P.O. BOX 2120

July 14, 2000

TO: Division Superintendents
FROM: Jo Lynne DeMary
Superintendent of Public Instruction
SUBJECT: Follow Up to Superintendent's Memorandum No. 90
Annual Report on Discipline, Crime and Violence
1999-2000 Year

The purpose of this memo is to provide instructions for submitting data on discipline, crime and violence in public schools for the 1999-2000 year. Data should be reported for the 365-day period starting with the first day of your 1999-2000 school year. In order to eliminate duplicating data submission, the Department of Education has combined five separate reporting requirements. They are as follows: safety indicators for the state School Report Card, all state crime and violence requirements, all federal Individuals with Disabilities Education Act [IDEA] requirements, all federal Safe and Drug Free Schools and Communities Act requirements, and all federal Gun Free Schools Act requirements.

Each designated contact person for the discipline, crime and violence report should coordinate the collection of the data for the division. The discipline, crime and violence data should be submitted using either the Excel spreadsheet or the ASCII flat file. The completed Excel file should be named disxxx00.xls (where xxx is the three-digit school division number). The completed ASCII file should be named disxxx00.txt (where xxx is the three-digit school number). All data for a school division must be combined into one file before it is submitted; no files will be accepted from individual schools. Please submit the discipline data by e-mail to by September 15, 2000. A verification of data submitted by school divisions will be conducted prior to release of any data.

The Excel worksheet, Excel file layout, ASCII flat file format, offense codes listing and offense codes definitions can be downloaded from the Department of Educationís website at Users can access the ASCII file and the Excel spreadsheet by selecting "Reports" at the top of the DOE Home Page or by selecting "Data and Publications" at the bottom of the DOE Home Page. After selecting either option, the user can then select "Discipline, Crime and Violence Data Collection, 1999-2000" from the "Collections" list. The Excel file description, the ASCII file layout, offense codes, and offense definitions were all attachments to Superintendent's Memorandum #90, dated October 22, 1999, and may provide assistance in meeting these reporting requirements.

The complete address to access the above information is:

This memorandum contains the following attachments:

Attachment A: Sample Spreadsheet

Attachment B: Information for Sample Spreadsheet

Attachment C: Frequently Asked Questions

Questions regarding data entry for this report may be directed to or to Paul Raskopf, Office of Special Education and Student Services at (804) 225-2080.

Questions regarding the use of the Excel spreadsheet, ASCII flat file, or any questions related to the submission of the file should be directed to or to Janet Christopher, Management Information Systems, at (804) 786-1212.