January 1, 2016
The California Department of Education’s (CDE’s) Educational Data Governance (EDGO) Program is a department-wide program that assigns data-related roles and responsibilities, develops and enforces data-related policies, and resolves issues related to the CDE’s educational data assets. The purpose of the EDGO Program is to establish data priorities that support/align with the CDE’s vision, mission, goals, and strategic plans. The EDGO Program is an ongoing, collaborative effort to ensure data quality, privacy, and security throughout the CDE.
The following goals have been established to guide work and initiatives that fall within the EDGO Program:
- Foster educational data stakeholder confidence by clearly communicating what educational data is collected, why it is collected, and how it is handled, managed, reported, and used to support a world-class education for all students, from early childhood to adulthood.
- Increase educational data quality and standardization by supporting CDE staff and LEAs in understanding, interpreting, and complying with standards, reporting requirements, and data use best practices.
- Minimize the educational reporting burden for LEAs by minimizing redundant, obsolete, and/or transitory (ad hoc) data collections.
- Enhance educational data privacy and security by clarifying roles, responsibilities, and expectations related to the collection, maintenance, and retention of educational data.
The scope of the EDGO Program’s authority includes all educational (not administrative)1 data managed by the CDE (and its agents). The EDGO Program’s functions include but are not limited to:
- Setting Standards: Establishing rules, policies, and procedures for the CDE’s data assets that align with the CDE’s vision, mission, goals, and strategic priorities.
- Collaborating: Ensuring that divisions/offices impacted by data-related decisions are informed and given opportunities to have input and provide feedback.
- Evaluating the Efficacy of Proposed Data Collections/Uses: Developing and documenting formal procedures and processes for determining the feasibility of newly-proposed data collections and uses based on available resources and departmental priorities.
- Prioritizing Data-Related Work: Determining the order in which projects involving data will be completed based on the risks/benefits of each project and the CDE’s strategic priorities.
- Evaluating Opportunities: Developing and documenting formal procedures for introducing and/or vetting data-related opportunities (e.g., grants, data-management technology, partnerships with other agencies).
- Addressing Challenges: Developing and articulating formal procedures for introducing and resolving data-related issues (e.g., technological obstacles, redundancies, data quality issues).
- Communicating/Advocating: Developing and disseminating communications that inform and address the data-related interests and concerns of various stakeholder groups.
- Training: Ensuring that staff understand roles, responsibilities, and best practices related to data.
- Support: Curating and disseminating tools and resources to facilitate and support performance of data-related duties.
- Strategic Planning: Monitoring data-related trends and developing the technical infrastructure and human capital to strategically manage current and projected data needs.
- Principles of Conduct
The EDGO Program can only effectively fulfill its purpose when its members are committed to supporting the overarching strategic priorities of the CDE from a department-wide perspective. EDGO Program actions require members to work collaboratively to develop rules, policies, procedures, and processes that meet varied and sometimes competing interests/needs of the representative divisions/offices. The work of the EDGO Program is conducted under the following principles:
- All EDGO Program members approve, accept, and abide by the structure, roles and responsibilities articulated in Sections V and VI of this charter.
- EDGO Program-adopted rules, policies, and procedures must support the CDE’s vision, mission, goals, and strategic priorities.
- All EDGO Program members demonstrate support of the EDGO Program by abiding by EDGO Program decisions, policies, and procedures.
- Each division/office shares collective responsibility for the success of the EDGO Program.
- The EDGO Program will facilitate transparency regarding the CDE’s data-related initiatives and priorities.
- The EDGO Program will make and enforce decisions consistently.
- The EDGO Program requires a quorum to take action and makes decisions via consensus.
The EDGO Program is established and supported by the CDE’s Executive Steering Committee (ESC), which is comprised of California’s Superintendent of Public Instruction and the CDE’s Executive Team.
The heart of the EDGO Program is the Data Management Committee (DMC) which is comprised of Managers and Project Leads who oversee data-related work at the CDE. The DMC is supported by Data Stewards and Subject Matter Experts who perform data-related tasks and keep the DMC informed of any data-related issues or opportunities that arise. In addition to monitoring and directing data-related work, the DMC is responsible for informing and escalating issues and opportunities requiring approval from the Data Governance Leadership Team (DGLT). Opportunities that could greatly benefit the CDE but require the allocation of funds and issues that could pose a risk to the CDE’s strategic priorities are examples of matters that would be subject to escalation under the EDGO Program’s structure. All EDGO Program activities will be coordinated by the Education Data Office (EDO) in the Educational Data Management Division (EDMD).
Accessible version of the Educational Data Governance Model indicated below:
Caption: Educational Data Governance (EDGO) Model
- Roles and Responsibilities
The roles and responsibilities of EDGO Program members will include but are not limited to:
- Executive Steering Committee (ESC)
- Sets strategic priorities (over next two years) for the department as a whole.
- Meets every other year unless there is a serious data management issue2 that needs executive attention.
- Data Governance Leadership Team (DGLT)
- Approves policies and procedures for all new long term data collections of data from field.
- Prioritizes education research and policy questions.
- Establishes and maintains a list of priorities, directives, opportunities, and issues.
- Determines need for new information at the state level, with input from stakeholders.
- Identifies content that should be made publicly available.
- Strives to eliminate redundant data collection.
- Defines and enforces the operating rules and governance structure for K-12 data collections.
- Approves procedures and policies for access to personally identifiable information (PII).
- Meets quarterly (Feb, May, Aug, and Nov) or as needed to address serious data issues.
- Approves strategic plans for data systems.
- Data Management Committee (DMC)
- Establishes working groups to complete data-related projects.
- Assigns staff to collect, use, monitor, maintain, and secure data.
- Establishes standard processes, policies, training, and associated communication plans for coordinated data collection, management, dissemination, and use.
- Considers new data elements (including determining the appropriate level, data collection, how the data element influences practice, policy or research, etc.)
- Advocates/advises on data management issues/initiatives.
- Maintains and enforces a department wide data collection and reporting calendar.
- Approves all new data-related projects, contracts, and efforts.
- Identifies tracks, and resolves critical data issues such as data access requirements and authoritative data sources for accountability measures and reporting.
- Escalates critical data issues that cannot be resolved at the DMC level to the DGLT.
- Reviews and provides guidance on all data collections.
- Meets monthly to collaborate and resolve issues, review working groups (current/potential) and formulate recommendations for priorities.
- Develops strategic plans for data systems.
- Data Stewards (DS)
- Defines, produces, maintains, and/or uses data.
- Completes data-related projects as assigned.
- Meets, as needed, to complete data-related projects and work.
- Executive Steering Committee (ESC)
The EDGO Program relies upon ongoing, regular participation from members as articulated in Sections V and VI of this charter. The DMC and DGLT addresses data issues introduced by EDGO Program members via an agenda item request. If additional analysis or information is needed, the DMC or DGLT may establish a working group to define scope, timeline, etc. A workgroup is not a decision making body, but is responsible for providing the DMC and/or DGLT with a recommended course of action and the information needed to support the recommendation.
The DMC must have a quorum present to take action. A quorum is defined as half the number of DMC members plus one. For example, if there are 10 named DMC representatives, 6 is considered a quorum. The DMC makes decisions via consensus, meaning that a vote may not pass if a DMC member votes in opposition to the motion being considered. An abstaining vote is not considered an opposing vote. It is not required that all DMC members participate in a vote; however, a quorum or greater number of members must participate in the vote for it to be recognized as valid.
The EDGO Program conducts its business through regularly scheduled DMC and DGLT meetings. DMC and DGLT meeting agendas are developed by the EDO based on input received by members of the EDGO Program. Agenda topics must be received a minimum of 3 working days prior to DMC and DGLT meetings for inclusion in the agenda. The EDMD has discretion in determining the final content of a meeting agenda but will ensure the DGLT and DMC members are informed of any proposed topics that were excluded from the agenda. Agendas and related meeting materials are provided to DMC and DGLT members prior to their respective meetings. Webinar access to meetings can be provided to allow members to participate remotely through coordination with the EDO. Regularly scheduled DMC and DGLT meetings are attended by members and any other interested stakeholders. A record of the participants and a meeting summary is made available for each regularly scheduled DMC and DGLT meeting within 5 working days after a meeting. A meeting may begin with or without a quorum of members present (via phone or in person); however, no votes may be taken without a quorum of members present (via phone or in person). Votes of the DMC or DGLT may be conducted either in person during the regularly scheduled meeting or virtually, in between meetings. In the case of virtual voting, a timeline for submitting votes will be established during the regularly scheduled meeting directly preceding the virtual vote. Once an item is put forth for a vote, it may not be amended during the vote.
In an emergency situation, the EDMD is authorized to call for a virtual vote before the next regularly scheduled meeting. An emergency situation is defined as an instance in which the ESC or DGLT directs that action is needed prior to the next regularly-scheduled DMC or DGLT meeting. In these emergency situations, the EDO will notify all DMC and DGLT members via e-mail of the issue and the reasons why an emergency virtual vote is needed. A virtual vote scheduled in an emergency situation will be conducted the same as a virtual vote under regular situations, except that the timeline for submitting votes will be established via e-mail.
The EDO will maintain a centralized repository or EDGO Program share site to facilitate collaboration and transparency, and to promote full participation by members in activities and decisions. The EDGO Program share site will provide a central location for storing and sharing current and historical documentation of EDGO Program decisions and activities as well as provide a repository for resources such as data governance tools, best practices, etc. All EDGO Program meetings are documented. Meeting summaries from regularly scheduled meetings are posted on the EDGO Program central share site within a week of the meeting being held. Members are responsible for reviewing the notes and providing any suggested changes via the EDGO Program share site or e-mail by the Friday prior to the next DMC or DGLT meeting, or during the meeting by suggesting the change prior to approval of the meeting summary. Meeting summaries are corrected, as needed, and formally adopted by the DMC or DGLT at the next regularly scheduled DMC or DGLT meeting. The EDGO Program share site may be used outside of DMC or DGLT meetings to take a vote, or to adopt a document, so long as at least a quorum of members participates, and the action results in consensus.
- Foundational Documents/Resources
The DMC or DGLT foundational documents serve as a standing reference to the operations and functions of the EDGO Program. All foundational documents/resources (as listed with a brief description below) will be posted and maintained on the EDGO Program share site:
Document/Resource Description EDGO Charter Defines EDGO and lays out the authority, principles and policies by which it operates. Blueprint 2.0 Articulates the CDE’s vision, mission, goals, and strategic priorities. EDGO Program Roles & Responsibilities Defines the data-related roles and responsibilities. EDGO Program Members List Identifies the CDE divisions and offices participating in the EDGO and identifies representatives. EDGO Program Escalation Path Establishes the process for data management issue escalation and resolution. Data Resource Guide (DRG) Provides metadata (data inventory and data standards) related to the CDE’s data products and data assets. Index of Data Issues Catalogs the issues addressed by the EDGO and indicates where information on the issues are found within the EDGO Share Site. Workgroup Decision Making Framework Lays out the principles, policies and procedures by which DMP workgroups are established and operate. Establishes priorities for the completion of data-related work.
These documents/resources are curated by the EDO and must receive DMC approval to amend except for the DRG, Index of Data Issues, and the EDGO Program Members List. The Index of Data Issues serves as a catalog of data issues considered and data decisions made by the EDGO Program, which is updated as new issues arise or as decisions are made. The EDGO Program Members List is also updated at the direction of the DGLT which assigns members for the DMC.
The EDGO Program Charter is to be reviewed at least every two years. Members can put forth recommendations to modify the Charter at any time. Recommended Charter modifications will be made available to DMC and DGLT members for a clearly-defined period of review before any action is taken. The DMC and DGLT will vote on all recommendations to modify or amend the Charter.
- Charter Adoption
This Charter of the CDE’s EDGO Program is effective January 1, 2016, following adoption by the CDE’s ESC.
1 "Educational" data is intended to mean data that describe education whereas "Administrative" data are data that describe the internal administrative functions of the CDE. For example, educational data would include things like student data, teacher data, school type, district type, district funding, etc. Administrative data would include things like personnel records, contracts, etc.
2 Examples of "serious data management issues" include but are not limited to data breaches, sharing or misuse of data in conflict with law or CDE policy, and data-related legal issues.