Data Sources for Performance Measures

1
Data Sources for Performance Measures

• Tools and Tips Workshop 1
• Data Collection and Information Sharing to
  Measure Performance
• Presenters
• Pat Cervera, Consultant
• Jennifer Mankey, Center for Network Development

2
Objective

• Provide tools to assist subgrantees in
  collecting data for performance measures

3
Is Required Data Protected?

• No protected data needed for output measures
• All areas require access to protected records for
  outcome measures
• Juvenile Justice and law enforcement
• Education
• Child protection

4
Protected Data - Juvenile Justice Records

• Preferred Data Source Outcome Performance
  Measure___________
• Official records (police, Rearrested or seen at
• juvenile court) juvenile court for a new
  delinquent offense
• Ordered to correctional facility
• Probation record Charged with probation
• violation
• Formally processed through juvenile
  court

5
Protected Data- Education Records

• Preferred Data Source Outcome Performance
  Measure___________
• Official records are the Number and percentage
• preferred data source who were suspended
  from school
• School records are the The percent change in
• preferred data source the number of incidents
• requiring disciplinary action.

6
Protected Data- Child Protection Records

• Preferred Data Source Outcome Performance
  Measure___________
• Case files are the Number and percentage
• preferred data source of substantiated neglect
  charges brought against a program
  family
• Case files are the Number and percentage
• preferred data source of youth who have
  permanency plans developed

7
Federal and State Confidentiality Law

• Protects specified information contained in
  agency records from unauthorized disclosure.

8
Federal and State Confidentiality Law

• Intent
• What information is protected/restricted
• Under what circumstances and conditions
  information can be shared
• What information may be released with appropriate
  consumer consent

9
What are applicable laws?

• Federal -
• Education - Family Education Rights and Privacy
  Act (FERPA)

• State-
• Education
• Juvenile justice records
• Law enforcement records
• Child protection records
• Public Records

10
FERPA

• No education agency or institution, which
  receives Federal funding shall disclose
  educational records, other than directory
  information (not considered education record),
  without the consent of the parent or eligible
  student over 18 other than the following
• School officials with legitimate educational
  interest
• Authorized government representatives for audit,
  evaluation or enforcement
• State or local authorities specifically
  authorized by law (JJ exceptions)
• Accrediting organizations
• Organizations conducting studies for the
  institution
• Emergency to appropriate persons to protect the
  health or safety of students or others
• Pursuant to a Federal grand jury or other
  subpoena or court order

11
FERPA

• State statutes can enact exceptions or further
  restrict i.e.
• To allow release of record to court on
  pre-adjudicated youth
• Colorado school districts cannot release name,
  address or phone numbers except for e.g.
  transferring students
• http//www.ed.gov/policy/gen/guid/fpco/index.html

12
How Will Subgrantee Get Data?

• Based on what is allowed by relevant law-
• The grantee agency status allows receipt of
  released data from agency records.
• Consent is required.
• Agency with record provides non-identifiable
  aggregate data.
• Court orders release of data.
• Agency only releases data that is not protected.
• Center for Network Development

13
Subgrantee Partnerships

• Tasks
• Understand confidentiality laws and agency
  regulations
• Build TRUST
• Agree on common tools and practices
• MOU

• Purpose
• Referrals
• Data
• Coordinate Services

14
Who are the Partners?

• Dependant on program area
• Program agency
• Juvenile Court
• Juvenile Probation
• Schools
• Child Welfare/Child Protection
• Parent/Guardian

15
Memorandum of Understanding-Elements

• States the purpose of the agreement
• Identifies who the partners are
• Delineates roles and responsibility of each and
  all partners

• Partner agencies agree to provide client level or
  aggregate data
• States how the released data will be protected
• Authorized agency signature

16
Elements of Consent

• Expiration date of consent, and/or
  circumstances.
• Describes ability to revoke consent
• Requires date and signatures
• Notes that copy or fax may be used in place of
  original

• Who is information about?
• What agency is requesting information?
• What agency is providing information?
• What is purpose of disclosure?
• What is content?

17
Informed Consent and Due Process

• Is it really informed
• Did the appropriate parties sign?
• Was the consent explained and obtained in the
  language of the consumer?
• Revocation and grievance procedures?

18
Elements of Common Informed Consent Form

• Whats different?
• Authorizes multiple agencies to release and share
  information
• One signature(s) per year required
• Includes list of participating agencies
• Common approach
• Whats the same?
• Retains practice of notifying consumer
• Complies with regulations for consent content
• Same requirements for authorized signatures
• Center for Network Development

19
Colorado

• Colorado Juvenile Information Exchange Laws A
  Model for Implementation
• Memorandum of Understanding
• Legal Analysis
• Statute References
• http//www.ago.state.co.us/youthvio/youthvio.htm

20
Summary

• Provide grantees with resources on relevant state
  juvenile justice, child protection and education
  laws
• Include requirements to assist programs engage
  needed partners
• Advocate for enabling legislation
• Information on State Statutes
• http/dept.fvtc.edu/ojjdp/states.htm
• www.ncsl.org