Data Collection

Student Record Collection

News & Announcements

June 11, 2010 – Reporting requirements have changed for some portions of the Student Record Collection for the 2010-2011 school year. See Superintendent's Memo #135-10

New Race & Ethnicity Data Reporting
To give a better snapshot of the ethnic and racial diversity of students, the U.S. Department of Education (USED) issued new guidelines for the collection of student information. Beginning with the 2010-2011 school year, divisions and states are required to follow new federal standards for collecting and reporting individual-level race and ethnicity data. The information will be used for federal reporting. Race & Ethnicity Data Reporting

The Student Record Collection system enables the commonwealth and its school divisions to comply with the information and reporting requirements of No Child Left Behind (NCLB). The system also reduces the reporting burden on school divisions and ensures continuity and validity in all enrollment-based data collections.

2009-2010 Student Record Collection

Fall Student Record Data Collection

Due: Oct. 16, 2009

To comply with state and federal information and reporting requirements, school divisions submit information reflecting student records as of October 1. The reported information is used to revise average daily membership (ADM) estimates and to finalize the state budget submitted by the governor.

2009-2010 Fall Student Record Collection and Miscellaneous Statistics – Superintendent's Memo #263-09
Understanding Funded Fall Membership within the context of the Student Record Collection (PDF) (Word)
Guidelines for Reporting Teacher Salary Data (PDF) (Word)
K - 3 Primary Class Size Reduction Program - User Guide (PDF) (Word)

Spring Student Record Data Collection

Due: April 23, 2010

To comply with state and federal information and reporting requirements, school divisions submit information reflecting student records as of March 31. The reported information is used to determine final SOQ accounts (basic aid, fringe benefits, etc.) and several other direct aid to public education accounts.

2009-2010 Spring Student Record Collection and Miscellaneous Statistics – Superintendent's Memo #050-10
Understanding March 31 Average Daily Membership (ADM) Within the Context of the Student Record Collection (PDF) (Word)

End-of-Year (EOY) Student Record Data Collection

Due: July 16, 2010

To comply with state and federal information and reporting requirements, school divisions submit information reflecting student records as of the last day of the school year. In addition, school divisions report the number of days in session and instructional hours.

2009-2010 End-of-Year Student Record Collection and Miscellaneous Statistics – Superintendent's Memo #117-10

Course Enrollment Data Collection (CEDC)

Due: Spetember 15, 2010

To support state and national initiatives focused on assessing students' preparedness for success after high school, school divisions report student-level course enrollment data. The information is contingent upon a successful EOY Student Record Data Collection submission and is also used to complete a national survey of science and mathematics education indicators.

Course Enrollment Data Collection (CEDC), Due: September 15, 2010 - Superintendent's Memo #137-10, June 11, 2010
Procedures for completing CEDC submission (PDF)
CEDC Assignment Codes (PDF)
Layout for Tab-Delimited File (Word)

Summer Student Record Data Collection	Due: TBA
To comply with state and federal information and reporting requirements, school divisions submit information reflecting summer school graduates and CTE finisher information.

2009-2010 Support Documents:

Sections of the 2008-2010 Appropriation Act (Chapter 781, 2009 Acts of Assembly) (PDF) (Word)

2009 - 2010 Layout for Tab-Delimited File (PDF) (Word)

Data Elements 2009 - 2010 (PDF) (XLS)

Specifications Document - Miscellaneous Web Collection (PDF) (Word)

Specifications for Completing the Student Records Data Collection (PDF) (Word)

2010-2011 Student Record Collection

2010-2011 Student Record Collection, seeSee Superintendent's Memo # 135-10

Fall Student Record Data Collection	Due: TBA
To comply with state and federal information and reporting requirements, school divisions submit information reflecting student records as of October 1. The reported information is used to revise average daily membership (ADM) estimates and to finalize the state budget submitted by the governor.

Spring Student Record Data Collection	Due: TBA
To comply with state and federal information and reporting requirements, school divisions submit information reflecting student records as of March 31. The reported information is used to determine final SOQ accounts (basic aid, fringe benefits, etc.) and several other direct aid to public education accounts.

End-of-Year (EOY) Student Record Data Collection	Due: TBA
To comply with state and federal information and reporting requirements, school divisions submit information reflecting student records as of the last day of the school year. In addition, school divisions report the number of days in session and instructional hours.

Course Enrollment Data Collection (CEDC)	Due: TBA
To support state and national initiatives focused on assessing students' preparedness for success after high school, school divisions report student-level course enrollment data. The information is contingent upon a successful EOY Student Record Data Collection submission and is also used to complete a national survey of science and mathematics education indicators.

Summer Student Record Data Collection	Due: TBA
To comply with state and federal information and reporting requirements, school divisions submit information reflecting summer school graduates and CTE finisher information.

2010-2011 Support Documents:

Data Elements 2010 - 2011 (PDF) (XLS)

Resources

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