P. O. BOX 2120
September 3, 1999


TO: Division Superintendents
FROM: Paul D. Stapleton
Superintendent of Public Instruction
SUBJECT: 1999 Fall Membership Data Collection

Enclosed is information on the 1999 Fall Membership data 
collection. The collection includes the following:

 *Fall Membership as of September 30, 1999 by School 
 *Projection of March 31 Average Daily Membership for   
    School Years 1999-2000, 2000-2001 and 2001-2002 
 *Pupil/Teacher Ratios:  Standards of Quality No.1-G,   
    Instructional Personnel, 1999-2000
 *Number of Students Receiving Home Instruction, as of  
    September 30, 1999  

All data must be submitted to the Department of Education on 
or before Friday, October 15, 1999.  Early submission is 
strongly encouraged.  Fall Membership data are critical to 
the revision of ADM estimates and are needed to finalize the 
overall state budget submitted by the Governor.  The November 
budget deadline necessitates a very aggressive timeline for 
the fall membership reporting.

The report can be completed using either Excel 5.0 or Excel 
97.  A custom-designed Fall Membership spreadsheet can be 
downloaded from the Department of Education's website at by selecting "Data and Publications" and 
then selecting "Fall Membership Report 1999-2000" from the 
"Collections" listing.  The complete address is
coll.htm to access the Fall Membership spreadsheet. Detailed 
instructions for completing and submitting the report are 

File layouts are enclosed for those school divisions that 
prefer to submit the Fall Membership data as an ASCII flat 
file.  We strongly urge school divisions to submit the Fall 
Membership report electronically.  If your school division is 
unable to submit the reports in electronic format, please 
have the Fall Membership 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 1999-2000 Fall 
Membership 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.  

Each contact person for the Fall Membership 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, please 
submit forms to the address listed below.   

Please direct any questions or comments relating to the Fall 
Membership Report 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
                         (804) 225-2099