COMMONWEALTH OF VIRGINIA
DEPARTMENT OF EDUCATION
P. O. BOX 2120
RICHMOND, VIRGINIA 23218-2120
SUPTS. MEMO NO. 145
July 28, 2000
||Jo Lynne DeMary
Superintendent of Public Instruction
||Dropout Reporting Revisions
The following information is provided to notify
you of changes to the report of dropouts. These changes will be phased
in over the next two years to bring Virginia into conformance with federal
definitions and guidelines for reporting dropouts. States are requested
to report a count of public school dropouts to the National Center for
Education Statistics (NCES) through the Common Core of Data (CCD) survey.
CCD defines a dropout as an individual who:
1. Was enrolled in school at some
time during the previous school year and was not enrolled on October 1
of the current school year; or
2. Was not enrolled on October 1 of
the previous school year although expected to be in membership (i.e., was
not reported as a dropout the year before); and
1999-2000 Report of Dropout Revisions
3. Has not graduated from high school or completed
a state- or district-approved educational program and
4. Does not meet any of the following exclusionary
a. Transfer to another public school district,
private school, or state- or district-approved education program;
b. Temporary school-recognized absence due
to suspension or illness; or
Revisions are being made to the 1999-2000 report
to begin phasing in changes to meet federal definitions. Additional changes
are also being made to exclude information that is no longer needed and
to add information needed to meet vocational federal reporting requirements.
The 1999-2000 revisions include the following:
A sample copy of the workbook page for the 1999-2000
report of dropouts is attached. The data for the dropout report should
be submitted to the Office of Management Information Systems either in
the Excel spreadsheet or ASCII flat file format. A superintendent's memo
with the final spreadsheet, file layouts, detailed instructions, and a
list of edit procedures will be sent to division superintendents and posted
on the Department of Educationís website in September 2000. The 1999-2000
dropout report is due to the Department of Education by November 11, 2000.
Date by which dropouts must return to school has
changed from October 31 to October 1.
Students who are withdrawn because of a temporary
school-recognized absence due to suspension or illness are not counted
Number of dropouts who have finished a vocational
program must be reported.
A count of the dropouts who had been reported
as dropouts in any prior school year will not be required.
A count of the dropouts during the regular term
school year will not be required.
2000-2001 Report of Dropout Revisions
Since the dropout reporting changes are being
phased in over a two-year period, be aware that beginning with the 2000-2001
report of dropouts the following definitions will also apply:
Questions relating to the dropout reporting revisions
should be directed to mailto:firstname.lastname@example.org
or to Janet Christopher or Bernie Chamberlain at (804) 225-2099.
School year for reporting dropouts is the 12-month
period beginning on October 1 and ending September 30.
The students who complete a school year and fail
to return to school in the subsequent year will be counted as dropouts
from the grade and school year for which they fail to enroll. For example,
a student completing grade 6 in 1999-2000 and failing to enroll in grade
7 by October 1, 2000 will be reported as a grade 7 dropout for 2000-2001.
The dropout rate is calculated as the number of
dropouts for a given year divided by membership on September 30 of that