COMMONWEALTH OF VIRGINIA
DEPARTMENT OF EDUCATION
P.O. BOX 2120
RICHMOND, VIRGINIA 23218-2120
SUPTS. MEMO. NO. 10
March 2, 2001
ADMINISTRATIVE
 
TO: Division Superintendents
FROM: Jo Lynne DeMary
Superintendent of Public Instruction
SUBJECT: New Data System for Reporting Data on Children and Youth With Disabilities

The purpose of this memo is to notify all school divisions that the Department of Education is developing a new software program for school divisions to use in reporting data on students with disabilties. This system will replace the current special education student information system, known as "K6".  Divisions currently using K6 for data maintenance will have the same or enhanced data maintenance capabilities with the new system.  The department expects to use this new system for data reported on the December 1, 2001, Child Count, for data reported in subsequent Tuition Reimbursement Reports, and Students Exiting Special Education Reports.

This system is Web-based and personnel responsible for transmitting data will need Internet access.  This effort is consistent with other Department of Education data collection procedures that require Internet access to the department's Web page to download entry files and submit completed data files.  This effort is also consistent with the Governor's Executive Order 65, requiring all state agencies to use electronic submission of data whenever possible.

The Department expects to provide data specifications and file layouts by April 1, 2001, for school divisions that maintain data on students with disabilities in their own student information systems.

During the process of developing this system, the Department of Education has solicited input from school divisions and will continue to work closely with localities in testing this system. It is expected that all school divisions will have tested submission of data in the required reporting format by October 2001.  The department will provide all needed assistance to accomplish this objective.  Training for school division personnel on the use of the new system will take place from July through September, 2001.

Please contact Paul Raskopf at (mailto:praskopf@mail.vak12ed.edu) or at (804) 225-2080 with questions on special education data issues.  Contact Dennis Weiss at (mailto:dweiss@pen.k12.va.us) or at (804) 225-2941 with questions of technology related issues.

JLD/crv