COMMONWEALTH OF VIRGINIA
DEPARTMENT OF EDUCATION
P.O. BOX 2120
RICHMOND, VIRGINIA 23218-2120


SUPTS. MEMO NO. 47
September 1, 2000

ADMINISTRATIVE
 
TO: Division Superintendents
FROM: Jo Lynne DeMary
Superintendent of Public Instruction
SUBJECT: Follow-up to Superintendent's Memorandum No. 38, Annual Report on Discipline, Crime, and Violence: 1999-2000 Year

  
The purpose of this memo is to provide additional instructions for submitting data on discipline, crime, and violence in public schools for the 1999-2000 year.

It has come to our attention that the data reporting instrument provided will not allow school divisions to report suspensions and expulsions that result in placement in alternative education programs. Since it is preferable to report suspensions and expulsions, school divisions have two reporting options. Option one: If data have been entered using the final sanction code 07, alternative education placement, submit the data as is. Option two: If code 07 data entries can be changed or if data have not been entered, use other final disciplinary sanction codes. Alternative education placements will be reported as a separate category for the 2000-2001 school year.

Original instructions directed that code 03 should be used for Hispanic students and code 04 should be used for black students. If your student data system uses 03 for black and 04 for Hispanic, send in data with that designation. When data are submitted, your e-mail transmission must indicate which racial codes your school division used for black and Hispanic students.

Attachment B from Superintendents memorandum #38 Administrative, dated July 14, 2000, has been reprinted. This is attached and is also available on the DOE homepage.

As previously stated in Superintendent's Memorandum #38 Administrative, dated July 14, 2000, data should be reported for the 365-day period starting with the first day of your 1999-2000 school year. Each designated contact person for the discipline, crime, and violence report should coordinate the collection of the data for the division. The discipline, crime, and violence data should be submitted using either the Excel spreadsheet or the ASCII flat file. The completed Excel file should be named disxxx00.xls (where xxx is the three-digit school division number). The completed ASCII file should be named disxxx00.txt (where xxx is the three-digit school number). All data for a school division must be combined into one file before it is submitted; no files will be accepted from individual schools.

Please submit the data by e-mail to discipln@pen.k12.va.us by September 15, 2000. If you need an extension to that date, please send such notice to the above e-mail address. Extensions will be granted up to October 31, 2000. Verification of data submitted by school divisions will be conducted prior to release of any data.

Information on data submission that may be helpful to school divisions can be found at:

http://www.pen.k12.va.us/VDOE/Publications/Discipline/datacoll/coll.htm

Questions regarding data for this report, use of the Excel spreadsheet or ASCII flat file, or submission of the file should be directed to: mailto:discipln@pen.k12.va.us or to Paul Raskopf at 804-225-2080.

JLD/pjr

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/administrators/superintendents_memos/2000/adm047a.pdf