P. O. BOX 2120

June 18, 1999


TO: Division Superintendents
FROM: Paul D. Stapleton
Superintendent of Public Instruction
SUBJECT: 1998-99 Annual School Report - Statistical Secti

1998-99 Annual School Report - Statistical Secti

 The Annual School Report Statistical Section for the 1998-99 school year should be completed and returned to the
 Department of Education no later than September 15, 1999. Early submission is encouraged. 

 The statistical section of the Annual School Report for the 1998-99 school year has been revised to include attendance
 data required for the School Performance Report Card (SPRC) and also to eliminate information no longer needed by the
 Department of Education (refer to Informational Supts. Memo No. 61 dated March 19, 1999). These revisions include: 

 * the average daily attendance (ADA) at the division level; 

 * the average daily membership (ADM) at the division level; and 

 * the average daily attendance percentage at the school level for reporting on the SPRC. 

 A custom-designed Annual School Report - Statistical Section (ASRSTAT) spreadsheet can be downloaded from the
 Department of Education's website at by selecting "Data and Publications" and then selecting
 "Annual School Report Statistical 1998-99." The complete address is to access the ASRSTAT spreadsheet. The ASRSTAT
 report can be completed using either Excel 5.0 or Excel 97. Detailed instructions for completing and submitting the report
 are attached. An instructional video on completing the Excel spreadsheet is being developed and will be made available
 upon request by calling (804) 225-2099.  

 File layouts are attached for those school divisions that prefer to submit the ASRSTAT data as an ASCII flat file. We
 strongly urge school divisions to submit the ASRSTAT report electronically. If your school division is unable to submit the
 reports in electronic format, please have the ASRSTAT report contact person write or fax the Data Administration Office
 in the Department of Education to request paper forms. 

 Information on the contact person for the 1998-1999 ASRSTAT report is required. In the Excel spreadsheet, contact
 information is requested on the first worksheet. For those submitting an ASCII flat file, contact information is requested on
 the header record. The contact information requested for ASRSTAT reporting will no longer be included on the School
 Administration Data Collection in July 1999. 

 Each contact person for the ASRSTAT report should coordinate the collection of the data for the division and submit the
 data by e-mail to by the due date. If electronic submission is not possible, forms should be sent to
 the address listed below. 

 Questions or comments relating to the Annual School Report Statistical Section should be directed to: 
                                      Data Administration

                             Office of Management Information Systems 
                                 Virginia Department of Education 
                              P.O. Box 2120, 101 N. 14th St., 22nd Floor 
                                  Richmond, Virginia 23218-2120 
                                    Telephone: (804) 225-2099 
                                      Fax: (804) 371-8978


            A hard copy of this memeo and its attachments will be sent to the superintendent's office.