The Learning Agency’s staff has been working with unreleased data, also known as “restricted data,” from the Institute for Education Sciences for decades. The datasets are a treasure trove for researchers and help understand the current state of education in the US.
For instance, to help focus on the debate on educational standards, our team pulled data from the background of one national assessment and found that 37 percent of fourth graders say their math work is often or always too easy and almost a third of middle schoolers report they read less than five pages a day at home or at school.
Much has changed with IES while much has remained the same over the years. While the common focus of the NAEP is on student performance in core subjects, the agency holds a wealth of data about school status and teacher experience.
For instance, information on schools and staffing (found in the SASS pre-2011 and now the National Teacher and Principal Survey (NTPS)) are covered to provide data on the context of elementary and secondary education, including teacher demand, teacher and principal characteristics, etc. These questionnaires can help inform long-term understanding of learning and inform the next generation of educational policy by seeing what additional factors and needs are impacting students.
Much has changed with IES while much has remained the same over the years. While the common focus of the NAEP is on student performance in core subjects, the agency holds a wealth of data about school status and teacher experience.
For instance, information on schools and staffing (found in the SASS pre-2011 and now the National Teacher and Principal Survey (NTPS)) are covered to provide data on the context of elementary and secondary education, including teacher demand, teacher and principal characteristics, etc. These questionnaires can help inform long-term understanding of learning and inform the next generation of educational policy by seeing what additional factors and needs are impacting students.
Additionally, while common analyses of data are extremely useful for understanding the policy implications and status of schools in the US, the data collected by IES has further options for assisting students today in the form of algorithm training for artificial intelligence (AI). AI tools for students, teachers, administrators, and even parents are a huge growing sector in education.
These tools are built by creating algorithms on large amounts of data that are representative of the population the tool seeks to help.
For instance, to teach an AI tool to help students write essays, the tool (and its underlying algorithm) must first see thousands of good and bad examples to allow it to learn how to recognize issues and target style. However, the ideas for tools based on the immense amount of IES information are endless. To help researchers understand the extent to which data can be pulled out and used for the public good, see this memo that we pulled together that gives ideas. In the memo, you will find descriptions of currently available data and ideas of how that can be refined into a tool to help the education field.
There is a considerable lag between when students take standardized tests or surveys and when the data becomes available, due to the rigorous review and safety practices at IES. Expect the most recent data to be a few years old.
The memo we provided barely scratches the surface of the IES data available. The IES maintains a repository of available restricted-use datasets that you can request access to. However, be aware that these datasets are not always current. There is a considerable lag between when students take standardized tests or surveys and when the data becomes available, due to the rigorous review and safety practices at IES. Expect the most recent data to be a few years old.
But figuring out the research question is just part of the battle. Then there’s getting and working with data. While the outcomes of this work are important, the need for safety and caution when working with young student data is also valid. As such, the process of obtaining data can be rigorous, and navigating the process for restrictive data can be extremely daunting for many researchers.
Below are key key things to know when working with IES data:
ADRF: The End of “Cold Rooms”
The first thing to know is that accessing federal education data is no longer as restricted as it once was. The Administrative Data Research Facility (ADRF), established by the federal government, allows researchers to access government data without the need for the old “cold rooms”—secure rooms that lacked regular internet access and required additional security protocols.
ADRF offers more flexibility while maintaining the high-security standards necessary for handling sensitive information. For instance, multiple team members can access at once and can access from any location via the ADRF portal on the internet. This means research teams are not constrained by location and time, people from different universities and organizations can work together on the same project.
While the application for restrictive use data asks very detailed questions, it is likely that the IES team will come back with further questions about the information you provided that is specific to your work.
The Application is Collaborative
When submitting your application to access IES data, expect a back-and-forth with the IES team. While the application for restrictive use data asks very detailed questions, it is likely that the IES team will come back with further questions about the information you provided that is specific to your work. The more detail you provide upfront, the faster and simpler this process will be to get to application approval.
Overall, be aware that this is an iterative and collaborative process, where you’ll receive feedback and need to make edits to your application. Ensure that your project timeline accounts for this process, as each round of feedback could take additional time.
Don’t Forget Physical Paperwork
Although much of the application process is conducted online, certain aspects such as non-disclosure agreements and security agreements still require physical paperwork. This paperwork needs to be signed or notarized in person and sent via mail. The IES documents will have specific instructions detailed on them so read carefully.
We also recommend scanning all documents once they are complete and using tracking options through your postal service to monitor arrival. This helps maintain smoother communication with the IES team and ensures your paperwork reaches them safely.
We recommend scanning all documents once they are complete and using tracking options through your postal service to monitor arrival. This helps maintain smoother communication with the IES team and ensures your paperwork reaches them safely.
Be Specific with Your Dataset Requests
One common mistake when applying is not being specific enough when requesting a dataset. Many datasets have similar names or may have been collected in the same year, so it’s crucial that you reference the correct title as it appears in the repository. This can save time and ensure you are granted access to the data you actually need.
If you are not detailed enough on your data request, the IES team will follow up with you and ask for clarification which will delay your approval process. Reach out to the IES team via email at IESData.Security@ed.gov if you have any questions or confusion.
Mind the Export Restrictions
Given the sensitive nature of the data IES offers, there are export restrictions to keep in mind. Plan ahead when budgeting time for export reviews, especially if you intend to publish findings based on this data. Additionally, think carefully about how working in a secure, restricted environment will affect collaboration. Since certain practices like screen sharing and screenshots are prohibited, plan alternative methods of team collaboration (especially if you are collaborating with people in other locations) that comply with security protocols.
The Final Takeaway
Navigating the IES data access process may seem daunting, but with the right preparation and attention to detail, it can lead to insightful, impactful research that makes a difference in the world of education policy.
