P.O. BOX 2120




June 13, 2003




Division Superintendents



Jo Lynne DeMary

Superintendent of Public Instruction



New Procedures for School and Staff Administration Data Collection



General Information


The School and Staff Administration Data Collection (School ID) includes reporting the following information for the 2003-2004 school year:


        School division address and phone information

        Division superintendent or agency administrator

        School year calendar

        Institution (school) address, phone, administration type, operation status, low and high grades, class schedule type, SOL test offered, year round and school annex information

        School principal

        Focus areas (program categories)

        School division staff information

        School division contact information

        Paired schools


This information is the Department of Education's official means of identifying schools for No Child Left Behind (NCLB) reporting, accreditation, assessment, Title I programs, mailings, contacts for Web-based data submissions, and the Virginia Educational Directory.


School division staff information is published in the Department of Education's Virginia Educational Directory. The Educational Directory Web pages are updated nightly and contain current school and staff administration information. Division contact information is used to designate a contact person for various Department of Education data collections and instructional programs.


New Requirement for 2003-2004


The Request to Open/Close a School form that must be submitted by August 1, 2003, for the following updates:


        new schools that will be opening,


        schools that will be closing, or


        changes in the organization of a school, center, or program that will affect the administration type (i.e., a middle school with grades 6-8 changes its grades to 6-12, a combined school; or a high school with grades 9-12 changes to a center/program with no grades).


The form and instructions can be downloaded from the Department of Educations Web site at:


Updates to the school division, school, and staff data can be made through a Web-based form beginning July 1, 2003. The school and staff administration contact person should ensure that the Request to Open/Close a School form as well as all updates through the Web form have been completed by August 1, 2003. After all data for the school division are complete, a verification form provided in the Web-based form must be signed by the superintendent and sent to the Department of Education by August 15, 2003. No further changes will be accepted after this date to open or close a school, update low or high grades, or to identify Title I schools.


Definitions and detailed instructions for updating the information can be downloaded from the Department of Educations website at:



Questions or comments relating to the School and Staff Administration Data Collection should be directed to Data Administration at or (804) 225-2099.