Request Data

Instruction in requesting data from two or more participating agencies

Getting Started

If you are a researcher and need data from two or more of the P20 WIN Participating Agencies in order to conduct an audit or evaluation of publically funded education programs, you may submit a data request.  Begin by sending the Program Manager a one to two page proposal that clearly describes your evaluation, the data you are seeking, and how the work you propose would benefit the state.  The P20 WIN Data Request Management Procedure and the Data Dictionary may be helpful to you in this process.


Supporting P20 WIN’s Research Agenda

P20 WIN is a unique state resource for addressing critical policy issues that require data from more than one agency; therefore, data requests should align with either a participating agency’s individual research agenda or P20 WIN research interests as listed here.  Researchers interested in requesting data through P20 WIN must remember that the data requests utilizing education data are only allowed if the purpose of the request is to audit or evaluate federal or state supported education programs or for compliance with federal legal requirements related to these programs.

Successful Transitions: Increase the number of students who are ready for the transitions between early care and Kindergarten, Kindergarten and elementary school, elementary school and middle school, middle school and high school, high school and a post-secondary institution or the labor market.

College Readiness:  Prepare more high school graduates, GED graduates and adults to enter college prepared for college-level work. 

Student Success:  Graduate more students from high school and post-secondary with the knowledge and skills to achieve their life and career goals.

Effectiveness of Teacher Education:  Increase the level of teacher preparedness.

Affordability and Sustainability:  Maximize access to higher education by making attendance affordable and our institutions financially sustainable.

Innovation and Economic Growth:  Create educational environments that cultivate innovation and prepare students for successful careers in a fast changing world.

Equity:  Eliminate achievement disparities among different ethnic/racial economic and gender groups.


The Process

The following chart provides a summary of the key steps in the data request process.  Bear in mind that additional actions are typically needed along the way to ensure that researchers obtain only the data they need for their evaluation and to ensure that data privacy and data security are maintained.  For example, data requestors usually need to participate in multiple conversations with the agencies in order to accurately determine which data elements are needed for the evaluation so that the data requestor can complete the data request documentation.  Details about the P20 WIN data request process are articulated in the P20 WIN Data Request Management Procedure

  1. Data Requestor provides P20 WIN Manager with a proposal that outlines the evaluation to be completed and the data needed.
  2. Program Manager reviews the data request and determines viability.
  3. Data requestor obtains and completes Data Request Management Documents for Data Governing Board review process.
  4. P20 WIN System staff review data request for completeness and alignment with established policy guidelines, and schedules for Board review if appropriate.
  5. Data Governing Board members whose agency’s data would be included in the data request determine whether they will allow their data to be included.  Each affected agency logs their approval or denial.
  6. Program manager communicates decision to Data Requestor.
  7. Data requestor receives decision from Data Governing Board.
  8. If approved, the Program Manager drafts the MOA or contract, circulates them for signatures, and collects Non-Disclosure agreements according to the data request.
  9. The Program Manager coordinates the production and secure transmission of data files for the data matching process and for analysis to the approved requestor
  10. Conducts analysis using data files and generic ID matrix


Important considerations

Protecting the Data

Data requestors must be able to assure the Data Governing Board representatives that they are capable of securing the data during transmission and analysis according to the requirements in the memorandum of agreement.   See section III in this template MOA for details of the technical duties and Responsibilities of Approved Requestor.


Fee schedule   

With the exception of P20 WIN Participating Agencies, all requestors will be required to pay a fee unless waived by the Data Governing Board.  Entities that are not P20 WIN Participating Agencies will be charged a fee. This fee may be reduced at the discretion of the Data Governing Board if payment of the fee would be deemed an undue hardship to the requestor and the evaluation is of importance to the state.  Researchers employed by a university who are conducting independent research will not be exempt from the assessed fee unless the Data Governing Board determines that a waiver is in order.

The specific fee for a given data request will be calculated using:  1) a flat fee to support the cost of matching the data files and managing the data request process, 2) a fee based upon the number of Participating Agencies whose data are necessary for the request and 3) a smaller flat fee to offset the cost of non-personnel expenses.  An additional charge may be assessed if a Participating Agency needs to pay for access to a data set that is not directly available.  Please view the Cost Sharing Policy (pdf) for details.

P20 WIN Data Dictionary

The Data Dictionary contains elements that are a part of P20 WIN as of the pilot phase of system implementation. It is expected that the Participating Agencies will add additional elements as they become available.

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