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Virginia Department of Education

Information on this page is provided by the Office of Educational Information Management.

Staff Contacts

Data Collection

Student Record Collection

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. Questions or comments relating to these collections should be directed to Educational Applications at RESULTSHELP@doe.virginia.gov or (804) 225-2099.

2012-2013 Student Record Collection

• 2012-2013 Student Record Collection, see Superintendent's Memo #198-12

Beginning with the 2012-2013 school year, the Student Record Collection (SRC) contains the following changes:

• The Supplemental Education Services Status Code has been retired.
• The Disability and CTE Finisher Codes have been updated to align with changes in state and federal law.

2012-2013 Support Documents:

• Data Elements 2012-2013 (PDF)  |  (XLS)
• Specifications Document – Miscellaneous Web Collection  (PDF)  |  (Word)
• Layout for Tab-Delimited File (PDF)  |  (Word)
• Specifications for Completing the Student Records Data Collection   (PDF)  |  (Word)
  
  

End-of-Year (EOY) Student Record Data Collection	Due: July 19, 2013
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. 2012-2013 End-of-Year Student Record Collection and Miscellaneous Statistics – Superintendent's Memo #117-13

 

Spring Student Record Data Collection

Due: April 19, 2013

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. 2012-2013 Spring Student Record Collection and Miscellaneous Statistics – Superintendent's Memo #051-13 Understanding the March 31 ADM within the Context of the Student Record Collection (PDF)

 

Fall Student Record Data Collection

Due: Oct. 19, 2012

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. 2012-2013 Fall Student Record Collection & Miscellaneous Statistics – Superintendent's Memo #253-12 Sections of the 2010-2012 Appropriation Act  (PDF) 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)

2011-2012 Student Record Collection

Beginning with the 2011-2012 school year, the Student Record Collection (SRC) contains the following additions:

• New fields to capture disability codes and dollar amounts for Special Education Regional Tuition Reimbursement.
• A new Active Status code to collect data on students participating in Multidivision Online Provider programs (MOPs). 
• New fields to capture student enrollment, participation and tuition paid in Multidivision Online Provider programs (MOPs).
• New fields to collect time and services of special education students in early childhood settings.
• A new field to capture special education parentally placed students.

2011-2012 Support Documents:

• Data Elements 2011-2012 (PDF)  |  (XLS)
• Specifications Document – Miscellaneous Web Collection  (PDF)  |  (Word)
• Layout for Tab-Delimited File (PDF)  |  (Word)
• Specifications for Completing the Student Records Data Collection   (PDF)
  
  

Summer Student Record Data Collection	Due: August 31, 2012
To comply with state and federal information and reporting requirements, school divisions submit information reflecting summer school graduates and CTE finisher information. This collection will be open and accessible through the Single Sign-on for Web Systems (SSWS) starting August 6, 2012. 2011-2012 Summer Student Record Collection – Superintendent's Memo #174-12

Resources

• Race & Ethnicity Data Reporting
• Data Definitions
• Code Values
• FAQs About Enter and Exit Codes (Word)

• Pre-K Experience Scenarios (PDF)
• Dropout Scenarios (Word)
• Membership Scenarios (Word)
• Other Scenarios (Word)

• Introduction to the Student Record Collection (PPT)
• Implementing the New Race Ethnicity Standards in Virginia (PPT)
• Completer Demographics joins the End of Year SRC Presentation (PPT)
• CTE & SRC Worksheet (PDF)

• Managing an Identity Crisis: Forum Guide to Implementing New Federal Race and Ethnicity Categories (PDF)
• Truancy Rate (PDF)
• Dropout Coding Guidelines  (PDF)  |  (Word)
• Legislative Updates from the VESIS Data Conference 2012 (PPT)
• Dropout Calculations Presentation from the VESIS Data Conference 2012 (PPT)
• SRC 2010-2011 Review presentation (PPT)
• SRC Spring Updates March 2011 presentation (PPT)
• SRC 2012-2013 Updates (PPT)
• MOP Scenarios (Word)
• Clarifications of MOPs (Word)
• Approved MOPs (PDF)

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