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.

Predictive models for college and career success What are the precollege indicators (i.e., “college readiness”) that indicate a level of preparation required for a high school student to succeed without remediation in a core, credit-level course of study at a postsecondary institution? How can these be used for proactive college admissions and facilitate strategic data sharing between K-12 and higher education in Connecticut?

Students at lowest levels of readiness What happens to students at the lowest levels of readiness at each stage of education from pre-K through 12th grade? How do we support those who are below 9th grade proficiency when transitioning from high school and applying to college? How are they served by the State through college programs, adult education or workforce training? What proportion of these individuals proceed through these programs into college level coursework and what level of success do they have at completing credentials and obtaining ongoing employment in Connecticut?

Financial aid programs What happens to recipients of the Governor’s Scholarship Program and other forms of higher education financial aid (e.g. Pell grants, merit grants, Stafford Loans)? Are there differences in college persistence, completion and employment in Connecticut compared to individual who do not receive funding or receive other types of financial support? Do differences exist by sector?

Workforce training programs What are the outcomes for students who participate in federally funded workforce training programs? Are their outcomes differ from those who pursue other types of workforce training? This research will support answers to this question and other performance measures as required under the Workforce Innovation and Opportunity Act of 2014 (WIOA).

Overcoming barriers to success How do family income/benefit, homelessness, and foster care status affect postsecondary (i.e., enrollment, persistence, and completion) and employment outcomes? What educational and support services provided to students in pre-K through12 and/or higher education have greater impact in changing trajectories for students?

 

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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