Seasoned Coordinator Session
June 13, 2017
1
Agenda
•
Welcome and introductions
– Rob Mayo (NDTAC), Murray Meszaros (Utah), Karen Steinhus
(California)
•
Authentic collaboration: Barriers and strategies
•
Topic 1: Efficient cross-agency records transfer and data-sharing systems
– Strengths, weaknesses, opportunities, threats, and strategies (SWOTS)
discussion
•
Topic 2: Supporting subgrantees in collecting and using data
– SWOTS discussion
•
Wrap-up: Key takeaways, implications and strategies for improving policies,
and procedures and practices moving forward
2
Authentic Collaboration: Barriers and
Strategies
3
Collaboration
• Two or more entities
• Working in tandem through informal and formal
agreements
• Common goal(s)
• Agreed-on outcome(s)
4
Stages of Collaboration
Coexistence
Communication
Cooperation
Coordination
Coalition
True Collaboration
Source: Frey (2004); Hogue (1993).
5
Challenges to Collaboration
Philosophical
Structural
Language and
Communication
Stakeholder/ Staff
Resistance
Source: Shufelt, J. L., Cocozza, J. J., & Skowyra, K. R. (2010)
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Barrier Busting
Start with all stakeholders at the table
Identify shared values and principles
Work through differences
Use data to educate and garner buy-in
Co-location of staff
Joint policies and procedures
Joint service planning and
accountability for outcomes
Blended/braided funding
Reduce the use of agency jargon
Cross-train staff
Develop a glossary of common
terminology, service approaches, case
flow
Get staff input from the beginning
Train staff for changes in roles and
responsibilities
Share results
Celebrate successes!
Source: Frey (2004); Hogue (1993).
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Practices and Strategies
8
Understanding the Family Educational
Rights and Privacy Act
9
Understanding the Family Educational
Rights and Privacy Act
I.
When disclosing to juvenile justice agency-run schools or districts
where the student is placed by the juvenile justice agency
• FERPA permits the nonconsensual disclosure of personally
identifiable information (PII) from education records to officials of
other schools/systems in advance of the transfer to the new school
or system where a student seeks or intends to enroll or into which a
student is being placed.
– Juvenile justice agencies that have been designated by their State as
either a school or district are assigned a code by the National Center for
Education Statistics.
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Understanding the Family Educational
Rights and Privacy Act
I. Criteria for originating schools disclosing education records without
parental consent:
– Previously notified/informed parents in its annual notification of
FERPA rights that it forwards education records to other schools
that have requested the records and into which (a) the student
seeks or intends to enroll or (b) the student is being placed; or
– Originating school makes a reasonable attempt to notify the parent
at his or her last known address of the disclosure; or
– Disclosure is initiated by the parent.
•
Parents have the right to request a copy of records and the right to seek
to amend them.
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Understanding the Family Educational
Rights and Privacy Act
II. When disclosing pursuant to an authorizing State statute
• Juvenile justice agencies can receive PII from students’ education
records pursuant to an authorizing State statute if the disclosure
concerns the juvenile justice system and is needed by such system
to effectively serve the student.
• However, if the underlying State statute authorizing the disclosure
was enacted after November 19, 1974, then:
– Disclosure must be needed by such system to effectively serve
the student prior to the student’s adjudication as a delinquent.
– Officials or authorities receiving the PII from education records
must have certified in writing that they will not nonconsensually
disclose the information to a third party, except as provided
under applicable State law.
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Understanding the Family Educational
Rights and Privacy Act
III. When disclosing pursuant to court order or subpoena
• PII from students’ education records may be disclosed without
parental consent if the disclosure is to comply with a judicial order or
lawfully issued subpoena.
• However, the education agency or institution generally may disclose
information only under a court order or a subpoena if the agency or
institution makes a reasonable effort to notify the parent of the order
or subpoena in advance of compliance with it so that the parent may
seek protective action.
• Notification is not required, however, if disclosure is in compliance
with a subpoena issued for a law enforcement purpose and the court
or other issuing agency has ordered that the existence or the
contents of the subpoena or the information furnished in response to
the subpoena not be disclosed.
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Resource Overview: The Models for
Change Information Sharing Tool Kit
(Second Edition)
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Resource Overview: The Models for Change
Information Sharing Tool Kit (Second Edition)
• Category One Tool Kit: Information Sharing for Purposes
of Individual Case Planning and Decision Making
• Category Two Tool Kit: Data Collection and Sharing for
Law, Policy, and Program Development
• Category Three Tool Kit: Data Collection and Sharing for
Program Evaluation and Performance Measurement
http://www.infosharetoolkit.org/
The second edition is a joint product of the Juvenile Law Center and the RFK National Resource Center for Juvenile Justice.
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Resource Overview: The Models for Change
Information Sharing Tool Kit (Second Edition)
• Introduction
• Federal law overview
– Education records
• FERPA
– The release of education records
– FERPA exceptions
– FERPA and the child welfare and juvenile justice systems
• The Individuals with Disabilities Education Improvement
Act
• The Protection of Pupil Rights Amendment
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Resource Overview: The Models for Change
Information Sharing Tool Kit (Second Edition)
• Health records
– The Health Insurance Portability and Accountability
Act (HIPAA)
•
•
•
•
Protected health information
Entities governed by the Privacy Rule
The release of protected health information
Exceptions to requirement of obtaining authorization
prior to release
• HIPAA and minors
• HIPPA and the juvenile justice and child welfare
systems
• HIPAA and FERPA
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Resource Overview: The Models for Change
Information Sharing Tool Kit (Second Edition)
• Federal drug and alcohol confidentiality laws
and regulations (Part 2)
–
–
–
–
–
Release of information
FDAC and minors
Exceptions
Exclusions
Part 2 and the juvenile justice and child welfare
systems
• Related Federal laws
• State laws and resources
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Resource Overview: The Models for Change
Information Sharing Tool Kit (Second Edition)
• Case scenarios and answers
• Principles
• Guidelines
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Topic 1: Efficient Cross-Agency Records
Transfer and Data-Sharing Systems
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Discussion Topic 1: Efficient Cross-Agency
Records Transfer and Data-sharing Systems
What are your State and local SWOTS:
•
•
•
•
•
Strengths
Weaknesses
Opportunities
Threats
Strategies
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Challenges to Collaboration
Philosophical
Structural
Language and
Communication
Stakeholder/ Staff
Resistance
Source: Shufelt, J. L., Cocozza, J. J., & Skowyra, K. R. (2010)
22
Topic 2: Supporting Subgrantees in
Collecting and Utilizing data
23
Discussion Topic 2: Supporting Subgrantees in
Collecting and Using Data
What are your State and local SWOTS:
•
•
•
•
•
Strengths
Weaknesses
Opportunities
Threats
Strategies
24
Challenges to Collaboration
Philosophical
Structural
Language and
Communication
Stakeholder/ Staff
Resistance
Source: Shufelt, J. L., Cocozza, J. J., & Skowyra, K. R. (2010)
. 25
Wrap-Up
In your role as State Title I, Part D coordinator,
what are the short- and long-term implications and
strategies for improving subgrantee data-sharing
and utilization policies, procedures, and practices
moving forward?
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References
Frey, B, et. al. (2004). Measuring Change in Collaboration
Among School Safety Partners. Lawrence, KS: University
of Kansas
Hogue, T. (1993). Community-based collaboration:
Community wellness multiplied. Bend, OR: Chandler
Center for Community Leadership.
Shufelt, J. L., Cocozza, J. J., & Skowyra, K. R. (2010).
Successfully Collaborating With the Juvenile Justice
System: Benefits, Challenges, and Key Strategies.
Washington, DC: Technical Assistance Partnership for
Child and Family Mental Health.
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Thank You!
Questions?
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