2013 MIS Conference 1

INCORPORATING HEAD START DATA INTO YOUR

SLDS Thursday, February 14, 2013

Colleen Murphy, Utah Early Childhood Comprehensive Systems Initiative

Denise Mauzy, Opportunities in a Professional Education Network (OPEN) Initiative at the

University of MissouriJune Fox, Wisconsin Department of Public

InstructionMissy Cochenour, State Support Team

Photos are stock photos. Release for web use of all photos on file.

2013 MIS Conference

• What is Head Start?• Why integrate Head Start data in your

SLDS?• State context: Wisconsin, Utah and Missouri• What are the common challenges in

integrating Head Start data?• What are the best practices in integrating

Head Start data?• Digging deeper: What are your questions?

TODAY WE’RE GOING TO DISCUSS …

2

2013 MIS Conference 3

WHAT IS HEAD START?

2013 MIS Conference 4

Head Start is …

• A federally-funded program that promotes the school readiness of at-risk young children and their families.

• The program serves more than 1.1 million children ages birth to five.

WHAT IS HEAD START?

2013 MIS Conference 5

Head Start is a federal-to-local program.

• Funding comes directly from the government to local grantees in community-based organizations.

• While 80 percent of funding comes from the federal government, 20 percent comes from “local match” or “in-kind” contributions from the local community.

WHAT IS HEAD START?

2013 MIS Conference 6

Head Start is not …• Administered by states, although some

states fund additional Head Start spaces.

What governs Head Start?• The Head Start Act, as amended and the

Head Start Program Performance Standards and Other Regulations govern Head Start.

WHAT IS HEAD START?

2013 MIS Conference 7

Each state has Head Start-State Collaboration Office (HSSCO) Director.

• Directors must serve on each State Advisory Council on Early Childhood Education and Care and work to promote collaboration, coordination, and alignment of Head Start programming, services, and/or standards with those of the state’s other early childhood education and care providers.

WHAT IS HEAD START?

2013 MIS Conference 8

What data are collected for Head Start?

• Program models;• Participant demographics;• Services provided or referred;• Frequency, duration and intensity of

services; and• Child, family and program outcomes.

WHAT IS HEAD START?

2013 MIS Conference 9

WHY INTEGRATE HEAD START DATA

IN YOUR SLDS?

2013 MIS Conference 10

WHY INTEGRATE HEAD START DATA?

Head Start is one piece of a larger early childhood puzzle.

2013 MIS Conference 11

Head Start programs are primary partners in SLDSs:

• Their data are essential to inform research, policy, and practice.

• Without Head Start data, an SLDS could be missing more than 25% of the early childhood population.

WHY INTEGRATE HEAD START DATA?

2013 MIS Conference

WHY INTEGRATE HEAD START DATA?Head Start data that can be incorporated in an SLDS includes:

Dental services

Volunteers (Number, Type,

Hours)

Child & Family Demographics

Behavior incidents

Physicals & ImmunizationsParent-Teacher Conferences

Home Visits

Child Abuse/Neglect Report RatesAttendance

Health & Dental Insurance Status

Health servicesCase Notes

Budgets & Funding Levels

MOUs/MOAs

Child Turn-Over (Number, Reason,

Enrollment & Waiting Lists

Community Assessment

Transportation

Child Observatio

nsChild

Outcomes

IEP/IFSPMeals (menu, cost,

nutritional value, etc.)

Developmental Screening Results

Health Events/Concerns (allergies, contagious

disease exposure, etc.)

Referrals & Follow-up (Number, Type,

Result, etc.)

Staff Turn-Over (Number, Reason, Location, Position)

Staff Credentials

Progress toward School

Readiness Goals

2013 MIS Conference 13

SLDS integration benefits Head Start, too, by …

• Demonstrating the effectiveness of Head Start programs;

• Evidencing staff preparation; and• Contributing to strengthening all early

childhood services to better prepare children and families for success in school.

WHY INTEGRATE HEAD START DATA?

2013 MIS Conference 14

STATE CONTEXT: WISCONSIN, UTAH

AND MISSOURI

2013 MIS Conference 15

Wisconsin:• Early Childhood Longitudinal Data System (EC LDS) Mission

Statement“Wisconsin will be able to measure child outcomes across

systems to evaluate young children’s progress and inform policy decisions.”

• May 2013 – Conclusion of Planning Phase (Feasibility Study)o ARRA Grant, LDS 3 Grant, Support of Governor’s Early

Childhood Advisory Councilo Data Roundtable (Stakeholder Outreach and Requirements

Gathering)o Identification of EC Data Elements across 37 programs,

across three participating agencies (Department of Public Instruction, Department of Health Services, Department of Children and Families)

CONTEXT

2013 MIS Conference 16

Wisconsin:

• May 2013 – Conclusion of Planning Phase (Feasibility Study) (continued)o Selection of five overarching policy questions for the EC LDS

to answer– Are children, birth to 5, on track to succeed when they enter school and

beyond?– Which children and families are and are not being served by which

programs/services?– Which children have access to high-quality early childhood programs and

services?– What characteristics of programs are associated with positive child

outcomes for which children?– What are the education and economic returns on early childhood

investments?

o Other Recommendations: Governance, System Architecture, Sustainability, Stakeholder Engagement, etc.

CONTEXT

2013 MIS Conference 17

Wisconsin:

• Starts January 2013 – EC LDS Build and Implementation Phaseo Round 2 Race to the Top Grant, Support of Governor’s Early

Childhood Advisory Councilo Year 1 Highlights – Enhance DHS and DCF Data Environments (years

1-4), Establish Data Governance, Select and Implement Entity Resolution Software (Matching Tool)

o Year 2 Highlights – Build and Implement Presentation Layer (Analysis Tools, Dashboards and Reports) for First Set of Data Selected to Answer Key Questions

o Year 3 Highlights – Enhance Presentation Layer for Next Set of Data Selected to Answer Key Questions and Presentation Layer Training of Agency Staff

o Year 4 Highlights – Enhance Presentation Layer for Next Set of Data Selected to Answer Key Questions and Presentation Layer Training for Local/Public Access

CONTEXT

2013 MIS Conference 18

Utah:• The mission of the Utah Early Childhood

Statewide Data Integration Project is to facilitate data sharing and coordination among early childhood programs in Utah.

• Data from the Early Childhood Data System will be pushed annually to the P-20 Data Warehouse.

• Data security has become a major factor with Utah’s data integration project.o The Utah Department of Health recently had a major

data breach. As a result, all participants are concerned with data security.

CONTEXT

2013 MIS Conference 19

Missouri:• Two-year contract from the Missouri

Coordinating Board for Early Childhood to the University of Missouri

• Two primary goalso Enroll Head Start staff and programs in MOPD System.o Facilitate Head Start participation in state-level data

collection efforts and analyses.

CONTEXT

2013 MIS Conference 20

WHAT ARE THE CHALLENGESIN INTEGRATING

HEAD START DATA?

2013 MIS Conference 21

• Lack of communication and understanding between Head Start and SLDS;

• Head Start data does not align with the data of other Early Childhood programs (i.e., data are by grantee, rather than county or district);

• Head Start reluctance to buy into yet another reporting system;

• Head start fear that data will discount their programs; and

• Lack of incentives and resources to expand SLDS work to Head Start.

WHAT ARE THE CHALLENGES?

2013 MIS Conference 22

WHAT ARE THE BEST PRACTICES IN

INTEGRATING HEAD START DATA?

2013 MIS Conference

• Communication and Outreach• Governance• Data-Sharing Agreements• Core Data Elements• Data Use

WHAT ARE THE BEST PRACTICES?

23

2013 MIS Conference 24

Wisconsin:• Working through the state’s Head Start Collaboration

Office and reaching out to its Head Start Association• Interest has been generated: WI HSA members want

to be involved in future workgroups and receive updates

Utah:• Head Start is represented on all state early childhood

committees. • When needed, one-on-one meetings are held to

respond to Head Start questions and/or concerns.

COMMUNICATION AND OUTREACH

2013 MIS Conference 25

Missouri:• Identified the benefits for all parties in the

beginning and explored the challenges as a groupo Emphasis on working with statewide partners (HS

Association, HSSCO, Child Care Aware, etc.)• Approached the project as a joint planning

processo Head Start leaders ask great questions—AND have

great solutionso Communicated where we could compromise and look

for creative solutionso Secured support from leadership and participation of

key data personnel• Site level visits when necessary• Monthly report of activities to the Head Start

Advisory Council

COMMUNICATION AND OUTREACH

2013 MIS Conference 26

Wisconsin:• Working on governance structure and overarching MOU

for future EC-LDS, including Head Start• Head Start already integrated into YoungStar (WI’s QRIS);

when the time is right, data able to be agreed upon and shared

Utah:• Head Start representatives are involved in writing

governance policies and procedures.• Each data supplier has one vote in approving data

requests and in authorizing the use of its data for research requests.

Missouri:• Utilizing the Council for Early Childhood/School Age Data

and Research Sub-Committee to inform planning processes and establish priorities

• Head Start data governed by MOU during this “pilot” process

GOVERNANCE

2013 MIS Conference 27

Wisconsin:• Milwaukee Public Schools is ahead of the state effort

in developing their own local EC LDS. o As a Head Start grantee, MPS is actively developing a DSA to

include Head Start data within their local EC LDS. Ongoing communication occurs between MPS and the state EC LDS project.

Utah:• Agreements are signed by legal representative of

each data supplier, including participating Head Start programs.

• Data suppliers have the ability to terminate the agreements at any time. Upon termination, UDOH will destroy personally identifiable information.

DATA SHARING AGREEMENTS

2013 MIS Conference 28

Missouri:• Frames this effort as a “pilot”• Agreement sunsets after three years unless renewed• Clearly defines the role of all parties (e.g., University,

DESE, and Head Start agencies)• E.g., who is responsible for parental disclosure• Defines how we may use the data

DATA SHARING AGREEMENTS

2013 MIS Conference 29

Wisconsin:• Supports the idea of vendors (such as Child

Plus) defining common data elements (Head Start data into CEDS)

Utah:• Each data supplier will have an attachment to

the data sharing agreement listing data elements it will share with the Early Childhood Data System and the UT Data Alliance P-20 data warehouse.

• Each data supplier determines which data elements it is willing to share.

CORE DATA ELEMENTS

2013 MIS Conference 30

Missouri:• Focus on essential data elements during pilot • Must be common between the 28 agencies

o Started with review of PIR o Aligning with CEDS work

• Pilot includes two transfers o #1- ID generation/matching and enrollment and

attendance (current and historical records– For example, a Head Start agency would need to provide five

years of data in order to receive feedback about how their children did on the 3rd grade MAP test

o #2 - child well being (from this point forward)

CORE DATA ELEMENTS

2013 MIS Conference 31

Wisconsin:• 80% of Head Start data fully integrated into

YoungStar (WI’s QRIS). Head Start grantees, affiliated with a child care program, receive an automatic 5 star (highest) rating, if in good standing.

• Able to ID Head Start centers in YoungStar for a look at the program level.

DATA USE

2013 MIS Conference 32

Utah:• Each data supplier may veto the use of its data

for any research request.• The results/findings of all requests are reported

to the Data Research and Policy Committee to be approved before being made public.

DATA USE

2013 MIS Conference 33

Missouri:• MOU includes an analysis plan—any data use

outside of the plan would require an amendment to the MOU

• Two key areas of MOU are feedback to programs and researcho Feedback to Programs

– Includes a peer review process by the Research Sub-Committee to ensure proper methodology, etc.

– Resulting standardized reports will be loaded into the P20 LDS dashboard to support future data transfers

o Research– Coordinating Board is funding a University

researcher to complete the “school readiness” portion of the analysis plan

– Contract requires researcher to work with a workgroup of the Coordinating Board and the Head Start contributing agencies on the project

DATA USE

2013 MIS Conference 34

ROUND TABLE DISCUSSIONDIGGING DEEPER:

WHAT ARE YOUR QUESTIONS?

2013 MIS Conference

For more information on Incorporating Head Start into Your SLDS:

SLDS Topical Webinar Summary: Head Start and SLDS: Getting to Know You: http://nces.ed.gov/programs/slds/pdf/Headstart_and_SLDS.pdf Head Start Website: http://eclkc.ohs.acf.hhs.gov/hslc Head Start-State Collaboration Offices: http://eclkc.ohs.acf.hhs.gov/hslc/states/collaboration

ADDITIONAL RESOURCES

35