Contents

Overview

Data Standard version v5.1 is the first release of two releases Ed-Fi has planned to deliver in the year 2024. It is designed to deliver only non-breaking changes to the Ed-Fi Unifying Data Model (UDM) since it was decided earlier that 2024 would be the year for minor updates in the model. Even though the release introduces non-breaking changes to the model, it is not shy of introducing some major updates in the model. These major updates are adding Crisis Event that allows tracking data on displaced students within the Ed-Fi system due to an event that causes catastrophic impact and interruption on educational activities, adding Student Health to allow educational organizations to track students' immunization records as a part of their enrollment process, and adding Transportation to collect and track information on students' transfer between their residence to school building. The release also introduces some minor updates to the Ed-Fi UDM. Please proceed to the following sections for more details.

Major Changes

Crisis Event and Student

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The Crisis Event model is designed to monitor students who have been displaced due to crises like natural disasters or emergencies. The model collects accurate data on these students post-crisis, which is essential for the distribution of necessary funding, resources, and support to students and educational organizations.

A publication by the National Center for Education Statistics (NCES) (see: Forum Guide To Planning For, Collecting, And Managing Data About Students Displaced By A Crisis) defines crisis and displaced student as following:

Crisis: A natural or man-made event that causes the disruption of school-level activities and the temporary or permanent displacement of students. This definition does not distinguish between natural disasters and other types of crises, such as acts of terrorism, as long as they temporarily or permanently disrupt educational activities. This definition does not include events that involve a single student or situations where a student is experiencing difficulties such as mental, emotional, or psychological distress.

Displaced Student: A student who was enrolled, or eligible for enrollment, but has temporarily or permanently enrolled in another school or district because of a crisis-related disruption in educational services.

Based on the parallels we have observed between these definitions of NCES and use cases among the Ed-Fi community members, we have used them in our model design. Our further observations about crisis event and displaced student is that when a crisis event impacts students, the education agency, typically the State Education Agency (SEA), determines the requirement to track students who are displaced as a result and displaced students may be

(i) from another state and newly enrolled in a school,

(ii) within the state but enrolling in a new school,

(iii) or personally displaced but remaining in the same school.

Model Details

The CrisisEvent is a new entity created to store data for each identified crisis that results in student displacement. The key for this entity is the CrisisEventName, and it has a required descriptor called CrisisType. Optional attributes of this entity include CrisisDescription, CrisisStartDate, and CrisisEndDate. A record in the CrisisEvent is created once for every recognized crisis. This CrisisEvent is associated with the record of DisplacedStudent.

Displaced Student is designed as a common and embedded in the StudentEducationOrganizationAssociation in the Ed-Fi Unified Data Model (UDM) as an optional collection. The DisplacedStudent common captures essential information about student displacement linked to the CrisisEvent through a key reference. The common also includes the DisplacedStudentStatus descriptor as required field while DisplacedStudentStartDate, DisplacedStudentEndDate, and CrisisHomelessnessIndicator are designed as optional fields. A record in the DisplacedStudent entity is created when a displaced student is enrolled, typically when the StudentEducationOrganizationAssociation is written.

The UML diagram illustrates this model, showing the CrisisEvent entity and the DisplacedStudent common.

Best Practices in Using Crisis Event

SEAs should formulate policies to determine which crisis events need tracking of displaced students. These policies could be activated by various triggers such as a FEMA disaster declaration, a governor’s disaster declaration, tribal declarations, or other criteria. Once a crisis is identified, a record should be created in the CrisisEvent entity, with a unique key of CrisisEventName. It’s critical to establish a naming convention to ensure the uniqueness of this name. If there is no generally accepted name for this crisis event, a suggested convention by Ed-Fi Alliance is “Location+Crisis_Type+Year”.

Quick access to the educational records of students displaced due to crises is vital for ensuring their educational continuity and the fidelity of their educational data. If these students are displaced within the same state, their enrollment records in the statewide Ed-Fi implementation can be used to provide their data to the new schools. This facilitates a smoother transition for the students during such challenging times.

Students displaced from other states present further complications. Initially, these students will have a unique student ID from their original state, which may not be recognized in the new state they’ve moved to. Therefore, a student displaced from another state will need to be assigned a new unique student ID in their new state. The student’s identifier from their original state should be documented in the common StudentEducationOrganizationAssociation.StudentIdentificationCode. Special measures will be required to retrieve the student’s records from their previous school in the other state for inclusion in the Student Information System (SIS) and the Ed-Fi.

It’s essential for SEAs to implement consistent data policies that ensure the continuity and accuracy of the data that relates to displaced students if they transition between schools. With the consistent application of the Crisis Event model, the Ed-Fi can offer a robust platform for accurate tracking. Additionally, policies need to be established to define when a student’s status changes from being temporarily “displaced” to permanently “relocated”. While they are optional, using the DisplacedStudentBeginDate and DisplacedStudentEndDate can significantly improve the accuracy of tracking.

More information and guidance on the usage of the Crisis Event can be found at the Ed-Fi's Model Reference TechDoc page. 

Student Health

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The purpose of the Ed-Fi Student Health domain is to have local educational agencies have a secure place to keep the record of student health related data such as immunization that has been used by educational organizations in their enrollment process. Therefore, this initial Student Health data model has been primarily designed for handling student immunization records based on the request we received from the community members.

Immunization Concepts
Out of concerns for public health, all U.S states, the District of Columbia, and U.S. territories have requirements for the immunization of children as a condition for attending public school and childcare. These vaccination requirements are not only important tools for maintaining high vaccination coverage and low rates of vaccine-preventable diseases, but also part of enrollment process. It is our observation that medical or non-medical exemptions from vaccination requirements may be allowed. These requirements and permitted exemptions vary by state.

Student immunization records can be created and modified by state immunization registry, local health department, doctor office of students or nurses at school. These records may then be stored in Electronic Health Records (EHR) systems, Environment, Health, and Safety (EHS) management applications, Student Information Systems (SIS), or other application systems securely.

Model Details

A new entity StudentHealth is defined to enable separate access control in the Ed-Fi API claimsets suitable for health data according to policy. The entity has the Student and EducationOrganization as part of the key. he EducationOrganization that is referenced should correspond to the level of the organization (such as SEA, LEA, School) that holds the responsibility for maintaining the student health data securely.

Because the content of the StudentHealth entity is cumulatively historical, the required AsOfDate is not a key, but is used to reflect the date the record was last updated.

The data model UML diagram is shown below.

The StudentHealth entity organizes immunization records with the following attributes:

• RequiredImmunization common – optional collection consisting of attributes:

• ImmunizationType descriptor
• ImmunizationDate optional collection
• MedicalExemption string optional
• MedicalExemptionDate optional

• AdditionalImmunization common – optional collection consisting of attributes:

• ImmunizationName string
• ImmunizationDate optional collection

• NonMedicalImmunizationExemption descriptor optional
• NonMedicalImmunizationExemptionDate optional

The RequiredImmunization set are meant to be those that are specifically tracked against a controlled list (i.e., the ImmunizationType descriptor set). The semantics are not meant to infer that the student has all the required immunizations (which often vary by age) – but to provide the raw data to allow that determination during reporting if desired. The education organization may include immunizations in the ImmunizationType that may not be explicitly required but are desired to be tracked with the controlled vocabulary of the descriptor.

The AdditionalImmunization set are not controlled by a descriptor set (just an ImmunizationName string) and are meant to capture any others not part of the controlled list ImmunizationType.
For both the RequiredImmunization and AdditionalImmunization, the attribute ImmunizationDate is a collection to support multiple doses of the immunization that were received.
The data model supports recording of both a MedicalExemption and a NonMedicalImmunizationExemption.

The MedicalExemption is part of the RequiredImmunization common since medical exemptions are typically offered against specific immunizations. The MedicalExemptionDate is used to reflect that date it was granted by a doctor.

The NonMedicalImmunizationExemption is an attribute of StudentHealth to support “blanket” exemptions for all immunizations. The NonMedicalImmunizationExemptionDate is used to reflect the date the exemption was claimed by the parent or guardian. If the nonmedical exemption only applies to some immunizations, data for those immunizations received (and thus without exemption) should be provided in the RequiredImmunization set. The semantics in this case would be that the nonmedical exemption applies to those not received.

Best Practices in Using Student Health for Immunization Data Recording

When obtaining immunization data, it is important to factor in correlating the student with the StudentUniqueId. Depending on the source, this may be accomplished in a number of ways:

• Synchronizing rosters with source systems to store the StudentUniqueId.
• Use of matching algorithm to correlate incoming data with personally identifiable information to the StudentUniqueId.
• Use of manual methods (the least attractive option) to looking student identities.

The SEAs should adjust the descriptor sets, ImmunizationType and NonMedicalImmunizationExemption, if necessary, according to the immunization policies and laws in their state.

Interfaces may need to be built to new systems that contain student immunization data to bring data into the Ed-Fi. Depending on the use of the immunization data, the frequency of update needs to be determined.

The access control for the StudentHealth entity should be carefully considered with respect to what system will write the data, what systems may access the data, and what user roles may read the data. SEA and LEA policies may have special provisions for accessing student health data.

As SEAs or LEAs wish to bring additional student health data into the Ed-Fi model, the recommendation is to work with the Ed-Fi Alliance to extend the StudentHealth entity.

More information and guidance on the usage of the Student Health domain can be found at the Ed-Fi's Model Reference TechDoc page. 

Student Transportation

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Public school districts provide transportation to students based upon distance of the home from school, as well as students with disabilities, and when such transportation is necessary to provide appropriate educational opportunities that would otherwise not be available. The purpose of the Ed-Fi Student Transportation data model is to support the collection of:

• Eligibility for transportation to and from school at public expense,
• Student assignment to buses and bus routes,
• Distance transported.

The model does not cover information for fleet inventory and management, service level management, real-time tracking, or tracking of daily ridership.

Student Transportation Concept

There are no Federal requirements for school districts to transport students to and from school. As a result, student transportation services are specific to the state, and may be specific to the specific district. The eligibility for a student to receive transportation services according to the criteria of the state and the district are typically determined at enrollment time (or pre-enrollments of they are used). Depending on the location(s) for pickup and drop-off, the student is assigned to a bus and bus route. The eligibility and bus route information for a student is typically captured in an automated system, such as:

• Bus routing and planning software,
• Student information system with a transportation module,
• Other application or web site

From these systems, the student transportation data will flow into the Ed-Fi. Depending on the source system, new API or batch interfaces may need to be developed.

Model Details

The Student Transportation data model provides for recording the eligibility of students for transportation at public expense and details about the student’s bus and bus route assignments.
A new StudentTransportation entity is defined to enable separate access control in the Ed-Fi API claim sets from the source system of record. The StudentTransportation entity has the following key:

• Student reference
• TransporationEducationOrganization reference

The latter reference is to the EducationOrganization responsible for managing the student’s transportation arrangements.

The StudentTransportation entity has the following optional attributes:

• TransportationPublicExpenseEligibilityType descriptor,
• TransportationType descriptor,
• SpecialAccomodationRequirements string,
• StudentBusDetails multi-valued common with attributes:
  • BusNumber string,
  • BusRoute descriptor,
  • TravelDayofWeek descriptor,
  • TravelDirection descriptor,
  • Mileage decimal

The design of the StudentBusDetails common is meant to accommodate complex transportation arrangements that may vary depending on whether the student is going to or from school, and may differ by the day of the week.
The data model UML diagram is shown below, shown with its multi-valued common.

Best Practices in Using Student Transportation

When collecting student transportation data, it is critical to link the student with their StudentUniqueId if the data is not sourced from the Student Information System (SIS).

The SEAs should adjust the descriptor sets for TransportationPublicExpenseEligibilityType according to the policies of the state and local education agencies. The descriptors TransportationType, TravelDayofWeek, and TravelDirection descriptors should be adjusted, as necessary. Values for the BusRoute descriptor will need to be loaded.

Interfaces may need to be built to new systems that contain student transportation data to bring data into the Ed-Fi. Depending on the use of the i student transportation data, the frequency of update needs to be determined. Access control to the StudentTransportation entity should support the use of these interfaces.

More information and guidance on the usage of the Student Transportation can be found at the Ed-Fi's Model Reference TechDoc page. 

Minor Changes

Race and Ethnicity Updates

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In late March 2024, the Office of Management and Budget (OMB) released updates to the Statistical Policy Directive No. 15, which sets the standards for collecting, maintaining, and presenting federal data on race and ethnicity. This is the first revision since 1997.

The revision concluded with two main recommendations that concern Ed-Fi community members' data collection.

• Using one combined question for race and ethnicity, and encouraging respondents to select as many options as apply.
• Considering Middle Eastern or North African as a new race and ethnicity group.

OMB requests compliance with these definition in applications by March 2029.

With these guidance Ed-Fi marked the HispanicLatinoEthnicity boolean as deprecated to be removed in 2029. The recommended descriptor values for the Race in the sample data have also been updated to include "Hispanic or Latino" and "Middle Eastern or North African" as two new options for the descriptor.

Removing Unnecessary min Length Requirements

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Ed-Fi ODS/API has not enforced minimum requirements for string data type for versions released before the Ed-Fi ODS/API v7. Now it is enforced with new releases. Moreover, Data Standard releases and ODS/API releases have been decoupled since 2023 stable releases. This means that this specific case of optional string validation had a potential to cause disruption in vendor implementations. To prevent such disruption, Data Standard team decided to remove unnecessary minimum length requirements (more specifically min length = 1). 

MetaEd and UML Alignment for UDM Representation

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List of All Changes

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