Interested in using Student Success Link at your youth-serving organization? Here is the process to get on board.
1. Determine if you need access to student data and how you will use it.
Not all youth-serving organizations need access to the type of student data that Student Success Link provides. If you think your organization has a legitimate educational purpose for accessing academic data about the students you support, think about how you will use that information in your program and what outcomes you expect as a result of having access to the data. You'll need to describe how you plan to use the information, who will have access to it, and how you'll keep it safe.
2. Contact PSESD to express interest.
The PSESD operates Student Success Link and coordinates access for each CBO that uses the system. To get started, send an email to firstname.lastname@example.org with information about your program.
3. Sign a DSA with PSESD.
Use the attached template to prepare the data-sharing agreement with PSESD. This agreement describes the nature of the partnership and lists the expectations of participating. It also gives you the opportunity to opt-in to two-way data sharing of program participation with your school district and the other Student Success Link partners. If your organization is willing, and you receive parent consent to do so (see below), PSESD will share limited program participation information so that you can better work with other entities who are working with your students too.
4. Get approved by your partner district(s) and sign district DSA(s).
Each district has slightly different processes and procedures for sharing student data with outside entities. Any student data that you access through Student Success Link is controlled by the DSA with the partner school district who is providing the data. PSESD uses the provisions of this data-sharing agreement at associated parental consent (see below) to control how data is displayed and used in the portal, but your organization is ultimately bound by the terms of this agreement. See for more information about each district's data-sharing process.
5. Get informed parent consent.
Your organization will need to get informed consent from the parents/guardians of each student you work with before you can access any district data about that student (or, if the student is age 18 or over, you need to get informed consent from the student directly). We use a data-sharing consent form (sometimes called a "FERPA form") that describes what data is being shared and how it's used. By signing the form, the parent is giving consent to the school district to share part of his or her student's education record with your organization and with the PSESD via Student Success Link. It's important that parents understand what this means, instead of simply "signing yet another form." Each organization should develop a process that makes sense for the families they work with, and is compliant with the specific requirements of each school district partner. See this page for more information about parent consent forms.
6. Attend training about data protection and use.
There are various training opportunities throughout the year to understand how to protect data and think about how data-use can be embedded into your daily work. PSESD plans to host some of these trainings, along with other partners in the region. Your school district partner may also provide such a training. For example, Seattle Public Schools provides a year-round calendar of professional development opportunities for CBO partners.
7. PSESD sets up your account in Student Success Link.
Each organization that uses Student Success Link uses a unique web address that limits access to only your students, like mycbo.studentsuccesslink.org. PSESD will configure your organization account, setup the data-sharing rules described above, and provide administrator access to one or more of your staff.
8. Train your staff.
Each organization will have a different method for training staff on how to use Student Success Link and also how to incorporate data-use into everyday work. PSESD can provide materials for providing a training on your own, or in some cases we can provide training directly for your team.
9. Setup accounts and permissions for your staff.
Student Success Link provides various levels of permissions for different members of your staff:
- Admin users can view all students and reports, and grant access to other users.
- Program managers can view all students and reports, but cannot control other users' access.
- Case workers can view only information for the students in their caseload, as assigned by the higher users.
Depending on your program's structure and the provisions of your data-sharing agreements, organizations are expected to provide only appropriate access to members of their team. In all cases, you should use the principle of least privilege, meaning that you should provide the most limited level of access possible for the person to do their job.
10. Use Student Success Link regularly and report back.
You're now up and running with Student Success Link! Depending on your district partners' data-access schedules, you'll be able to see updated student data every day or week. You should use Student Success Link regularly to improve the way you support your students and to make your program better. Help us get better by reporting back to PSESD on your usage. We are constantly working to improve the portal, and your feedback will make it better for you and others.