P.O. BOX 2120



June 9, 2006



Division Superintendents



Patricia I. Wright

Acting Superintendent of Public Instruction



Procedures for Completing the School and Staff Administration Data Collection




General Information


The School and Staff Administration Data Collection (School ID) includes reporting the following information for the 2006-2007 school year:


        School division address and phone information

        Name of division superintendent or agency administrator

        Superintendents designee

        School year calendar

        Paired schools

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

        Name of school principal

        Focus areas (program categories)

        School division staff information

        School division contact information (new contact types added)


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


Information for the division superintendent should be updated to include the current e-mail address so that the executive staff has the capability of communicating electronically with division superintendents when information needs to be shared quickly.

School division staff information is listed in the Department of Education's Virginia Educational Directory Web pages. These 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.


The Request to Open/Close a School form must be submitted by August 1, 2006, for (1) new schools that will be opening, (2) schools that will be closing, and (3) changes in the organization of a school, center, or program that will affect the administration type. The form and instructions can be downloaded from the Departments website at:


Updates to the school division, school, and staff data can be made through a Web-based form beginning July 5, 2006. The school and staff administration contact person should ensure that the Request to Open/Close a School form and all other updates have been completed by August 1, 2006. 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, 2006. After this date, no further changes will be accepted to open or close a school, or to update low or high grades.


Definitions and detailed instructions for updating the information can be downloaded from the Departments website at:


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