SUPTS. MEMO. NO. 38
June 14, 1996
|FROM:||William C. Bosher, Jr,
Superintendent of Public Instruction
|SUBJECT:||School Administration Data Collection|
The School Administration data collection includes reporting forms, instructions and timeline for updating the following information for school year 1996-97: I. School Administration (School ID) II. Division Superintendent III. Designated Contacts IV. School Division Calendar The deadline for receipt of this data collection has not changed. All forms must be received by MIS on or before August 1, 1996. We will gladly accept forms prior to the deadline and we encourage early submission. A schedule of events for the School Administration information collection is attached. An explanation for the update of each school administration report form is also attached. Use the following address or fax number to ensure timely delivery of the data for your division: Mike Baker Coordinator of School Administration Division of Management Information Systems Virginia Department of Education P. O. Box 2120 Richmond, Virginia 23218-2120 FAX: (804) 371-8978 For additional information or assistance, contact Mike Baker or Mona Mallory at (804) 225-2099. WCBJr/dmb Attachments: This memo and its attachments will be sent to the superintendent's office Schedule of Events for the School Administration Data Collection Date Event 6/14 Reporting forms and instructions mailed to divisions. I. School Administration Information Update II. Division Superintendent Information Update III. Contact Information Update IV. Request for School Calendar 8/1 Deadline for Reports (All forms and calendars must be received by MIS on or before this day). 8/2 Late notices faxed to Division Superintendents whose forms were not received by deadline. 8/8 Late calls to Division Superintendents on status of delinquent reports. 9/3 School Administration/Superintendent/Contact information for school year 1996-97 available to divisions. I. School Administration Information Update A copy of the School Administration Information form (Form SA.101) for each of the schools in your division is included in this package. The purpose of this form is to establish the status of schools within each school division for the 1996-97 school year. The accuracy of the school administration identification information is extremely important. Most department reports reference this critical information. You must return a form for each school to the Department on or before August 1, 1996. Form SA.101 is a two-page pre-printed form that contains the Department of Education's current school administration information. Changes must be made in the following manner: A. All changes/corrections to the bold, pre-printed information in lines 1-21 must be made on the blank lines next to the corresponding line item number. B. If changes are not necessary, note "No Change" on the blank line for item 1. Blank forms have been included. Use these forms to report the status of any school administration for which there is no pre-printed form. Detailed instructions for completing the forms are enclosed. II. Division Superintendent Information Update Form SA.101A provides the opportunity to update data on the Division Superintendent, and is pre-printed at the top of the form with the education agency name and number, the name, mailing address, street address, and telephone number of the division superintendent as they currently appear in our files. If any item is incorrect, type the correct information in the "Change To" section provided. Note that a fax number for the superintendent's office is requested on this form. III. Education Agency Designated Contacts Form SA.099 requests updated contact information for the next reporting cycle for the Annual School Report, Dropout Report, Graduate Report, Fall Membership Report, and School Administration Identification. Contact person information (name, telephone number, fax number, VA.PEN address, and mailing address) for each of the data collections is pre-printed in bold type. Changes must be made in the following manner: A. Applicable changes/corrections to the bold, pre-printed information must be reported on the blank lines next to the corresponding line number (1-5). B. If changes are not necessary for a particular data collection, note "No Change" on the blank line by item 1. C. Unless the same contact is reported for all collections, indicate a contact name for each collection. If the contact is the same for all collections, write "Same as Above" on line 1 for each collection. If contact information, such as address and phone number are the same, write "Same as Above" where appropriate. Note, however, that each contact should have a different VA.PEN address. IV. School Division Calendar Send us a copy of your division's calendar for the 1996-97 school year. This will help us answer questions from the General Assembly and others throughout the school year.