P.O. BOX 2120



September 26, 2003



Division Superintendents



Jo Lynne DeMary

Superintendent of Public Instruction



2003-04 Fall Student Records Data Collection and Miscellaneous Statistics



To comply with the information and reporting requirements for adequate yearly progress, report cards, and performance indicators of the No Child Left Behind Act of 2001 (NCLB), the Department of Education is implementing a new Student Records Data Collection for the fall reporting for the 2003-2004 school year. The Fall Student Records Data Collection will replace the Fall Membership Report and the final portion of the Report of Dropouts. Supts. Informational Memo No. 75, dated May 2, 2003, included specific information regarding the student record collection, reporting timeframes, and the reports that were being replaced by this collection.


The 2003-04 Fall Student Records Data Collection (STUDENT-FALL) should reflect students records as of October 1, 2003, and will include the 2002-2003 dropouts who returned to school by October 1, 2003. The fall collection also includes a Web-based entry form to collect the following data: Projections for March 31 ADM, Children Receiving Home Instruction and Religious Exemptions, Membership in Applicable English Classes, Grades 6-12, the Number of Dropouts Who Completed a Career and Technical Education Program, the Number of Dropouts Enrolled in Special Education Who Completed a Career and Technical Education Program, and Data for the K-3 Class Size Reduction Program.


Fall membership data are critical to the revision of ADM estimates and are needed to finalize the state budget submitted by the Governor. Since fall membership data are used to revise ADM estimates, your verification report will include two membership reports: (1) membership of all students reported for all ages and grades and (2) membership of school age students in kindergarten through grade 12 that reflects the membership numbers used to revise ADM estimates.


A detailed listing of the data elements on the student record, the aggregate data collected on the Web-based form, and instructions for completing and submitting the data can be found on the Virginia Department of Educations website at Training sessions have been held in each of the eight regions (Supts. Informational Memo No. 107).


Data are required by the Department of Education on or before Wednesday, October 15, 2003. Early submission is strongly encouraged.


Questions or comments relating to the 2003-04 Fall Student Records Data Collection should be directed to Data Administration at or (804) 225-2099.