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National Evaluation and Technical Assistance Center for the Education of Children and Youth Who Are Neglected, Delinquent, or At Risk

The National Evaluation and Technical Assistance Center for the Education of Children and Youth Who Are Neglected, Delinquent, or At Risk (NDTAC)

National Evaluation and Technical Assistance Center for the Education of Children and Youth Who Are Neglected, Delinquent, or At-Risk

Self-Study Toolkit:
Records Transfer Module

Related Information



This module is divided into three parts:

Part I.   Introduction

Part II.  Data Collection

Part III. Resources you are here

Part I discusses why effective records transfer is important and offers background information on how records transfer can affect a youth's transition back into the community. Part II is designed to help measure how your facility is doing in terms of transferring student records and offers suggestions on how to improve. Part III provides additional resources on information sharing and National, State, and county data systems.

III. Resources: Where can I find more information?

READING LIST

FERPA
Clements, B. S. (2002). Protecting the confidentiality of education records in state databases. Washington, DC: Evaluation Software Publishing, Inc.
http://www.educationadvisor.com/documents/ocio2001/confidentiality.doc

Medaris, M. (1998, May). A guide to the Family Educational Rights and Privacy Act. OJJDP Fact Sheet, 78.
http://www.ncjrs.org/pdffiles/fs9878.pdf (PDF)

Office of Juvenile Justice and Delinquency Prevention. (1997). Sharing information: A guide to the Family Educational Rights and Privacy Act and participation in juvenile justice programs. Washington, DC: Author.
http://www.ncjrs.gov/pdffiles/163705.pdf (PDF)

National Forum on Education Statistics. (2004). Forum guide to protecting the privacy of student information: State and local education agencies, NCES 2004-330. Washington, DC: Author.
http://nces.ed.gov/pubs2004/2004330.pdf (PDF)

Transition & Collaboration
Hellriegel, K., L., & Yates, J. R. (1999). Collaboration between correctional and public school systems serving juvenile offenders: A case study. Education and Treatment of Children. 22 (1), 51–83.

Stephens, R. D., & Arnette, J. L. (2000, February). From the courthouse to the schoolhouse: Making successful transitions. Juvenile Justice Bulletin. Washington, DC: Office of Juvenile Justice and Delinquency Prevention.
http://www.ncjrs.org/html/ojjdp/jjbul2000_02_1/contents.html

Automated Data Systems
Hollender, D. (2004). Developing an NRS data system: Putting the pieces together. Washington, DC: Office of Vocational and Adult Education, U.S. Department of Education. www.nrsweb.org/docs/DevelopingNRSTogether2004.pdf (PDF)

National Forum on Education Statistics. (2000). Building an automated student records system, NCES 2000-324. Washington, DC: U.S. Department of Education, National Center for Education Statistics.
http://nces.ed.gov/pubs2000/building


ADDITIONAL RESOURCES (National, State, and county data systems)

Performance-based Standards
The Performance-based Standards (PbS) system requests that facilities collect certain data from records, reports, and interviews and enter data online through the PbS Web site. The data are reviewed by PbS staff and used to generate an online site report of each facility's performance in key outcome measures. The report tracks performance over time and shows facility measures compared to field averages. Over 125 facilities in 26 States and the District of Columbia are in various stages of participation in the PbS system, and more than 30 facilities have completed 10 PbS cycles (data collections, site report analyses, developed and effected facility improvement plans).
http://www.neglected-delinquent.org/nd/resources/spotlight/spotlight200406b.asp

The Council of Juvenile Correctional Administrators (CJCA) Web site (www.cjca.net) includes forms designed for PbS, including a youth exit interview form. http://www.pbstandards.org/ResourceSection.aspx?id=2

Arizona Detention Project
The Arizona Detention Project’ s primary project goal is to improve services for students with special needs through five major objectives: develop individualized transition plans; develop and implement a student education passport; establish a seamless transfer of education records and services; increase interagency linkages and communication; and establish a youth tracking system. Each of these objectives targets an area where traditional juvenile justice models tend to falter, thus complicating a child's transition through the system. A second goal is the development of a student passport, which contains a portfolio of the student's current or amended individualized education plan (IEP), educational assessment data, and student products collected at the site. Currently two Arizona facilities in Maricopa County participate.
http://www.neglected-delinquent.org/nd/resources/spotlight/spotlight_az1.asp
http://www.edjj.org/edjjnotes/volume2number2.pdf (PDF)

Los Angeles County Office of Education, Juvenile Community Schools
View Frank Plaistowe’s presentation on Studata at the NDTAC Transition Conference in October in Washington, DC.
http://www.neglected-delinquent.org/nd/events/2004oct
/Presentations/DCFPlaistowe.ppt

Oregon
Oregon Youth Authority Juvenile Justice Information System http://www.oregon.gov/OYA/jjis.shtml


ADDITIONAL RESOURCES (Clarification and State legislation regarding record transfer)

Florida’s Rule 6A-6.05281
Rule text: https://www.flrules.org/gateway/ruleNo.asp?ID=6A-6.05281
Further information: http://www2.criminology.fsu.edu/~jjeep/annual2000/chapter2ar00.pdf (PDF) and
http://www.flsenate.gov/data/session/2004/Senate/bills/analysis/pdf/2004s2326.cj.pdf (PDF)

New York’s FERPA Clarification
2002 clarification of record transfer regarding FERPA in New York
http://www.vesid.nysed.gov/specialed/publications/qa/clarifyrecords.htm
Sample records request form
http://www.vesid.nysed.gov/specialed/publications/qa/request.htm

Wisconsin’s Assembly Bill 768, Subsection 118.125 Clarification
http://www.dpi.state.wi.us/dpi/een/bul98-06.html

Virginia’s House Bill 936, Section 16.1-293 Clarification
http://www.pen.k12.va.us/VDOE/suptsmemos/1997/adm002.html
Bill text: http://leg1.state.va.us/cgi-bin/legp504.exe?000+cod+16.1-29

 

Read an OJJDP Fact Sheet about Overcoming Barriers to School Reentry (PDF).

Check out the second module in NDTAC's Self-Study Toolkit on Comprehensive Assessment at Entry.

See the Current Spotlight

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The content of this Web site does not necessarily reflect the views or policies of the U.S. Department of Education, nor does mention of trade names, commercial products, or organizations imply endorsement by the U.S. Government. The programs/models featured on this site have not been evaluated by NDTAC. The site is meant to serve as a tool and to provide examples of work being done in the field. This Web site was created and is maintained by American Institutes for Research (AIR) through funding from the U.S. Department of Education, contract no. ED-04-CO-0025/0006.
For more information, send an e-mail to NDTAC@air.org.