State Level Early Childhood Integrated Data Systems (ECIDS)

An Early Childhood Integrated Data System (ECIDS)collects and links data from various early childhood programs and services within a state. According to a 2018 national survey administered by the Early Childhood Data Collaborative (ECDC), 22 of the 50 US states integrate some early childhood data. Of these, 18 accomplish this using an ECIDS, while the others do this manually.

Data governance structures vary by state, see Appendix J in the 2018 survey. In some states, one of the participating agencies takes the lead in managing data integration (e.g., Connecticut, Kansas, Rhode Island). Others use cross-agency structures where representatives from contributing departments form governing bodies and share responsibilities (e.g., Georgia, Pennsylvania). There are also states that have established governance structures specific to ECIDS, but have contributing agencies or departments maintain control over their individual databases (e.g., Illinois, North Carolina).

Data request processes also vary by state. Some states restrict access of identified data to participating agencies, while others will provide identified information to external researchers with proper Data Use Agreements and IRB approval in place. Many states that currently integrate early childhood data are still in the process of developing data request processes. Since the governing body managing and overseeing the integrated data system may not have ownership over the data, requests may require sign-off from individual agencies.

Below are a few examples of access policies and processes. Note that these examples do not represent an exhaustive list of possible access procedures, and other variations likely exist. For consistency, these example states may be referenced in later sections of this entry. Just as for access procedures, they do not necessarily reflect an exhaustive or representative list of variations.   

Rhode Island – Rhode Island’s ECIDS, called “KIDSNET,” is managed by Rhode Island’s Department of Health.  KIDSNET tracks children born in Rhode Island, or children born elsewhere who received certain services in Rhode Island, through the age of 19. KIDSNET integrates information from the Women, Infants, and Children (WIC) Supplemental Nutrition Program, the Childhood Immunization Program, Newborn Screening Programs, birth records, Medicaid, and state-funded prekindergarten, among others. For a full set of programs and data elements, see the KIDSNET Data Dictionary.

Requests from researchers who are not associated with KIDSNET agencies for individual-level, identifiable data must be submitted to and approved by the Rhode Island Department of Health’s Institutional Review Board. The managers of the individual programs may need to grant permission before identifiable data is released. Programs will also be alerted of research requests for de-identified data and will have time to review these requests before data is released. See the KIDSNET Data Sharing and Release policies and this report from the Association of Maternal & Child Health Programs for more information about data sharing.

Georgia - Georgia’s ECIDS is called the “Cross Agency Child Data System (CACDS)” and focuses on children from birth through the age of five. Data is compiled, housed, and managed by the Department of Early Care and Learning (DECAL). The CACDS contains data from five different agencies, and includes data from programs including Early Head Start, Head Start, Home Visiting, and Childcare and Parent Services. It also links to publicly available US Census Bureau data to provide information about community demographics, as well as publicly available US Post Office information to facilitate address matching. For a complete set of linked programs and agencies, see the Participating Programs page of Georgia’s CACDS website.  

Data requests for individual-level, integrated data with PII from the CACDS are currently limited to agencies that contribute data. Requests from external researchers for de-identified data can be sent via email to the CACDS Administering Agency Coordinator. Requests for individual-level data with PII from a single agency that contributes data to CACDS can be sent directly to that agency. See Georgia’s CACDS Policy Manual for data accessibility and request processes from researchers with different levels of affiliation with CACDS. 

Pennsylvania – Pennsylvania’s ECIDS is called PELICAN (“Pennsylvania’s Enterprise to Link Information for Children Across Networks”). It tracks services children receive from birth to grade three and is governed by the Office of Child Development and Early Learning (OCDEL), which is jointly overseen by the Departments of Education (PDE) and Public Welfare (DPW).  PELICAN contains data on child care provider certifications, subsidized child care, state preschool, Head Start, individualized education programs (IEPs), individualized family service plans (IFSPs), child development data (from screenings and assessments), and measures of program quality. Data requests for individual-level data with PII can be submitted to the Office of Child Development and Early Learning, and may require departmental legal counsel approval. For more information about access procedures and restrictions, see the catalog entry on page 37 of OPRE’s “Compendium of Administrative Data Sources for Self-Sufficiency Research.”  

North Carolina – North Carolina’s ECIDS focuses on children from birth through the age of five, and includes information from prekindergarten, subsidized child care, Early Intervention, SNAP, TANF, and Child Protective Services. Requests for individual-level, identifiable data can be submitted through NC ECIDS’s online data request system. Researchers will also need to sign the NC ECIDS’ custom Data Use Agreement, which has information about storing, protecting, and destroying data. For more information about access procedures, see the North Carolina Early Childhood Integrated Data System catalog entry.