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Board updates dropout-prevention rule and debates data collection via Qualtrics vs Utrack
Summary
The board approved updates to the Dropout Prevention and Recovery Program rule, after debate on whether the department should continue collecting program-descriptive info through a Qualtrics survey or integrate those questions into the Utrack reporting system.
The Utah State Board of Education approved R277-606 (Dropout Prevention and Recovery Program) on second and final reading after discussing updates to reporting language and data-collection methods, including whether a Qualtrics survey should be used or whether the same information should be built into Utrack (UTREx).
Deputy Superintendent Jones and Dropout Prevention staff explained that the rule changes remove system-specific names (such as older references to UTREx) to provide flexibility as the department updates systems. Benjie Carrier, who works on dropout-prevention support, told the board some reporting questions are gathered through a Qualtrics survey because certain programmatic items are not currently available in Utrack, and that participation in the Qualtrics survey was not mandatory in the most recent cycle. Carrier said the Qualtrics questions ask LEAs to describe non-statistical program elements (for example, which online credit-recovery products a district uses) that are not easily extracted from student data.
Several board members asked whether the survey responses feed programmatic decisions or funding. Staff answered that the student-identifying data used to detect schools needing support comes from Utrack system data and is used for identification and follow-up; the Qualtrics data is primarily for reporting and contextual information, and response rates were low. Deputy and other staff said the rule language was updated so that references to system names did not become outdated; an adopted substitute amendment restored a specific reference to Utrack/UTREx where appropriate so LEAs and staff would know the format and manual for data entry.
The board adopted a substitute motion to restore references to the Utrack specifications in the rule text for clarity, and the substitute was approved. The substitute motion passed unanimously (recorded as 14 yes, member Kelly absent) and the main motion on the rule passed on final vote with 13 yes and 1 no.
Ending: Staff said they will follow up to clarify which reporting elements are mandatory, which are for reporting only, and how LEAs will be supported to provide complete data; board members asked staff to explore moving repeated reporting items into Utrack to reduce burden on districts.
Votes at a glance: substitute to restore Utrack references passed unanimously (14-0, Member Kelly absent); final rule approval passed (13 yes, 1 no).
