Data Management Review Review Criteria Sample Documentation Comments Method The program abides by the 2017-2018 Virginia Document Student intake and assessment records Education Assessment Policy. Review, Student test information in the Single Sign-on for Web Systems Refer to Policies 1-13 of the Interview, (SSWS) 2017-2018 Observation Local or regional program assessment policies and procedures Assessment Policy and Distance Other evidence that demonstrates compliance with this item Education Policy for Adult Education and Literacy Programs The program abides by the 2017-2018 Virginia Document See Instructional Quality Module, Criterion K Education Distance Education Policy. Review, Refer to Policies 14-17 of the Interview 2017-2018 Assessment Policy and Distance Education Policy for Adult Education and Literacy Programs The program abides by VDOE guidance shared Document Student intake and assessment records through Adult Education Directors Memos. Review, Student test information in SSWS (See Interview, Local or regional program assessment policies and procedures Memos online on the page.) Observation Other evidence that demonstrates compliance with this item Each student’s Adult Student Profile Document ASPD Student ASPDs selected for review by the site visit team (ASPD) is accurate and complete. If Audit, Student folders of VDOE-identified students assessment or attendance information is Interview evidence that demonstrates compliance with this item documented somewhere other than the student’s ASPD, the information is readily available and includes all required assessment and attendance information specific to the student. (VDOE 2017-2018 Statements of Assurances) The program has internal controls to ensure that Document Evidence that databases have a single point of contact and/or student data integrity and security are Review, appropriate staff members maintain the security of their preserved, especially with respect to the Interview passwords and access (GED Manager, SSWS, NEDP Database) management of personally identifiable Physical student files are maintained according to policy #13 of information (PII). (WIOA the Sec. 116(d)(5), and Assessment Policy and Distance Education Policy for Adult Family Educational Rights and Privacy Act Education and Literacy Programs. Evidence that if student data is shared electronically, it is shared Regulations between staff members who are permitted to share and receive student data and that the data is shared via the SSWS Dropbox Local or regional program data sharing or data security policy statement Evidence of regular staff training on acceptable use policy, data integrity, and internal controls
Data Management Review Criteria Review Method Sample Documentation Comments The program abides by the 2017-2018 Virginia Education Assessment Policy. Refer to Policies 1-13 of the 2017-2018 Assessment Policy and Distance Education Policy for Adult Education and Literacy Programs Document Review, Interview, Observation Student intake and assessment records Student test information in the Single Sign-on for Web Systems (SSWS) Local or regional program assessment policies and procedures Other evidence that demonstrates compliance with this item The program abides by the 2017-2018 Virginia Education Distance Education Policy. Refer to Policies 14-17 of the 2017-2018 Assessment Policy and Distance Education Policy for Adult Education and Literacy Programs Document Review, Interview See Instructional Quality Module, Criterion K The program abides by VDOE guidance shared through Adult Education Directors Memos. (See Memos online on the page.) Document Review, Interview, Observation Student intake and assessment records Student test information in SSWS Local or regional program assessment policies and procedures Other evidence that demonstrates compliance with this item Each student’s Adult Student Profile Document (ASPD) is accurate and complete. If assessment or attendance information is documented somewhere other than the student’s ASPD, the information is readily available and includes all required assessment and attendance information specific to the student. (VDOE 2017-2018 Statements of Assurances) ASPD Audit, Interview Student ASPDs selected for review by the site visit team Student folders of VDOE-identified students evidence that demonstrates compliance with this item The program has internal controls to ensure that student data integrity and security are preserved, especially with respect to the management of personally identifiable information (PII). (WIOA Sec. 116(d)(5), and Family Educational Rights and Privacy Act Regulations Document Review, Interview Evidence that databases have a single point of contact and/or appropriate staff members maintain the security of their passwords and access (GED Manager, SSWS, NEDP Database) Physical student files are maintained according to policy #13 of the Assessment Policy and Distance Education Policy for Adult Education and Literacy Programs. Evidence that if student data is shared electronically, it is shared between staff members who are permitted to share and receive student data and that the data is shared via the SSWS Dropbox Local or regional program data sharing or data security policy statement Evidence of regular staff training on acceptable use policy, data integrity, and internal controls
site-visit-protocol.docx