COMMONWEALTH OF VIRGINIA

DEPARTMENT OF EDUCATION

P.O. BOX 2120

RICHMOND, VIRGINIA 23218-2120

SUPTS. MEMO NO. 35

June 14, 2002

ADMINISTRATIVE

TO:

Division Superintendents

 

FROM:

Jo Lynne DeMary

Superintendent of Public Instruction

 

SUBJECT:

2001-2002 Annual Report on Discipline, Crime and Violence

 

 

The purpose of this memo is to provide information for submitting data on discipline, crime, and violence in public schools for the 2001-2002 school year. Data should be submitted for the 365-day period starting with the first day of your 2001-02 school year. Data submitted will meet the reporting requirements for the following:

 

        Safety indicators for the state School Performance Report Card

        State crime and violence data as required in 22.1-280.1, Code of Virginia

        Federal Individuals with Disabilities Education Act (IDEA) report on suspension and expulsion of students with disabilities

        Federal Safe and Drug-Free Schools and Communities Act

        Federal Gun-Free Schools Act

 

All data should be submitted electronically to the Department of Education (DOE) on or before Friday, September 13, 2002.

 

The data may be maintained locally through any chosen method. However, school divisions should compile the data using either the Excel spreadsheet or a system-generated ASCII flat file. School divisions are required to combine data into one file before it is submitted; no files from individual schools will be accepted. The Department of Education will provide a supplementary workbook that will prepare your Excel spreadsheet for submission. The process to follow for each is listed in the Instructions for Reporting Discipline, Crime, and Violence.

 

The report must be submitted to the Department of Education using the new Web-based data submission. As indicated in SUPTS. Memo No. 61, /administrators/superintendents_memos/2002/inf061.html dated May 3, 2002, school divisions will be able to transfer an ASCII text file directly to the Department of Education. Instructions for this new Web-based data submission process will be available by July 1, 2002.

 

Information related to this data collection process can be downloaded from the Department of Educations website at www.pen.k12.va.us/VDOE/Publications/Discipline/datacoll/coll.htm. Users can select "Reports" at the top of the home page, or "Data and Publications" at the bottom, and then select "Discipline, Crime, and Violence Data Collection" from the "Collections" list to access the following:

        Instructions for reporting discipline, crime, and violence data (include offense codes and ASCII file layout) http://www.pen.k12.va.us/VDOE/Publications/Discipline/datacoll/adm049a.doc

        Excel Spreadsheet (template) http://www.pen.k12.va.us/VDOE/Publications/Discipline/datacoll/Discipline2001.xls

        Supplementary Workbook http://www.pen.k12.va.us/VDOE/Publications/Discipline/datacoll/Discipline2001SUPP.xls

        Instructions for Web-enabled submission (available July 1,2002)

        Time line for submissions http://www.pen.k12.va.us/VDOE/Publications/Discipline/datacoll/Discipline2001timeline.doc

 

Each contact person for the 2001-2002 Annual Report of Discipline, Crime, and Violence should coordinate the collection of the data for the division and submit the report to the Department of Education by the due date. Information on the contact person is included in the excel spreadsheet. If the contact person information is incorrect, please refer to SUPTS. Memo No. 57 dated November 9, 2001 (/administrators/superintendents_memos/2001/adm057.html), for instructions on updating the contact person data through the School and Staff Administration Web-based form.

 

Questions or comments relating to the 2001-2002 Annual Report on Discipline, Crime, and Violence should be directed to (mailto:discipln@pen.k12.va.us) or to Joyce Martin at (804) 225-2966.

 

JLD/JJM/dmb