135 Santilli Highway, Everett, MA 02149 | 781.338.3000 | TTY: N.E.T. Relay (800).439.2370

Attachment 2 Module B

Alternate ID #: 27SEPGT1 COMMBUYS Bid #: BD-27-1026-DOE02-DOE01-130975

Module B - Data Collection, Analysis, and Reporting – Indicator 8

The Department seeks to hire a vendor who will provide each of the following services, described below by fiscal year (take note the initial duration of this contract runs from approval until June 30, 2028):

FY2027 and FY2028 (upon approval until June 30, 2028)

Preparation for Indicator 1, 2, 3, 5, 6, 9, 11, 12, and 13 Data Analysis and Reporting

a) Consult with the Department to understand its current procedures for above mentioned Indicators data collection, analysis, corrective action (if any), and reporting.

Indicator 1, 2, 3, 5, 6, 9, 11, 12, and 13 Data Analysis

a) The Department will supply aggregate data to successful vendor to complete the following:

a. Implement all necessary activities so that data analysis is conducted on aggregated and disaggregated the Indicators data in an accurate and detailed manner aligned with OSEP reporting requirements.

b. Conduct additional analysis requested by the Department, e.g., data disaggregated by demographic categories (including disability, race, and EL status), longitudinal analysis, LEA-specific analysis, or other criteria, etc.

c. For relevant compliance Indicators, assist the Department with the creation of a Policy, Practice, and Procedure Review Template, criteria analysis, and conduct reviews of relevant (PPP’s) to determine compliance Comment by Tobey, Gregory (DESE): @Montalto, Heather L. (DESE) This is in reference to your above comment about PPP reviews. Let me know your thoughts. Comment by Montalto, Heather L. (DESE): Yes. This captures exactly what I was thinking.

i. Conduct outreach to identified or flagged districts requesting the necessary information to determine compliance

ii. Conduct any necessary compliance reviews

iii. Communicate with the Department on relevant findings and develop procedures for verification of correction of noncompliance, consistent with federal and state regulations.

Indicator 1, 2, 3, 5, 6, 9, 11, 12, and 13 Data Reporting

a) Provide a report with data obtained to-date for the Massachusetts Special Education Advisory Panel meeting and other advisory bodies, in a format requested by the Department (e.g., text, infographics, slide decks).

b) By the Department’s deadline, draft Annual Performance Reports (APRs) for all Indicators for the Department’s review and finalization, consistent with the Department’s Indicator procedures and OSEP requirements.

c) Assist the Department in responding to any required response to OSEP during the SPP/APR clarification period.

d) Provide data in the state-required format for public reporting on the Department’s website, on deadline.

e) Create Indicator data reports for individual districts, if requested by the Department.

f) Conduct a landscape analysis for how these Indicators are currently publicly reported and provide suggestions for improvement and/or creation of new Indicator data displays

g) Create statewide or regional Indicator data reports, if requested by the Department.

Indicator Improvement

a) To promote continuous improvement for these Indicators and as requested by the Department, propose improvements to the Department’s Indicator procedures consistent with evidence-based practices, OSEP’s requirements, good practice in statistics and data analysis, and the Department’s commitment to advance equity and racial equity.

b) As requested, engage in planning with the Department to modify the Department’s data collection, analysis, corrective action, and reporting procedures.

c) Assist the Department in aligning Indicator work with broader statewide General Supervision activities and priorities.

d) Develop recommendations for improving the usability, accessibility, and public presentation of Indicator data.

e) Develop integrated and stakeholder-friendly data reporting structures, visualizations, and analytic tools that support cross-indicator analysis, longitudinal trend analysis, risk identification, public transparency, and actionable use of IDEA data by the Department, LEAs, families, and other stakeholders.

f) Assist the Department in evaluating the effectiveness of Indicator improvement strategies over time.

For each Fiscal Year after the initial contract, upon successful renewal for up to 5 Additional Renewal Years through FY33

Upon successful renewal of the contract, the vendor may continue ongoing Indicators 1, 2, 3, 5, 6, 9, 11, 12, and 13 data analysis, reporting, communication, and continuous improvement activities consistent with Department priorities, OSEP requirements, and the Department’s current approved SSIP structure.

The Department reserves the right to revise, expand, reduce, restructure, or reassign Indicators 1, 2, 3, 5, 6, 9, 11, 12, and 13 responsibilities during the contract period based on:

· federal requirements;

· Department priorities;

· operational needs;

· vendor performance;

· funding availability;

· or changes in statewide General Supervision priorities.

The Department seeks to procure a vendor to support statewide IDEA Part B Indicator 8 (Parent Involvement) data collection, analysis, reporting, stakeholder engagement, and continuous improvement activities associated with the State Performance Plan/Annual Performance Report (SPP/APR).

The successful vendor shall collaborate with the Department, the Office of Public School Monitoring, families, local educational agencies (LEAs), stakeholder groups, and other partners to support the collection, analysis, interpretation, and reporting of Indicator 8 data consistent with IDEA requirements and OSEP expectations.

The Department is committed to ensuring that Indicator 8 activities support meaningful family engagement, equitable participation, improved representativeness, and accessible communication with families and stakeholders across the Commonwealth. The successful vendor shall support continuous improvement of Indicator 8 data collection, reporting, and stakeholder engagement practices while assisting the Department in strengthening the usability and accessibility of family engagement data to inform statewide improvement efforts.

FY2027 and FY2028 (upon approval until June 30, 2028)

Preparation of Massachusetts’ Indicator 8 (Parent Involvement) SPP/APR, including data collection, analysis, and reporting

a) Consult with the Department to understand its current procedures for Indicator 8 data collection, analysis, and reporting.

b) Consult state and national resources to improve the Department’s Indicator 8 data collection, analysis, and reporting procedures, ensuring that the procedures are consistent with OSEP’s requirements, recommended practice in statistics and data analysis, and the Department’s commitment to advance equity and racial equity.

c) Develop, based on recommendations provided to the Department, a new collection system for Indicator 8 that aligns with OSEP requirements for sampling/cohort collection

d) Consult with the Department on the current data collection process to identify strategies that will improve response rates and strengthen data quality.

e) At the Department’s request, assist the Department with Indicator 8 activities related to the Massachusetts Special Education Advisory Groups (e.g., data reporting, or target setting).

Comment by Auditore, Cecelia (DESE): Consider exploring a transition from the current monitoring-cycle parent survey approach toward a broader census-based family survey model. Nationally, states are increasingly moving toward census-informed approaches to improve representativeness, strengthen subgroup analysis, support longitudinal trend analysis, and better identify statewide shifts in family engagement, access, and experience over time.s Comment by Tobey, Gregory (DESE): This is included above on developing a new system for collection. Comment by Auditore, Cecelia (DESE): Awesome! That's great.

Indicator 8 Survey Analysis

a) Collect, clean, and process data, maintaining 100 percent confidentiality of student and family information, in accordance with Department protocols, the vendor’s data-sharing agreement with the Department, and state and federal law and policy.

b) Conduct accurate and detailed data analysis aligned with the Department’s Indicator 8 procedures and OSEP Part B SPP/APR Indicator Measurement Table and requirements, as well as any additional analysis requested by the Department, e.g., confidence intervals, data disaggregated by demographic categories (including race, grade span, gender, and placement type), non-response bias, longitudinal analysis, LEA-specific analysis, or other criteria, etc.

c) Conduct non-response bias analysis and provide recommendations to improve representativeness and participation.

d) Develop strategies to increase family engagement and survey participation among historically underrepresented populations Comment by Auditore, Cecelia (DESE): Consider incorporating more explicit references to culturally and linguistically responsive engagement, communication, and implementation practices across stakeholder engagement, technical assistance, and reporting activities to support accessibility, representativeness, and meaningful participation across diverse communities

Indicator 8 Reporting

a) Upon request, provide reports and presentations for various stakeholders (e.g., the Massachusetts Special Education Advisory Group meetings, ensuring that each report or presentation is accessible to the targeted audience.

b) As requested, assist the Department with any other Indicator 8 reporting related to work with the Massachusetts Special Education Advisory Groups such as: information related to target setting, or analysis of additional demographic data.

c) By the Department’s deadline, draft the MA Indicator 8 Annual Performance Report (APR) for the Department’s review and finalization, consistent with the Department’s Indicator 8 procedures and OSEP’s Part B SPP/APR Instruction Sheet and reporting requirements. In the SPP/APR, the State must:

d) Report whether its data are from a response group that is representative of the demographics of children receiving special education services, and, if not, the actions the State is taking to address this issue.

e) Report its analysis of the extent to which the demographics of the parents responding are representative of the demographics of children receiving special education services.

f) By the Department’s deadline, as needed, draft or update the MA SPP for the Department’s review and finalization.

g) Assist the Department in responding to any required response to OSEP during the SPP/APR clarification period.

h) Provide data by LEA in the state-required format for the state and district level special education report and compliance on the Department’s website, on deadline.

i) As requested, assist the Department to prepare for stakeholder meetings including the development of presentation materials related to Indicator 8, presentation of Indicator 8 information and attendance at scheduled stakeholder meetings.

j) Create statewide or regional Indicator 8 data reports, if requested by the Department.

Dissemination of Indicator 8 data reports to individual districts. Reports should include district data, statewide data, and resources to support meaningful family engagement initiatives. The district level report must include:

a) Data regarding the representativeness of the demographics of the children receiving special education services.

b) Analysis regarding the extent to which the demographics of the responses are representative of the demographics of children receiving special education services.

Recommendations for Indicator 8 Improvement

a) To promote continuous improvement in data collection, analysis, corrective action, and reporting procedures for Indicator 8, and, as requested by the Department, propose improvements to the Department’s Indicator 8 procedures consistent with evidence-based practices, OSEP’s requirements, good practice in statistics and data analysis, and the Department’s commitment to advance equity and racial equity.

b) As requested, engage in planning with the Department to modify the Department’s data collection, analysis, corrective action, and reporting procedures.

c) Upon Department approval of any improved Indicator 8 procedures, implement necessary preparations for data collection, analysis, and reporting, as agreed upon with the Department, and provide training/technical assistance on the procedures to Department staff.

d) Provide recommendations regarding the modernization of survey administration, sampling methodologies, communication strategies, and stakeholder engagement practices.

For each Fiscal Year after the initial contract, upon successful renewal for up to 5 Additional Renewal Years through FY33 Upon successful renewal of the contract, the vendor may continue ongoing Indicator 8 data collection, analysis, reporting, communication, and continuous improvement activities consistent with Department priorities, OSEP requirements, and the Department’s current approved SSIP structure.

The Department reserves the right to revise, expand, reduce, restructure, or reassign Indicator 8 responsibilities during the contract period based on:

· federal requirements;

· Department priorities;

· operational needs;

· vendor performance;

· funding availability;

· or changes in statewide General Supervision priorities.

The successful vendor will have a knowledge of and demonstrate an understanding of the following:

· Parent Involvement Data: How to Measure and Improve Representativeness for Part B Indicator 8

· Making the Most of Parent Involvement Data: Improving Quality and Enhancing Understanding

· Dual Capacity-Building Framework

· Strengthening Partnerships: A Framework for Prenatal through Young Adulthood Family Engagement in Massachusetts

· Massachusetts Family, School, and Community Partnership Fundamentals – Version 2.0: A Companion Document to Massachusetts Family Engagement Framework for Practitioners and Educators

· Sign a data-sharing agreement (MOU) with the Department to gain access to the data. Please see the 2022 MA Researcher’s Guide for details regarding the MOU process.

image2.jpeg image1.gif