum

• Target Audience Data Entry Clerks
• Curriculum Outline
• I. SIS Training (Vendor or ODT)
• II. KSDE Resource Navigation
• III. KIDS Training
• IV. Data Quality
• V. Using the DQC Certification Tools
• Sample deliverables
• KIDS Vocabulary Matching Activity
• File Specifications Scavenger Hunt
• Sample ODT export files
• Data Quality Plan

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Data Coordinator Curriculum

• Target Audience KIDS Coordinators/Data
  Coordinators
• Curriculum Outline
• I. SIS Training (Vendor or ODT)
• II. KSDE Resource Navigation
• III. KIDS Training
• IV. Data Quality
• V. Using the DQC Certification Tools
• Sample deliverables
• Case study analyses
• Batch s for successfully submitted records
• LEA/District data calendar draft
• Data audit checklists

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DQC Project TimelineTentative

• 4/27/07 5/31/07 Applications to participate in
  the DQC Certification programs
• 6/4/07 DQC Program Kickoff Call
• 6/6/07 DQC Course Registration Opens
• 6/30/07 DQC Program Registration Closes
• 6/15/07 12/15/07 DQC Courses
• 11/07 12/07 Certification Exams
• 12/21/07 Deadline for participants to complete
  all required courses, all required
  coursework, and the certification exam

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Interested in Participating?

• Complete a DQC Registration form and have it
  signed by an administrator
• Contact Erin Perry at kids_at_ksde.org with any
  questions or for additional information

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Questions about / suggestions for the DQC
Curricula?
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Data Quality Best Practices (General)

• Develop a system for storing/organizing KIDS
  files on your local computer
• Administrators- ensure that staff members are
  granted appropriate access levels to KSDE
  applications
• Develop local data standards and processes that
  are specific to your school/district
• Create data timelines or data calendars

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Data Quality Best Practices (General)

• Participate in training sessions and KIDS calls
  that are offered
• Dont attach KIDS files to emails call the Help
  Desk instead
• Participate in local training and professional
  dev.
• opportunities
• Ensure that there is an appropriate data entry
  environment

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Data Quality Tips (KIDS-Specific)

• Cross-train at least one other person in KIDS
• Read your KIDS file specifications document
• Meet regularly with the program staff at your
  school
• Utilize your KIDS reports and review them for
  reasonableness

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Data Quality Tips (KIDS-Specific, Cont.)

• Send ASGT and EXIT records regularly
• Review gained/lost emails
• Include State IDs in your KIDS batch uploads
  whenever possible

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Data Quality Tips (KIDS-Specific, Cont.)

• Use QERY records and the Student History report
  in KIDS to complete fields such as ESOL fields
  and State Entry Date
• If you have errors, correct and upload again
  until the only errors that remain are Mismatch
  on Student Element errors

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Troubleshooting Common Data Issues in KIDS

• Assignment Mismatch Records
• May or may not be true errors
• School/district/state entry dates
• This error means that youre uploading a
  Collection file into Assignment or vice versa

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• Q A