***Please note changes effective July 1, 2011***
Introduction
Researchers wishing to access data from the Florida Department of Education's Education Data Warehouse (FLDOE EDW) must submit a research proposal according to the guidelines outlined below and per the Unit Record Data Request Packet Instructions.
Research requests should be focused and demonstrate a direct relationship between the data elements requested, the research questions posed, and at least one of FLDOE’s Research Agenda topics. While the Department collects a vast array of information at all levels of education, data provided for a single research request is limited to the extent possible to maintain the confidentiality and integrity of the data.
State and federal laws governing the release of student records apply to the release of data from the EDW. Under no circumstances shall records and reports be released by the EDW, to any party, unless such release is in strict accordance with the provisions, and to the entities identified in, Public Law 93-80--Privacy Rights of Parents and Students, commonly known as the "Buckley Amendment"; the Family Educational Rights and Privacy Act (FERPA), 20 U.S.C. § 1232g and 34 CFR Part 99 and the State Public Records Law, Title X, Chapter 119, Florida Statutes, including express exceptions to Section 119.07(1), Florida Statutes, as the same may be amended from time to time.
In making a request for data to support research, the user must understand:
- The individual character of the data, even when it is anonymized1, is exempt from public records law and is highly confidential under state and federal law; therefore, the FLDOE is under no obligation to provide these data.
- In all cases, data will not be provided unless there is a clear connection to policy or program evaluation that serves students and the education systems of Florida as stated in the RTTT Research Agenda. In effect, should a request be considered, the work would have to be viewed as being done on behalf of the FLDOE.
- The EDW was conceived and developed as a tool to serve the education information interests of the Legislature, the Governor, FLDOE, public education systems as well as the general public. Its primary purpose is to support funding of local education agencies, required state and federal reporting, education accountability, and public reporting. While desiring to support research projects outside the Department, workload priorities must be considered and balanced. Once a research proposal is approved, it is integrated into the work schedules of staff according to an assigned priority level. From time-to-time, schedules are altered to address concerns from the Governor, the Legislature, or the State Board of Education. Unfortunately, this may mean that the EDW cannot deliver information in accord with timelines required by the research.
- The user must have an existing knowledge of Florida education policies, understand these policies, and use information obtained from EDW in a manner consistent with these policies.
User Requirements
All persons who gain access to information from the EDW in any form must adhere to the following requirements:
Users must:
- Include a list of requested data elements with the research proposal by using the EDW Metadata.
- Be responsible for the information obtained, use it appropriately, and only for authorized purposes.
- Destroy unit record data that have been provided from the EDW pursuant to a formal agreement within the time limitations defined in the agreement and provide certification to the EDW staff that such records have been destroyed.
- Prior to publication/release, requestor will provide any documents generated as a result of using data received from the EDW for review and verification that the intended purpose has been adhered to.
- Understand that deliberate or accidental misuse of information may result in one or more of the following: loss of access, disciplinary action, dismissal or prosecution under the scope of all applicable federal and state laws.
Users must NOT:
- Share detail data with any other individual.
- Use data for any other purpose or research other than the specific research approved by the FLDOE.
- Make or allow any unauthorized use of information provided/generated.
- Use the results of information provided/generated in an effort to determine the identity of any individual for whom data is included in the EDW.
- Publish reports with a cell size of less than 10. (Reports must mask these cells so that results are not revealed.)
Access
Anonymized Unit Record Data Level
Persons desiring access to anonymized unit record data must adhere to the following procedures to be considered for approval:
- Read the Unit Record Data Request Packet Instructions.
- Contact the FLDOE program office most related to your research topic. Work with the program office to formalize your request. FLDOE program offices can be searched by accessing the DOE’s Offices and Phone Numbers Web site.
- Complete and submit the Unit Record Data Request Packet. Contact information for submission is provided at the end of the packet materials.
- The Additional Years Request Form is for requestors that have an approved unit record data request that requires additional years of data. You may only submit a request for the additional years of data noted in your approved unit record data request. This form must be completed and submitted each year to receive the new data. Submit the completed form to data.request@fldoe.org.
Questions?
Please submit any questions regarding data access via e-mail to data.request@fldoe.org.
1Anonymized data refers to “information that, alone or in combination, is linked or linkable to a specific student that would allow a reasonable person in the school community, who does not have personal knowledge of the relevant circumstances, to identify the student with reasonable certainty.” The Family Educational Rights and Privacy Act (FERPA), 20 U.S.C. § 1232g; 34 C.F.R Part 99.3.