Education Information Management Advisory Collaborative Education Information Management Advisory Collaborative (EIMAC) July 1, 2017 - June 30, 2018 The Council of Chief State School Officers (CCSSO or the Council) invites all interested state education agencies (SEAs) to enroll in or continue their enrollment in the Education Information Management Advisory Collaborative (EIMAC) for the 2017-2018 program year. States that join EIMAC will receive automatic enrollment in the Chief Information Officer (CIO) Network and state participants can join a minimum of one action group and up to two action groups: Financial Transparency, Education Technology, Data Privacy, and Data Standards. These action groups were identified based on experiences in the 2016-2017 program year and direct feedback from states. Each action group will meet virtually and in-person to give participants the opportunity to work collaboratively with peer states and with national experts to implement policies and systems that address critical issues states are facing in using technology and information to enhance student learning. All EIMAC action groups will also have a particular focus on the Every Student Succeeds Act (ESSA), identifying funding and programmatic opportunities that exist within the law that can advance state initiatives. If you have any questions about this program, please don t hesitate to contact Kimberly Gondwe (Kimberly.Gondwe@ccsso.org), 202.312.6865). To officially join EIMAC for the 2017-2018 program year, please complete the electronic form at https://fs17.formsite.com/ccssowebmaster/form120/index.html?1490629305007 Contents Page 2 Collaborative Overview Page 3 Membership Options and Costs Page 4... CIO Network & Action Groups Page 5 2017-2018 Meetings Page 6 Other EIMAC Supports Page 7... FAQs
Page 2 of 7 Collaborative Overview The EIMAC mission is, in support of CCSSO s aspiration that all students are well-prepared for college, careers and life, to develop and advocate cross-state collaboration on standards, policies and solutions, partner with state and local education agency leadership and leverage a collective influence throughout the education IT community. The CCSSO Board of Directors has asked that EIMAC: promote and facilitate collective state action around integrated information and technology systems; assist states in the implementation of Common Education Data Standards that may lead to the development of more open source applications and the display/delivery of educational information to be used within and across state lines; assist state education agencies in the design, implementation, and sustainability of statewide education information systems to enable collecting, reporting, and using education data; help states use their information systems to assist in transforming our current education system to deliver on the promise to prepare every child for lifelong learning, meaningful work, and citizenship in the 21st century; and provide state representatives with a forum to share and capture best practices, products, and processes in order to build state capacity around information management and data use. Through the CIO Network and EIMAC action groups on Financial Transparency, Education Technology, Data Privacy, and Infrastructure, EIMAC will continue to support states as they advance their strategic state vision by ensuring technology and information is available and effetely used to enhance decision-making and student learning. Current 2016-2017 Network & Action Groups Chief Information Officer (CIO) Network Data Privacy and Security Infrastructure Applications and Data Use Resource Allocation Tent. 2017-2018 Network & Action Groups Chief Information Officer (CIO) Network Data Privacy Data Standards Financial Transparency Education Technology CIO Portal All states that join EIMAC should: Identify participates for the action group(s) your state plans to join and participate in each workgroup meeting and webinar throughout the program year to ensure consistency and build a community of practice between states. Recommended staff for each action group is listed in the overview section below; Participate in scheduled calls with your self-selected action group(s); and, Participate in two in-person meetings (fall and spring) o CIO Network members should plan on two additional in-person meetings (summer and winter) for a total of four in-person meetings.
Page 3 of 7 Membership Options and Costs State Education Agencies that are members of CCSSO are eligible for full membership in EIMAC. Those states must pay an annual EIMAC participation fee in order to receive EIMAC member services. The CIO Only membership includes participation by the CIO or designated team lead in the CIO Network and EIMAC Fall and spring meetings. Base membership includes participation by the CIO or designated team lead in the CIO Network and EIMAC Fall and Spring meetings AND one additional representative at the Fall and Spring meetings. States are welcome to add additional membership slots at adjusted dues rates (see below). EIMAC member states are welcome to involve any number of staff in virtual meetings, on the EIMAC listserv, as part of the online community. EIMAC membership is owned by the State Education Agency. CCSSO encourages states to determine the most appropriate staff members to attend each in-person convening. Please Note: For the purposes of EIMAC, the CIO is either the agency s Chief Information Officer or similar role and should be designated by the Chief. A state s representation at action group convening s may change based on the content of the meeting. Number of Participants Cost to State CIO Only $11,000 CIO + 1 Representative $15,500 CIO + 2 Representatives $20,000 CIO + 3 Representatives $24,500 CIO + 4 Representatives $29,000 CIO + 5 Representatives $33,500 *If the membership options listed don t fit your state s needs, please contact Kimberly Gondwe (kimberly.gondwe@ccsso.org).* To officially join EIMAC for the 2017-2018 program year, please complete this electronic form: https://fs17.formsite.com/ccssowebmaster/form120/index.html?1490629305007 This form will ask you to identify the membership level and the staff that will participate as a part of your state team. Please contact Ryan Macdonald (ryan.macdonald@ccsso.org) if you need any assistance in filling out this form. CIO Network and Action Groups The CIO/ State Team Lead will automatically be enrolled into the CIO Network and EIMAC member states are welcome to appoint staff to any of the other four EIMAC action groups. There is no limit to virtual participation however in-person meetings are limited by the state s membership. Representatives may elect
Page 4 of 7 to join multiple action groups, however, at in-person EIMAC meetings it is expected that groups will meet concurrently. Chief Information Officer (CIO) Network CCSSO Staff Liaison: Kimberly Gondwe The EIMAC CIO Network (CIO Network) is a collaboration forum for Chief Information Officers (CIOs) across EIMAC member states. The group focuses on CIO best practice including program/project management techniques, quality controls and practice, leadership engagement, and systems management and technology strategies. The CIO Network provides leadership to EIMAC by determining priorities for collaborative state work and setting and reviewing action group topics. This Network also provides a platform for CIOs to present a collective voice in national dialog with key federal and industry partners. Please note: the Network is limited to the CIO (or similar role) or a chief designee. CIO Portal Action Group CCSSO Staff Liaison: Kimberly Gondwe Launched in May 2016, the CIO Network Information Portal is an online resource for states to share information on the products, services, and applications employed by SEAs. The portal allows states to share vendor contacts, RFP language, contracts, and pricing. The portal enables increased collaboration across states and supports more robust and productive conversations with vendor partners. Please note: this group is limited to state education agencies that are current members of EIMAC. Members should be recommended by their EIMAC Team Lead. Data Privacy Action Group CCSSO Staff Liaison: Layla Bonnot This group is intended to support continuous improvement of SEA privacy policies and implementation. Please note: states are encouraged to engage staff in this action group that focus primarily on privacy issues including Chief Privacy Officer, or others in similar roles; states may opt to send more than one representative to this action group. Data Standards Action Group CCSSO Staff Liaison: Kimberly Gondwe This group will focus on the implementation of data standards and support SEA infrastructure. Please note: states are encouraged to engage staff in this action group that focus primarily on data standards and technology issues including Systems Architects, Integrators, or others in similar roles; states may opt to send more than one representative to this action group.
Page 5 of 7 Education Technology Action Group CCSSO Staff Liaison: Layla Bonnot This group will focus on instructional technologies, supporting open educational resources (OER), and implementing E-rate modernization. Please note: states are encouraged to engage staff in this action group that focus primarily on education technology, digital learning, E-rate coordination, or others similar roles; states may opt to send more than one representative to this action group. Financial Transparency Action Group CCSSO Staff Liaison: Ryan MacDonald This group is aimed at implementation of the ESSA requirement to report per pupil expenditures and will focus on ensuring the use of this information to support equity. Please note: states are encouraged to engage staff in this action group that focus primarily on fiscal issues including Chief Financial Officers, fiscal data leads, or others in similar roles; states may opt to send more than one representative to this action group. 2017-2018 Meetings At each meeting participants will: 1. engage in a dialogue around developing and sustaining more comprehensive and interoperable information systems to provide high quality and actionable information for use from the boardroom to the classroom; 2. develop action steps to take in their own state regarding key priorities in transforming state education agencies from compliance only to service-driven; 3. gain in-depth understanding of promising practices used by other states; 4. discover relevant national resources and develop next steps to incorporate new ideas into strategic plans; and, 5. identify shared needs for new tools and resources that can be achieved through cross-state collaboration and support from CCSSO and its partner organizations. Summer CIO Network Meeting August 16-18, 2017 Redmond, WA This meeting, one of two CIO Network convening s, will continue to support collaboration across SEA CIOs. The meeting will focus on cultivating CIO best practice including program/project management techniques, quality controls and practice, engaging leadership, and managing systems and technology strategies. Agendas and focus areas for CIO Network meetings will be coordinated with members of the Network and reflect pressing agency needs. *Membership includes CIO representation on the CIO Network.* EIMAC Fall Summit October 23-26, 2017 Cary, NC The Fall Summit will continue with a focus on building the capacity of state agencies to support the development of statewide information systems and the use of education data to improve student
Page 6 of 7 achievement. *Membership includes participation by the CIO and additional SEA staff representatives based on the membership level selected (with the exception of the CIO Only membership level).* **CIO only membership includes representation by CIO only. ** Winter CIO Network Meeting February, 2018 Washington, DC The CIO Network will convene again in February, 2018 to continue the momentum of the fall meeting and foster cross state sharing. Agendas and focus areas for CIO Network meetings will be coordinated with members of the Network and reflect pressing agency needs. *Membership includes CIO representation on the CIO Network.* EIMAC Spring Meeting May, 2018 TBA This meeting will convene action groups to focus on supporting implementation of systems and technology that support state ESSA plans, thinking strategically about the use of data and technology in state strategic plans, and advancing collaborative work. CIOs and their teams will explore priority areas across our action groups and engage in robust conversation to develop plans in support of collaborative work. *Membership includes participation by the CIO and additional SEA staff representatives based on the membership level selected (with the exception of the CIO Only membership level).* **CIO only membership includes representation by CIO only. ** Virtual Convening Workgroups will meet virtually throughout the year to share information, make progress on action items, and learn about breaking news or new resources. Other EIMAC Supports CIO Network Information Portal Launched in May 2016, the CIO Network Information Portal is an online resource for states to share information on the products, services, and applications employed by SEAs. The portal allows states to share vendor contacts, RFP language, contracts, and pricing. The portal enables increased collaboration across states and supports more robust and productive conversations with vendor partners. cioportal.ccsso.org EDIS Newsletter CCSSO distributes a monthly newsletter. The newsletter contains information on upcoming events and webinars, new research and relevant news, and promising practices from states and partner organizations. EIMAC Groupsite EIMAC state representatives are invited to join the EIMAC Groupsite, a password-protected online community for state education agencies to share ideas, documents, and information. The EIMAC community contains a resource library, discussion groups, and events calendar. Each EIMAC action group has its own workspace on the Groupsite and can use this space to help further their conversations throughout the year. eimac.groupsite.com
Page 7 of 7 Collective State Action EIMAC is positioned to support collective state action by supporting networking, partnerships, and advocacy around state-level needs, contexts, and priorities for reform. This action will help CCSSO influence ESEA reauthorization, broker state relationships (with governors, legislators, unions, national organizations, etc.), and facilitate cross-state collaborative work on technology design and deployment. Knowledge Base and Tools The CIO Network and EIMAC s action group discussions will support the development of a new knowledge base and several tools that meet state needs. This may include model state policy frameworks, guidelines, roadmaps, legislative language, and policy briefs focused on state interests. EIMAC FAQs 1. Who should I contact if I have questions about EIMAC membership? Please contact Kimberly Gondwe at kimberly.gondwe@ccsso.org. 2. What if I don t know the individual(s) who will participate in each action group yet? While we ask that you sign up with your team already identified, we understand that things may change throughout the program year. If you have any changes after your form is submitted, please send this information to Kimberly Gondwe as soon as possible. 3. Can I rotate the individual(s) who participate in each action group? The participants selected for each action group should remain constant throughout the program year. The intention of these groups is to have consistent members throughout the program year to help build trust and provide participants with the opportunity to learn and understand one another s state context and practice. This will lead to a better overall experience for all participants. 4. What if our agency doesn t have a CIO or the CIO isn t interested in participating? While it isn t mandatory to have the CIO participate, it is strongly encouraged. The network provides great professional development, access to experts, and peer support to participating CIOs. State teams that have their CIO in the network also have the benefit of having an agency leader invested in and supportive of the work they are advancing in the action groups. 5. What if my title is not CIO but this work is relevant to my staff? Can we still participate? Absolutely! We understand that not all state team leads have the title of CIO but still manage this work within their agency.