SUPTS. MEMO. NO. 28
May 16, 1997
|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.