About ECLDS Data
Structure and flow of data
The ECLDS combines data from several state agencies. Each agency shares its data under secure agreements.
The system links the data from six state of Minnesota departments, removes personal details, and presents the results as summary data. This process is called de-identification. After the data is de-identified, it is stored in a secure data warehouse.
The system focuses on four key questions:
- How many children are served?
- Which programs do they participate in?
- What types of quality programs do they use?
- What are child outcomes over time?
Visitors to the ECLDS website can explore the de-identified data to learn more about children and the programs that serve them to answer a wide range of policy questions.
Data governance
Two main groups guide how the ECLDS operates:
- Data Stewardship Committee
- Data Management Committee
The Data Stewardship Committee handles operational data quality, manages data flows, and approves routine actions within established standards.
The Data Management Committee sits between these levels, focusing on policy, standards, oversight, and decision-making for non-standard requests and systemwide rules.
The ECLDS+SLEDS Executive Committee has financial and legal decision-making authority for both ECLDS and SLEDS.
Data privacy
Protecting children's privacy is a top priority. ECLDS follows strict state and federal laws to keep data secure. Minnesota Statutes, Chapter 13, governs the use of education, health, and human services data.
Legislation governing data sharing and data privacy
The majority of data in ECLDS is classified as private data by Minnesota statute. Private data can be used as necessary by the agencies that collect the data or have statutory authority to use the data. Private data cannot be disclosed except in specific situations. Federal regulations provide additional limitations to the use of certain data. Individuals found in violation of federal or state law or resultant policies and procedures are subject to consequences as documented in the Minnesota Government Data Practices Act (MGDPA), Family Educational Rights and Privacy Act (FERPA), and all data sharing and usage agreements for ECLDS. All state departments and agencies are required to cooperate with and supply information requested by OHE in order to enable it to carry out and perform its duties. Minn. Stat. § 136A.05, subd. 1.
The Minnesota Government Data Practices Act (MGDPA), Minnesota Statutes Chapter 13, asserts that all government data are public data unless classified otherwise. Public data can be disclosed to anyone for any reason. Private data, as designated under Minnesota law, may be collected, stored, used, or disseminated by government entities if:
- The government entity is authorized to do so by state, local, or federal law (Minn. Stat.§ 13.05 sub.4(b))
- The individual subject or subjects of the data have given their informed consent
- The data are being discussed at a meeting open to the public (see Minn. Stat.§13D.05)
The majority of data in ECLDS are classified as private data, meaning their disclosure is limited to that authorized in statute. The use and preparation of summary data is permitted under Minn. Stat.§ 13.05 sub.7.
In general, education data are classified as private under state law in Minnesota Statutes, section 13.32, subdivision 1. "Educational data" means data on individuals maintained by a public educational agency or institution or by a person acting for the agency or institution which relates to a student.
Pursuant to Minnesota Statutes, section 13.32, subdivision 11 the Minnesota Department of Education and the Minnesota Office of Higher Education have the authority to share educational data in order to analyze instruction in school districts for the purposes of improvement.
Head Start agencies are authorized to collect and utilize educational and related data from enrolled children and families (Head Start data) to inform program improvements in accordance with the federal Improving Head Start Readiness Act of 2007, Pub. L. 110-134, § 641A(g)(1) and (2), codified at 42 U.S.C. § 9836a(g). Head Start data is classified as private data pursuant to the federal Improving Head Start Readiness Act of 2007, 42 U.S.C. § 9836a(b)(4), and by Minn. Stat. § 119.50, subd. 2.
Head Start agencies are authorized to delegate the authority to create summary data from private data to another entity pursuant to Minn. Stat. § 13.05, subd. 7. The state is authorized—through data sharing agreements—to create summary data from private Head Start data via the ECLDS to inform continuous improvement approaches based on the long-term success of Head Start-participating children and families.
As part of the duties of the Minnesota Department of Health (MDH), the agency collects and compiles data necessary for reporting Minnesota births pursuant to Minnesota Statutes, section 144.213.
Minnesota Statutes, section 144.225, subdivision 1, designates the information in birth records as public information with the following exceptions:
- Minnesota Statutes, section 144.225, subdivision 2, designates demographic data in a birth record (including the original record of birth and the certified vital record) as confidential when the birth of a child is to a woman who was not married to the child's father when the child was conceived or when the child was born, unless the mother designates the data as public.
- Minnesota Statutes, section 144.225, subdivision 2a, designates as private data the health data associated with birth registrations from which an identification of risk for disease, disability, or developmental delay in a mother or child can be made.
- Minnesota Statutes, section 144.225, subdivision 4, allows MDH to give access to restricted birth information to persons performing medical research who agree in writing not to disclose private or confidential data on individuals.
As part of MDH's duties, MDH administers and operates the Early Hearing Detection and Intervention (EHDI) program pursuant to Minnesota Statutes, section 144.966. EHDI Data created, collected, received, and maintained by MDH are classified as private by Minnesota Statutes, section 13.3805. MDH and MDE may use EHDI Data to implement and evaluate a system of following-up with and tracking children from birth through age 3 who are at risk for delayed or late onset of permanent hearing loss under Minnesota Statutes, section 144.966, subdivision 2. The statute also allows for evaluating program outcomes to increase effectiveness and efficiency and ensure culturally-appropriate services for children with a confirmed hearing loss and their families.
The Department of Children, Youth, and Families (DCYF) is permitted to share the Protected Information into ECLDS pursuant to Minnesota Statutes, section 13.05, subdivision 7, which allows DCYF to delegate the preparation of summary data to others under contract and it is the intent that OHE will use and aggregate DCYF data for use in ECLDS.
- Minn. Stat. § 13.46, subd. 1(c) allows DCYF to enter into contracts to make other entities part of the welfare system and both parties agree it is DCYF’s intention to make OHE a part of the welfare system for the limited purposes described in this Agreement; and
- Minn. Stat. § 13.46, subd. 2(a)(5) allows the disclosure of private data on individuals collected, maintained, used, or disseminated by the welfare system to personnel of the welfare system who require the data to verify an individual's identity; determine eligibility, amount of assistance, and the need to provide services to an individual or family across programs; and evaluate the effectiveness of programs. The welfare system includes agencies under contract with DCYF to the extent specified in the contract. Minn. Stat. § 13.46, subd. 1(c).
- Minn. Stat. § 13.46, subd. 2(a)(3) allows the disclosure of private welfare data on individuals according to a statute specifically authorizing access to the data.
In compliance with the Family Educational Rights and Privacy Act, data for use in P-20W data systems, such as ECLDS and SLEDS, requires that state agencies and partner data providers specify the conditions of use of data prior to inclusion. The conditions of use must include an anticipated data destruction date.
FERPA generally requires written consent of a parent or eligible student before an educational agency or institution discloses personally identifiable information. However, there are certain limited conditions in which prior consent is not required to disclose information (34 CFR Part 99.31).
These conditions include, but are not limited to, certain disclosures:
- To other school officials within the agency or institution determined to have legitimate educational interests
- To officials of another school, school system, or postsecondary institution where the student seeks or intends to enroll or is enrolled for purposes of the student's enrollment or transfer
- To authorized representatives of: 1) the Comptroller General of the United States; 2) the Attorney General of the United States; 3) the Secretary of the U.S. Department of Education; or 4) state and local educational authorities
- In connection with financial aid for which the student has applied or received
- To organizations conducting certain types of studies for, or on behalf of, educational agencies or institutions
- If the information disclosed is designated as “directory information”, or
- If the information disclosed has been stripped of all personally identifiable information and determined that a student's identity is not personally identifiable after taking into account other reasonably available information
For more information on the conditions under which prior consent is not required to disclose information, please see Title 34, §99.31, of the Code of Federal Regulations for FERPA. Organizations and individuals found to be in violation of FERPA shall be prohibited from accessing information from ECLDS for a period of five (5) years.