Introduction
People wishing to conduct research using the Florida Department of Education’s Education Data Warehouse (EDW) must submit a research proposal according to the guidelines outlined below.
Research requests should be focused and demonstrate a direct relationship between the data elements requested and the research questions posed. While the State of Florida collects a vast array of information at all levels of education, data provided for a single research request is limited to the extent possible in order to maintain the confidentiality and integrity of our data.
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 Florida Department of Education 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. In effect, should a request be considered, the work would have to be viewed as being done on behalf of The Florida Department of Education.
- The EDW was conceived and developed as a tool to serve the education information interests of the Legislature, the Governor, Florida Department of Education, 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 Education Data Warehouse (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 Florida Department of Education.
- 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.
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.