SUPTS. MEMO. NO. 41
June 4, 1999
|FROM:||Paul D. Stapleton
Superintendent of Public Instruction
|SUBJECT:||Report of Combined (Regular and Summer) Term|
The Report of Combined Term (Regular and Summer School) Graduates for the 1998-99 school year must be completed for all secondary schools in your school division and returned to the Department of Education no later than Friday, September 3, 1999. In addition to the degree, plan, no award, and International Baccalaureate (IB) diploma information that school divisions have been reporting for graduates each year, we are requesting a breakdown by degree of the graduates who were vocational completers. Information regarding graduates with disabilities is collected by the special education office and is no longer required for the graduate report. A custom designed graduate spreadsheet can be downloaded from the Department of Education's website at http://www.pen.k12.va.us by selecting "Data and Publications" and then selecting "Collection of Combined (Regular and Summer) Term Graduates 1998-99." The complete address is http://www.pen.k12.va.us/VDOE/Publications/grads/datacoll/co ll.htm to access the graduate spreadsheet. The graduate report can be completed using either Excel 5.0 or Excel 97. An instructional video on completing the Excel spreadsheet is being developed and will be made available upon request by calling (804) 225-2099. File layouts are enclosed for those school divisions that prefer to submit the graduate data as an ASCII flat file. We strongly urge school divisions to submit their graduate reports electronically. If your school division is unable to submit the graduate report as an Excel or ASCII file, please have the graduate report contact person write or fax the Data Administration office to request paper forms. Information on the contact person for the 1998-1999 graduate report is required. In the Excel spreadsheet, contact information is requested on the first worksheet. For those submitting an ASCII flat file, contact information is requested on the header record. The contact information requested for graduate reporting will no longer be included on the school administration data collection in July 1999. To avoid duplicate reporting, graduates should be counted in the school in which they were officially enrolled and should not be counted in centers (vocational/technical, special education, alternative education, etc.) in which they received specialized instruction or training for a part of the day. Each contact person for the Report of Graduates should coordinate the collection of the data for each school in the division and submit the data by e-mail to email@example.com by the due date. If electronic submission is not possible, forms should be sent to the address listed below. Questions or comments relating to the Report of Graduates should be directed to: Data Administration Office of Management Information Systems Virginia Department of Education P. O. Box 2120 101 N. 14th St., 22nd Floor Richmond, Virginia 23218-2120 Telephone: (804) 225-2099 Fax: (804) 371-8978 PDS/dmb Enclosures: A hard copy of this memo and its attachment will be sent to the superintendent's office.