Data Collection

Educational Registry Application

Information collected in the Educational Registry Application (ERA) is the Department of Education's official means of identifying schools for the No Child Left Behind Act of 2001 (NCLB) reporting, mailings, contacts for Web-based data submissions, and the Virginia Educational Directory. The long name is used in official announcements from the Department, School Report Card, and certificate creation. Additionally, current contact information is used for the Superintendent of Public Instruction's communication with division superintendents. All contact data within ERA must be kept current.

2011-2012 Collections

2011-2012 Educational Registry Application (ERA) & Other Academic Indicator

Due: Aug. 31, 2011

ERA – Collection for School ID, division superintendent, designated contacts and central office staff updates.

Other Academic Indicator – As required by federal law, Virginia schools and school divisions – in addition to the annual benchmarks in reading and mathematics – must also meet annual objectives for progress on an “other academic indicator.” Prior to the start of the school year, school divisions, elementary schools and middle schools select one of the following as an academic indicator: attendance, science, writing or history/social science. For high schools and other schools with a graduating class, graduation is the other academic indicator.

Procedures for Completing the 2011-2012 Educational Registry Application Data Collection including the Other Academic Indicator Selection – Superintendent's Memo #180-11

Authorization of Signatures in Absence of Division Superintendent – Superintendent's Memo #155-11
NCES Identifiers for New Schools in 2010-2011 and 2011-2012 – Superintendent's Memo #143-10
Reporting Resources:
- Request to Open/Close a School Form (Word) Revised 4/24/2009
- Single Sign-on for Web Systems
- Quick Reference Guide (PDF)
- Guidelines for Completing the Long Name of a School (PDF)

2010-2011 Collections

SSWS Account Managers for Regional Centers

Due: July 1, 2010

On December 15, 2009, the Office of Student Services notified regional centers that beginning with the current 2009-2010 school year, regional centers/programs will submit their own Discipline, Crime, and Violence (DCV) data. In order to facilitate that requirement, all regional centers need to have a Single Sign-on for Web Systems (SSWS) Account Manager on file.

Reporting Resources

SSWS account manager designation and access for Regional Centers (Word) – Memo, April 7, 2010
SSWS and ERA Designation Form (Word)

Triennial School Census

Due: Aug. 15, 2008

The triennial census count is used to distribute the estimated one percent state sales and use tax proceeds to school divisions as a part of the Basic Aid funding formula. School divisions are required to submit a summary count of all persons ages 5-19 residing in their respective counties, cities, and towns. This single statistic will be reported to the Virginia Department of Education via the Educational Registry Application in Single Sign-on for Web Systems (SSWS). Division superintendents are required to sign a verification report indicating the census count is correct as submitted.
The next Triennial School Census will be conducted in 2011.

Reporting Resources

2008 Triennial School Census – Superintendent's Memo, Administrative #53, Dec. 14, 2007
Instructions for Conducting the 2008 Triennial School Census (PDF)
Enumeration Form (Word)
Ideas for the 2008 Triennial School Census (PDF)
Sample of Roanoke City Public Schools Census Procedure (PDF)

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