I.O. – Data Management Council – 10-2020

The Idaho Data Management Council (hereinafter referred to as “Council”) is a council established to make recommendation on the oversight and development of Idaho’s Statewide Longitudinal Data System (SLDS) and oversees the creation, maintenance and
usage of said system.

The purpose of the SLDS will be to allow longitudinal tracking of students from preschool through all levels of the public education system (elementary, middle and high schools, college and graduate school) and into the workforce. To reflect this scope, the SLDS will be referred to as a P-20W system. This system will collect data from a variety of disparate source systems, including the K-12 system developed by the State Department of Education, the systems in use at the various postsecondary institutions, the State Department of Labor, the National Student Clearinghouse, and others, and will transform that data into a single, coherent structure on which longitudinal reporting and analysis can be performed. The privacy of all student level data that is collected by the SLDS will be protected. A list of all data fields (but not the data within the field) collected by the SLDS will be publicly available. Only student identifiable data that is required by law will be shared with the federal government.

The construction, maintenance and administration of the P-20W SLDS shall be carried out by designated staff of the Office of the State Board of Education and State Department of Education. The role of the council is to provide direction and make recommendations to the Board on policies and procedures for the development and usage of the system, and to report back to the Board as needed on the progress made on any issues that require Board consideration.

1. Roles and Responsibilities

In order to advise and make recommendation to the Board on the implementation of the SLDS, the council will report to the Board through the Planning, Policy and Governmental Affairs Committee. The scope of responsibilities of the Council will include the following:

1. Data Standards and Quality
   1. Ensure that all data elements within the SLDS are clearly and unambiguously defined and used consistently throughout the system.
   2. Ensure that the data within the SLDS is as complete and accurate as possible and complies with the agreed upon definitions.
2. Access and Security
   1. Establish parameters for security and encryption of data uploads, data storage, user roles and access, privacy protection, and appropriate use of data.
   2. Review and approve mechanisms (technical and procedural) for implementing the required security and access rights.
   3. Establish guidelines for responding to requests for data access by various stakeholders, including school, district and college/university staff, education researchers, and the public.
3. Change Management and Prioritization
   1. Propose enhancements to the SLDS, review enhancements proposed by other groups, and set priorities for the development of those enhancements.
   2. Review and approve or deny any proposed changes to existing functionality, data definitions, access and security policies, etc.
4. Training and Communication
   1. Establish guidelines for training of SLDS users, and review and approve specific training plans.
   2. Ensure adequate communication concerning the SLDS.

In each of these areas, the Council shall develop policies and procedures for Board approval as appropriate.

2. Membership

The membership of the Council shall consist of:

1. Two representatives from the Office of the State Board of Education.
2. Three representatives from public postsecondary institutions, of whom at least one shall be from a community college and no more than one member from any one institution.
3. One representative who serves as the registrar at an Idaho public postsecondary institution, which may be from the same institution represented in subsection 3.c. above.
4. One representatives from the State Department of Education.
5. Three representatives from a school district, with at least one from an urban district and one from a rural district, and no more than one member from any one district.
6. One representative from the Division of Career Technical Education.
7. One representative from the Department of Labor.
8. One at-large member.

Original appointments shall be for terms that are initially staggered to provide a rolling renewal of appointments. Thereafter, appointments shall be for two years, commencing on July 1 st . All members of the Council shall have equal voting privileges.

One of the representatives from the Office of the State Board of Education shall serve as the Chair.October 2020

3. Nominating Process

The Council shall nominate candidates for membership for Board consideration. The list of candidates including letters of interest and biographical information must be forwarded to the Board for consideration not less than 60 days prior to expiration of the term of a committee member, or within 30 days after any vacancy.

1. Incumbent Reappointment
   If the incumbent candidate is interested in reappointment and is eligible to continue serving based on the Council’s current membership structure, the incumbent will provide in writing his or her interest for reappointment, which will be forwarded to the Board for consideration.
2. Open Appointment
   1. Council members shall solicit nominations from all constituency groups.
   2. Each nominee must provide a written statement expressing his or her interest in becoming a member of the Council . Each nominee must also provide a description of his or her qualifications.
   3. The Council will review all nominations for the vacant position and will forward the qualified candidates with recommendations to the Board for consideration.

   The Board may, after a review of nominee’s pursuant to the process described herein, consider other candidates for Council membership identified by the Board or its staff.