Superintendent’s Memo #155-14

State seal, Commonwealth of Virginia

COMMONWEALTH of VIRGINIA
Department of Education

June 13, 2014

TO:  Division Superintendents

FROM:  Steven R. Staples, Superintendent of Public Instruction

SUBJECT:  2013-2014 End of Year Master Schedule Collection

In order to comply with the reporting requirements of Indicators (b)(1), (b)(2), and (b)(3) of the State Fiscal Stabilization Fund (SFSF) Assurances, school divisions are required to submit data for the End of Year Master Schedule Collection (EOY MSC).  The Master Schedule Collection assists in fulfilling:

The EOY MSC will include course-level data by student and teacher for all students grades K-12.  Final grade reporting is required for grades 6-12.  This data should reflect information for fall 2013, spring 2014, and summer 2014.

Beginning with school year 2013-2014, the Secondary Enrollment Demographics Form (SEDF) data, collected by the Office of Career and Technical Education (CTE), will be reported through the MSC.  SEDF data are used to determine the Standards of Quality (SOQ) add-on funding for career and technical education.  As a result, several elements have been added to collect the required information.  The final summary reports will still be available through the SEDF application in the Single Sign-on for Web Systems (SSWS) portal, but data collection will be completed exclusively through the MSC.

In order for the Virginia Department of Education to comply with the SFSF assurances and to meet Standards of Quality add-on funding deadlines, it is important that all school divisions complete a successful submission of the End of Year Master Schedule Collection no later than Friday, August 29, 2014.  In addition to the electronic submission, the MSC and SEDF verification reports, signed by the division superintendent, must also be submitted by Tuesday, September 30, 2014.  Early submission is strongly encouraged.

A detailed listing of the data elements on the EOY MSC will be posted on the Virginia Department of Education’s Web site at http://www.doe.virginia.gov/info_management/data_collection/master_schedule_collection/index.shtml.

Questions or concerns relating to the 2013-2014 EOY MSC should be directed to Educational Applications by e-mail at RESULTSHELP@doe.virginia.gov or by phone at (804) 225-2099.

Questions regarding the CTE Secondary Enrollment Demographics Form should be directed to George Willcox, coordinator of planning, administration and accountability, Office of Career and Technical Education, by e-mail at cte@doe.virginia.gov or telephone at (804) 225-2052.

Questions regarding career and technical education SOQ add-on funding should be directed to the Budget Office by e-mail at doebudgetoffice@doe.virginia.gov or telephone at (804) 225-2025.

More details about the State Fiscal Stabilization Fund may be accessed on the VDOE Web site at         http://www.doe.virginia.gov/school_finance/arra/stabilization/index.shtml.  More information on Indicators (b)(1), (b)(2), and (b)(3) can be found on the SFSF Phase 2 Application, pages 59-63.  Questions about indicator (b)(1) should be directed to Bethann Canada, director, Office of Educational Information Management, by e-mail at Bethann.Canada@doe.virginia.gov or by phone at (804) 225-2951.  Questions about indicators (b)(2) and (b)(3) should be directed to the Office of Student Assessment by e-mail at student_assessment@doe.virginia.gov or by phone at (804) 225-2102.

SRS/SMW/aly