P.O. BOX 2120



September 17, 2004



Division Superintendents



Jo Lynne DeMary

Superintendent of Public Instruction



2004-05 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 conducting the Fall Student Records Data Collection. This data collection replaces 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 Fall Student Records Data Collection should reflect students records as of October 1, 2004, and will include the 2003-2004 dropouts who returned to school by October 1, 2004. The fall collection also includes a Web-based entry form to collect the following data:


        Projections for March 31 ADM,

        Number of Children Receiving Home Instruction and Religious Exemptions,

        Membership in Applicable English Classes, Grades 6-12,

        Number of Children Enrolled in the Head Start program,

        Number of Dropouts Who Completed a Career and Technical Education Program,

        Number of Dropouts Enrolled in Special Education Who Completed a Career and Technical Education Program,

        Data for the k-3 Class Size Reduction Program, and

        Data from Title I schools in AYP improvement for Year 1, 2, or 3.


Fall membership data are critical to the revision of average daily membership (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.


Nine data elements have been added or changed since the last school year including: requiring the tuition code for the fall collection, adding a grade code to accommodate post high school students who return only to take a Standards of Learning test, revising the three Career and Technical Education fields, and adding four fields for EIMS participants.


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


Data are required by the Department of Education on or before Friday, October 15, 2004. Early submission is strongly encouraged.


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