COMMONWEALTH OF VIRGINIA
DEPARTMENT OF EDUCATION
P. O. BOX 2120
RICHMOND, VIRGINIA 23218-2120
SUPTS. MEMO. NO. 31
May 17, 1996

ADMINISTRATIVE

TO: Division Superintendents
FROM: William C. Bosher, Jr.
Superintendent of Public Instruction
SUBJECT: 1995-96 Annual School Report - Statistical Section

 
  The statistical section of the Annual School Report is being
  sent as a separate reporting package from the financial
  section for the 1995-96 reporting year.  Statistical section
  reporting has been enhanced in the following ways: (1) the
  elimination of duplicative data for various Department of
  Education reports, and (2) the computed summary attendance
  data is not to be submitted to the Department of Education. 
  The statistical tables should be completed and returned to
  the Department of Education no later than September 3, 1996. 
  Early submission is encouraged.
   
  In addition to the statistical tables, the statistical
  section reporting package includes the following: (1)
  detailed instructions for completing each of the tables, (2)
  worksheets, where applicable, to assist in the calculations
  and cross checking of data, (3) a listing of edit procedures
  for your use in submitting data with minimal errors, and (4)
  a checklist to ensure that all the data is provided for the
  tables.  These four items need not be returned to the
  DEPARTMENT OF EDUCATION.  The Annual School Report
  Statistical Section Division Transmittal form, enclosed,
  should be completed by the statistical section contact
  person and submitted with the statistical tables to the
  Department.
  
  The person designated as the contact for the statistical
  section of the Annual School Report will be responsible for
  the coordination and reporting of the data, forwarding the
  statistical tables to the Department, and responding to
  questions concerning the data during the editing and
  verification processes.  Listed on the transmittal form is
  the statistical section contact for the 1994-95 reporting
  year.  Changes to this contact information can be noted on
  this form.  The Division of Management Information Systems
  will request updates to contact information for various data
  systems, including the Annual School Report Statistical
  Section, in the School Administration (School ID) 1995-96
  reporting package in July, 1996.
  
  The statistical section tables should not be submitted with
  the financial section of the Annual School Report.  Please
  send one copy of the tables and the transmittal form to:
  
  
                         Mona Mallory
                 1995-96 Annual School Report
                     Statistical Section
                Management Information Systems
               Virginia Department of Education
                  P.O. Box 2120, 22nd Floor
                Richmond, Virginia 23216-2120
  
  
  Again, we must receive this information on or before
  September 3, 1996.  Questions relating to the statistical
  section should be directed to Mona Mallory at (804) 225-2099.
  
  
  
  WCBjr/dmb
  
  Attachment: This memo and its attachment will be sent to the
              Superintendent's office.
                                                                                
  
  
                  Schedule of Events for the
                 1995-96 Annual School Report
                     Statistical Section
  
  
  
      Date       Event
  
      5/17       1995-96 Annual School Report -
                 Statistical Section mailed to
                 Division Superintendents
  
      9/3        1995-96 Annual School Report -
                 Statistical Section due to Department
                 of Education
  
      9/10       Late Notice sent to Division
                 Superintendents for reports not
                 received as of 9/9
  
      9/17       Late call made to Division
                 Superintendent on status of reports
                 not received as of 9/16
  
      11/1       Target date for completion of all
                 necessary error correction/data entry
                 and sending of verification forms
  
      11/15      Verification forms due
  
      12/15      ASR - Statistical data will be
                 complete for release to certain
                 stakeholders                   
  
  Data for the tables of the statistical section must be
  reported using one of the following methods.  These are the
  ONLY formats in which Statistical Annual School Report data
  will be accepted.
  
  
    1.   Data is reported on the Department of
         Education Form BA.002 (revised 5/96).
  
  
    2.   School divisions using the approved
         VASIMS/COLUMBIA software package may run CCS
         Report 590, Age/Grade Distribution of All
         Original Entry Pupils (E1 and E2).  The
         report must be run so that it includes ALL
         DATA ELEMENTS REQUESTED ON TABLE 5.  Report
         the data for Table 5 on the Department of
         Education form.
  
  
    3.   School divisions using the approved
         VASIMS/COLUMBIA software package may run CCS
         Report 591, Pupils Promoted and Retained with
         racial/ethnic counts and by gender. This will
         provide only the promoted and retained counts
         for Table 6.
  
         The Ungraded-Literacy Testing Program data,
         the Number of Ungraded pupils age 12 and
         above, and the Number of Ungraded pupils age
         14 and above is currently not incorporated in
         CCS Report 591. If this report is used, it is
         necessary to run the report for each of the
         five racial/ethnic categories and also run
         the report by gender.  The process would
         entail running ten (10) reports.  If this
         reporting option is used, report the data for
         Table 6 on the Department of Education form.
  
  
  The statistical section of the 1995-96 Annual School Report
  includes six tables.  Primary modifications to the tables are
  the following:
  
  
    Table 1 - Summary of Enrollment and Attendance
              Data does not request computed summaries of the
              enrollment, end-of-year membership, average daily
              attendance, and average daily end-of-year
              membership.  A worksheet, for local use only, is
              provided for checking the data.
  
  
    Table 2 - Adjustments to ADM for Calculating LEA
              Per-Pupil Expenditures and Table 3 - Adjustments
              to ADA of Resident Pupils for Calculating Federal
              Per-Pupil Expenditures request only the
              adjustments to Average Daily Membership (ADM) and
              to Average Daily Attendance (ADA).
  
  
    Table 4 - Kindergarten Promotions and Retentions
              By Program and Racial/Ethnic Category - This table
              is no longer required.
  
  
    Table 5 - Age/Grade Distribution for All Original
              Entry Pupils(E1 and E2) is the source of overage
              data for indicators in the Outcome Accountability
              Project (OAP).  Forms (a through e) with pre-printed 
              school information is provided for each school
              in your division.  A worksheet, for local use
              only, is provided for checking the data.
  
  
    Table 6 - Promotions/Retentions by Grade (End-of-Year Membership)
              is requested by gender.  The E.O.Y. Membership count and
              the Number of Ungraded Pupils Age 12 and Above and the
              Number of Ungraded Pupils Age 14 and Above will be used 
              in the calculation of the 1995-96 drop-out statistics. 
              Forms (a through e) with pre-printed school information
              is provided for each school in your division.  A worksheet, 
              for local use only, is provided for checking the data.