Form School Info Sys Pr School Info Sys Pr School Info Sys Protocol

ATTACHMENT 5:

SCHOOL INFORMATION SYSTEMS DATA ABSTRACTION PROTOCOL

OMB No. 0930-XXXX

Exp. Date MM/DD/YYYY

Public Burden Statement: An agency may not conduct or sponsor, and a person is not required to respond to, a collection of information unless it displays a currently valid OMB control number.  The OMB control number for this project is 0930-0xxx.  Public reporting burden for this collection of information is estimated to average 1 hour and 30 minutes per respondent, per year, including the time for reviewing instructions, searching existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection of information.  Send comments regarding this burden estimate or any other aspect of this collection of information, including suggestions for reducing this burden, to SAMHSA Reports Clearance Officer, 5600 Fishers Lane, Room 15E57-B, Rockville, Maryland, 20857.

School Information Systems Data Abstraction Protocol

The national evaluation team will follow a protocol specific to abstracting administrative and disciplinary data from school information systems. This protocol will entail the series of steps that the team will take in order to obtain the requisite measures from each school, LEA, or SEA to inform the Project AWARE outcome evaluation, while not imposing more burden than necessary on the grantee sites and individual schools. The protocol will be a general standard that the national evaluation team will follow, however, the actual data abstraction will be tailored to each grantees’ or schools’ information system.

Initial review & consultations

• The national evaluation team will determine from an initial review of grantee sites, and through communication with the SEA project director and LEA coordinators, at what level student information systems are maintained in the specific grantee site (i.e. whether they are maintained at the individual school-level; at the LEA- or district-level; or at the state-level.)

• The national evaluation team will determine the most appropriate individual (e.g. a data manager or otherwise designated individual) to report these data.

• Communication with the data managers (or otherwise designated respondents) will determine what file format and level of aggregation would be best suited to each grantee’s ability and preference to provide.

Prior to data abstraction

• Prior to each data collection request, the national evaluation team will contact the project director and data abstraction POC to inform them when they should receive the request, instructions on accessing the secure data upload page, what data is being requested, and instructions on uploading the data.

• The national evaluation team will provide the point of contact with a list of the measures the team is interested in abstracting to inform the national evaluation’s research questions, coupled with how the national evaluation team is defining the measures.

Data collection

• Beginning in Year 2 of the grant, the above-identified project staff will be contacted via email requesting their participation in the student information systems data abstraction, and provided access to a secure data upload webpage. Accompanying the data upload page will be guidance developed by the national evaluation team that details instructions on uploading the data, acceptable file formats and the file naming convention, the measures that are being requested, in addition to how the national evaluation team is operationalizing each measure.

• Grantees will also be asked to supply, if possible, documentation, such as a data dictionary, that describes how their data are defined.

Following data collection

• Respondents uploading data into the data collection platform will receive an email thanking them for completion of the data abstraction.

Example School Information System Data Abstraction Protocol

Instructions: Please provide information from your school information system. Enter 0 (zero) for no students. Enter DK if the information is unknown or not available. Enter NA if not applicable.

Name of information system: ___________________________________________

School year data were collected: ______________________

Form completed by (name, title, phone number): ___________________________________________

School Information

LEA Name: __________________________________

School Name: __________________________________

Data Element	Measurement	Frequency
		Grade								Total
		6	7	8	9	10	11	12	O
Sex	Male
	Female
Race/Ethnicity	Black or African American
	White
	Hispanic/Latino
	Asian
	Two or more races
	Other
Attendance	Average daily attendance
Enrollment	Number of students enrolled during school year
Performing at grade level	Number meeting or exceeding state standards
Grade matriculation	Number of students promoted
	Number of students Retained
Graduation	Number graduating at the end of the school year
Office Discipline Referrals	Number of referrals made to school office for disciplinary reasons
Suspensions	Number of suspensions (in-school and out of school) for school year
Expulsions	Number of expulsions for school year
Bullying incidents	Number of incidents of bullying
	Number of incidents of harassment
	Number of incidents of intimidation
Weapons-related incidents	Number of weapons possessions
Drug-related incidents	Number of incidents of drug possession
	Number of incidents of drug distribution
Fighting	Number of incidents of mutual fighting
MH services need	Number of students identified as needing MH services
MH services initiation	Number of students with which MH services are initiated
MH services completion	Number of students with which MH services are completed