SUPTS. MEMO. NO. 57
March 19, 1999
|FROM:||Paul D. Stapleton
Superintendent of Public Instruction
|SUBJECT:||Pupil Accounting Regulations|
The Department of Education has recently received numerous requests from vendors and school divisions interested in replacing their automated student information systems. School divisions are required by state regulations to collect, maintain, and report certain student information, and the Department of Education is permitted to approve use of automated systems in lieu of using the Virginia Teacher's Register. Attached for your information is a copy of the letter we are distributing to software vendors to answer their questions about our state requirements. Questions or requests for additional information should be directed to Mr. Jerry Mathews, Virginia Department Of Education, P. O. Box 2120, Richmond, VA, 23218, 804-225-2950, or E-mail: firstname.lastname@example.org. PDS/emt Enclosure: A hard copy of this memo and its attach- ment will be sent to the superintendent's office. March 19, 1999 Dear Vendor: Thank you for your recent inquiry concerning Virginia's requirements for automated student accounting systems. Board of Education regulations (VR 270-01-010, Section 2.1) require the Department of Education to approve school divisions use of automated systems in lieu of the Virginia Teacher's Register for recording student attendance and membership data. We strongly encourage and support the use of technology in public school divisions and typically approve such requests. School divisions must collect, maintain, and report certain information required by law and regulations. While it is not our policy or practice to approve or disapprove software, it is beneficial to all of us when these products maintain and produce information school divisions are required to report to the Department of Education. Products having broad and flexible report capabilities are also beneficial in this era of constantly changing information needs at local, state, and national levels. For your information, I have attached a description of the elements school divisions are expected to maintain and report in compliance with Virginia's pupil accounting regulations. These data are the basis for distributing state funds to localities for education and are subject to audit. Should you need assistance in understanding any of the elements and/or terms used in the attachment, please do not hesitate to contact Mr. Jerry Mathews, Virginia Department of Education, P.O. Box 2120, Richmond, VA, 23218, (804-225-2950, or e-mail to email@example.com). We will be happy to assist you in any way possible as you seek to make products available to Virginia school divisions to meet their needs and satisfy our expectations for required reporting. Sincerely, Paul D. Stapleton Superintendent of Public Instruction PDS/GM/emt Attachment Virginia's Requirements for Automated Student Accounting Systems Individual Student Data Local school divisions are required to collect and retain the following student information, or its equivalent, using manual or automated systems, or a combination of both. 1. student's full name (first, middle, last) 2. date of enrollment, withdrawal and re-enrollment (including code notations providing information on the type of enrollment, reason for withdrawal, etc.) 3. gender 4. grade (kindergarten, grades 1-12, special education, or post graduate) 5. age as of January 1 6. date of birth 7. parent/guardian resident of county or city (Y/N) 8. transported at public expense (Y/N) 9. telephone number 10.name of parent/guardian 11.address 12.teacher's name 13.homeroom number 14.grade 15.school 16.daily attendance status (present, tardy, absent) 17.retained -or- promoted to next grade (at end of year) Report Requirements Schools and school divisions choosing automated systems must have a method for generating the following: 1. monthly attendance summary (total days present, absent, membership) 2. cumulative attendance summary ("year to date" sum of days present, absent, membership, computed at the end of each month) 3. monthly total of days taught 4. total monthly entries, re-entries and withdrawals 5. aggregate days (monthly) of student attendance, absence, and membership 6. aggregate days taught (monthly) 7. aggregate days (total for school year) of student attendance, absence, and membership 8. aggregate days taught (total for the school year) Additional Comments Average Daily Membership and Average Daily Attendance statistics are critical items of information used by the Commonwealth of Virginia for funding purposes and for making other decisions critical to public education. These terms are defined below, along with others that should prove helpful. Enrollment- Enrollment is the total number of different students admitted to, or entered on the roll of, the school unit concerned. Membership- Membership is the number of students belonging to a school unit at any given time. Aggregate Days Attendance- Aggregate Days Attendance is the sum of days present of all students when school was in session during the period of report. Average Daily Attendance- Average Daily Attendance (ADA) is the average number of students present each day school was in session (days taught) during the period of the report. Average Daily Attendance equals aggregate days attendance (total days present) divided by days taught. Aggregate Days Membership- Aggregate Days Membership is the sum of the aggregate days attendance, plus aggregate days absence, of students for the days school was in session (days taught) during the period of report. Average Daily Membership- Average Daily Membership(ADM) is the average number of students belonging each day in a room, school, or school system for the period of the report. Average Daily Member- ship equals aggregate days membership divided by days taught. The day on which a student enrolls or withdraws from school is included in the computation of aggregate days membership. Please note that the items contained in this attachment do not constitute all state or local level requirements or needs for information on students.