COMMONWEALTH OF VIRGINIA
DEPARTMENT OF EDUCATION
P. O. BOX 2120
RICHMOND, VIRGINIA 23218-2120
SUPTS. MEMO. NO. 28
May 16, 1997

ADMINISTRATIVE

TO: Division Superintendents
FROM: Richard T. La Pointe
Superintendent of Public Instruction
SUBJECT: 1996-97 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 1996-97 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 2, 1997. 
  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 1995-96 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) 1996-97
  reporting package in July, 1997.

  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
                 1996-97 Annual School Report
                     Statistical Section
                Management Information Systems
               Virginia Department of Education
          P.O. Box 2120, 101 N. 14th St., 22nd Floor
                Richmond, Virginia 23218-2120


  Again, we must receive this information on or before
  September 2, 1997.  Questions relating to the statistical
  section should be directed to Mona Mallory at (804) 225-2099.



    RTL/dmb


                  Schedule of Events for the
                 1996-97 Annual School Report
                     Statistical Section




      Date       Event                                

      5/16/97    1996-97 Annual School Report -
                 Statistical Section mailed to
                 Division Superintendents

      9/2/97     1996-97 Annual School Report -
                 Statistical Section due to Department
                 of Education

      9/9/97     Late Notice sent to Division
                 Superintendents for reports not
                 received as of 9/8

      9/16/97    Late call made to Division
                 Superintendent on status of reports
                 not received as of 9/15

      11/3/97    Target date for completion of all
                 necessary error correction/data entry
                 and sending of verification forms

      11/17/97   Verification forms due

      12/15/97   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 5/97).


    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 1996-97 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 1996-97 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.