Chapter 2. Before a Crisis: Planning for Displaced Student Data—Reviewing Data Policies and Procedures
A strong working knowledge of current federal, state, and local policies will invariably
prove useful during data collection and analysis following a crisis. After a disaster,
key personnel may not be available to answer questions and make policy decisions.
When multiple team members are familiar with data policies and expectations, they
can immediately step in to make decisions. Having a method for tracking policy and
procedural decisions is also critical, as is a strategy for effectively communicating the
decisions. Some types of data policies and procedures with which team members should
be familiar include
- Federal policies and procedures: The federal government has a wide range
of programs, offices, regulations, and statutes that deal with crises, displaced
students, and related issues such as data privacy, homelessness, and emergency
aid. Agencies should proactively review and understand the implications of the
following federal programs and initiatives.
- The Family Educational Rights and Privacy Act (FERPA)
- The McKinney–Vento Act
- The Federal Emergency Management Agency (FEMA)
- The Impact Aid Program
- State and local policies and procedures: Many state and local policies
and procedures may need to be adapted in response to a crisis. Assimilating state
and local guidance related to the following topics will improve disaster recovery
planning and help decisionmakers deal with these issues if the need arises. In
addition to ensuring vital technical knowledge, precrisis engagement with staff
within and across agencies will strengthen relationships and future disaster
recovery responses. The following types of issues should be considered:
- Assessment schedules
- Average daily attendance/membership
- Class size
- Data retention
- Disaster recovery plans
- Full-time equivalent
- Graduation requirements
- Immunization waivers
- Instructional days (required and waived)
- Nonpublic institutions
- Policy exceptions
- State accountability plans and modifications
- Data policies and procedures
- Textbook allocation
- Truancy
Lessons Learned: State Accountability Exceptions
After the movement of students from Louisiana to Texas that followed hurricanes
Katrina and Rita, the Texas Education Agency modified state and federal
accountability to accommodate the large influx of displaced students. This
was accomplished by implementing additional demographic boxes on the
assessment answer sheets.
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