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DISCUSSION PROMPT

Seiner, Chapter 13, mentioned that one component of the data governance is having a proper communication process that includes planning for sustaining data governance through a discussion with stakeholders. Please answer the questions below:

Using the three types of data governance communications levels mentioned in the book, craft a simple communications plan for your DM&G Project organization on a topic for new staff members who need to know the importance of data governance activity. This plan should communicate the value proposition of data governance and the potential audience’s roles in data governance. It should state who the audience is, the key message you want to deliver, communication vehicles, and the role of the audience.

First post:

Communication plan is for new teachers and teachers who are new to using Iready Math and ELA Data. It is important that teachers know the data governance around this so that it is utilized to inform their instruction and so that students/parents are updated on different aspects around this data. Administrators and testing coordinators will manage the data while the teachers will be able to download and communicate the data to different stakeholders.

Audience: Teachers, Admin, Testing coordinator, Instructional coaches

Key Message to deliver: The data gathered from these diagnostics can be extremely powerful for instruction and for overall student progress if they are used effectively both inside and outside the classroom setting.

Communication vehicles: email, google drive, meetings, and phone

Role of the Audience: To store, organize, and use the data from the diagnostic to help inform and improve instruction for all students. They will also use it to create and refine systems at the school level to provide more access for students as well.

Orientation:

All stakeholders are given an introduction and explanation of what Iready is. They are given the rationale around why it is being used, who are the main contact persons, and give an overview of different roles that work with this diagnostic and data set.

Onboarding:

Detailed explanation of the roles and responsibilities of key stakeholders associated with the Iready Diagnostic. Review of policies, official Iready documents, tools such as the Iready platform, excel, and drive that store the data. Training on each of their specific roles and formalize norms during meetings. Discussion of communication protocols and policies.

Ongoing:

Descriptions of upcoming tools, PD’s around data analysis, refreshers in the orientation and onboarding materials, review metrics set, regular meetings and notes, and updates on changes to any policies, rules, communication protocols.

Second post:

My group is working the Regional Learning Collaborative (RLC). Below are examples of communications plan representing the three types of data governance communication levels mentioned in Seiner Chapter 13:

• Orientation Communications: For this level, one of the pieces of communication would be requesting staff members to review and sign non-disclosure agreements (NDA). The NDA requires that any RLC staff member must keep any data they have access to safe and secure and ensures that staff members respect the privacy of the students whose data they are storing. This activity is targeted toward new staff members as they are introduced to the organization. This activity is required of all RLC staff before they can handle data because it places a sense of responsibility and accountability on the individual staff member and lets them know, if they violate the NDA, there will be repercussions. Additionally, the NDA communicates to new staff members how important protecting student-level, identifiable data is to the RLC and, hopefully, instills some of those values in the new staff member. The communication vehicle for this will likely be a physical or electronic document that allows for signatures. The new staff members will be required to sign the document before they have any access to data.
• Onboarding Communications: For this level, one of the pieces of communication would be discussing with new staff members the proper way to organize folders and share data with other staff members. Standardization of labeling files and organizing them is critical for organizational efficiency. If files are not consistently labeled and organized, it could cause confusion amongst the team of where certain data are located. Additionally, If data are not properly shared between team members, this could compromise the safety and security of student-level data. The audience for this activity would be any RLC staff member at any level. Since everyone at the RLC has their hands on the data in some capacity and since so many of the staff work collaboratively on teams, this would be required information for any staff member to know. The communication vehicle for this activity would probably be some type of manual/guide or a document covering the RLC’s policies which requires the staff members to follow the established coding and labeling techniques and requires staff to follow certain practices for secure data sharing.
• Ongoing Communications: For this level, one of the pieces of communication would be consistent updates on any changes their external data partners may have made to their coding or labeling scheme within their data files. The RLC has several external data partners that share data with the organization but each have different techniques for how they code and label certain fields within their data files. Ongoing communication to keep RLC staff informed of any changes that external data partners would have made to their coding and labeling techniques would result in improved consistency and efficiency when it comes to cleaning data files. The audience would be different for every iteration of this communication. Only the RLC staff members who have work related to the specific external data partner who updated their coding and labeling technique should be notified so as not to bombard unrelated staff members with unneeded information. The communication vehicle for this activity would likely be some type of regular email update or memo that is sent out when the RLC is notified of any changes by their external data partners. It would also be helpful if there was some type of log or codebook that could be updated to document these changes for when new staff members come onto a project and need to be informed of the coding and labeling techniques.