P.O. BOX 2120

September 8, 2000


TO: Division Superintendents
FROM: Jo Lynne DeMary
Superintendent of Public Instruction
SUBJECT: 2000 Fall Membership Data Collection

Enclosed is information on the 2000 Fall Membership data collection. The collection includes the following:

All data must be submitted to the Department of Education on or before Monday, October 16, 2000. 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 fall membership report must be submitted electronically, either in the Excel spreadsheet or ASCII flat file format. Only the fall membership contact information and data on the school level counts of fall membership as of September 30, 2000, can be reported in the ASCII flat file format. All other data in the fall membership collection must be reported using the Excel spreadsheet.

A custom-designed fall membership spreadsheet can be downloaded from the Department of Educationís website at by selecting "Reports" at the top of the homepage or "Data and Publications" at the bottom and then selecting "Fall Membership Report 2000-2001" from the "Collections" listing. The complete address to access the fall membership spreadsheet is: Detailed instructions for completing and submitting the report are enclosed.

File layouts are enclosed for those school divisions that prefer to submit the fall membership data as an ASCII flat file. The format for the ASCII flat file layout has been revised.

Information on the contact person for the 2000-2001 fall membership report is required. In the Excel spreadsheet, contact information from the 1999-2000 reporting is provided on the first worksheet and should be updated. For those submitting an ASCII flat file, contact information is requested on the header (A) record.

Each contact person for the Fall Membership Report should coordinate the collection of all data for the division and submit the data by e-mail to by the due date.

Please direct any questions or comments relating to the Fall Membership Report to the e-mail address above or to Data Administration at (804) 225-2099.