COMMONWEALTH OF VIRGINIA

DEPARTMENT OF EDUCATION

P.O. BOX 2120

RICHMOND, VIRGINIA 23218-2120

SUPTS. MEMO NO. 61

May 3, 2002

INFORMATIONAL

TO:

Division Superintendents

 

FROM:

Jo Lynne DeMary

Superintendent of Public Instruction

 

SUBJECT:

Revised Data Submission Process for Information Technology Data Collections

 

The purpose of this memo is to notify you that no changes will be made in the data requirements for the 2001-02 school year reports that are required by the Office of Information Technology, but revisions will be made in the submission process. The Department of Education is developing a Web-based data submission process for selected data collections that will allow school divisions to transfer an ASCII text file directly to the department rather than submitting the data file as an attachment to an e-mail. The Web-based data submission process is planned for the following data collections:

 

        Report of Graduates, 2001-2002 school year;

        Annual School Report Statistical Section, 2001-2002 school year;

        Report of Dropouts, 2001-2002 school year;

        Annual Report on Discipline, Crime and Violence, 2001-2002 school year; and

        Fall Membership, 2002-2003 school year.

 

The new submission process for these collections will be very similar to the process used by the SpedSys system to transmit data for students with disabilities. Personnel responsible for transmitting data will need Internet access. Data specifications and file layouts are included in Attachments A E for each of the data collections that will use this process.

 

School divisions will continue to have the choice of entering data in a specially-designed Excel spreadsheet that includes edits and procedures for creating the ASCII text file or creating the ASCII text file directly from their student information system following the data specifications and formats in the attached file layouts. Instructions will be included with the Superintendents memo that will be sent later to notify school divisions of each data collection.

 

Should you have any questions or require additional information, please contact Data Administration staff (mailto:DataAdm@mail.vak12ed.edu) or at (804) 225-2099.

 

 

JLD/JCC/dmb

 

 

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/administrators/superintendents_memos/2002/inf061e.pdf