KDE Data Collection

Published: 9/4/2013 8:09 AM

 


Preface:

The KDE collects student-level and financial data from schools and districts across the state through enterprise data systems.  This data is required for federal and state reporting, funding calculations, research and analysis.  The data collected is utilized to fulfill the aforementioned requirements as well as support data-driven decision making.


Data Security:
 

It is the KDE's first and foremost concern that confidential student data is protected and secure.  The Family Educational Rights and Privacy Act (FERPA) is a Federal law that protects the privacy of student educational records which the KDE must adhere to, amongst other laws (for additional information on all Federal and State laws which the KDE must adhere to, please check here).  FERPA places restrictions on educational data which may or may not be disclosed without state agency authorization.  Restricted data includes all data which may contain personally identifiable information (PII), i.e. a student's name, address, phone number, social security number, et cetera.  For additional information on the KDE's data security measures please refer to the KDE's Data Access Policy.

Access to Education Records:

According to ED.gov; education records should be requested through the school the student attended.

Under FERPA, a school must provide a parent with an opportunity to inspect and review his or her child's education records within 45 days following its receipt of a request. A school is required to provide a parent with copies of education records, or make other arrangements, if a failure to do so would effectively prevent the parent from obtaining access to the records. A case in point would be a situation in which the parent does not live within commuting distance of the school.

A school is not generally required by FERPA to provide a parent with access to school calendars or general notices such as announcements of parent-teacher meetings or extra-curricular activities. That type of information is not generally directly related to an individual student and, therefore, does not meet the definition of an education record.

Under FERPA, a school is not required to provide information that is not maintained or to create education records in response to a parent's request. Accordingly, a school is not required to provide a parent with updates on his or her child's progress in school unless such information already exists in the form of an education record.
 

Enterprise Data Systems:

Kentucky Student Information System (KSIS) - The Student Information System is Kentucky's primary data collection system for student level data.  KSIS is the authoritative source for data including; student attendance, program information, grades, behavior and much more.  KSIS is supported by the third party vendor Infinite Campus

Financial Management System (MUNIS) - The financial software package used for financial and human resource data collection.  MUNIS is supported by the third party vendor Tyler Technologies.

 

Data Uses: