COMMONWEALTH OF VIRGINIA

DEPARTMENT OF EDUCATION

P.O. BOX 2120

RICHMOND, VIRGINIA 23218-2120

SUPTS. MEMO NO. 228

September 12, 2008

INFORMATIONAL

TO:

Division Superintendents

 

FROM:

Billy K. Cannaday, Jr.

Superintendent of Public Instruction

 

SUBJECT:

Early College Scholars Certificates

 

As a reminder to school divisions, the process for Early College Scholars certificates has been automated to allow school divisions to print these certificates on-site as per Superintendent's Memorandum Informational #79 dated April 4, 2008, available at, http://www.doe.virginia.govsuperintendents_memos/2008inf079.html. To automate the process, each school division will need to continue to designate students who have signed Early College Scholars agreements in the Single Sign-On for Web Systems (SSWS) secure data collection tool during the fall and spring of the school year.

The data entered during the spring collection will be used to create data files for school divisions. Due to the change in the distribution of the Early College Scholars certificates, it is imperative that the data entered into the SSWS be as accurate as possible. Students not identified in the spring records collection will not be included in the data file for printing certificates.

Each division's data file will be available in early May through SSWS. The data file will include an Early College Scholars certificate for each student reported in the spring student records collection. School divisions can print the certificates within the division. The Certificate Generator provides for the creation, storage, and printing of Early College Scholars certificates.

To print the certificates, log in to SSWS and click on Certificate Generator. Click on "Generate Certificates, on the gray menu to the right, which presents the option for printing an Early College Scholars certificate. Click on Early College Scholars and a drop down menu will appear with the specific division and school name(s).

All certificates will be generated as an Adobe PDF file that can be saved and printed on any local printer. Certificates are best printed in color on 60 lb. ivory parchment paper. There will be one certificate per page in the PDF file. The PDF page count can be used to determine the number of sheets of paper required for the certificates.

Certificates may be printed one at a time or batched all together by school or division. School divisions will also have the capability of printing blank certificates. Schools are expected to keep the signed agreement in the student record. For more information, please contact Tracy Fair Robertson, English coordinator, Office of Middle and High School Instruction, by e-mail at Tracy.Robertson@doe.virginia.gov or by telephone at (804) 371-7585; or Joseph A. Wharff, school counseling specialist, Office of Middle and High School Instruction, by e-mail at Joseph.Wharff@doe.virginia.gov,or by telephone at (804) 786-9377.

 

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