P. O. BOX 2120


July 28, 2000
TO: Division Superintendents
FROM: Jo Lynne DeMary
Superintendent of Public Instruction
SUBJECT: Dropout Reporting Revisions

The following information is provided to notify you of changes to the report of dropouts. These changes will be phased in over the next two years to bring Virginia into conformance with federal definitions and guidelines for reporting dropouts. States are requested to report a count of public school dropouts to the National Center for Education Statistics (NCES) through the Common Core of Data (CCD) survey. CCD defines a dropout as an individual who:

1. Was enrolled in school at some time during the previous school year and was not enrolled on October 1 of the current school year; or
2. Was not enrolled on October 1 of the previous school year although expected to be in membership (i.e., was not reported as a dropout the year before); and

3. Has not graduated from high school or completed a state- or district-approved educational program and

4. Does not meet any of the following exclusionary conditions:

a. Transfer to another public school district, private school, or state- or district-approved education program;

b. Temporary school-recognized absence due to suspension or illness; or

c. Death.

1999-2000 Report of Dropout Revisions

Revisions are being made to the 1999-2000 report to begin phasing in changes to meet federal definitions. Additional changes are also being made to exclude information that is no longer needed and to add information needed to meet vocational federal reporting requirements. The 1999-2000 revisions include the following:

A sample copy of the workbook page for the 1999-2000 report of dropouts is attached. The data for the dropout report should be submitted to the Office of Management Information Systems either in the Excel spreadsheet or ASCII flat file format. A superintendent's memo with the final spreadsheet, file layouts, detailed instructions, and a list of edit procedures will be sent to division superintendents and posted on the Department of Educationís website in September 2000. The 1999-2000 dropout report is due to the Department of Education by November 11, 2000.

2000-2001 Report of Dropout Revisions

Since the dropout reporting changes are being phased in over a two-year period, be aware that beginning with the 2000-2001 report of dropouts the following definitions will also apply:

Questions relating to the dropout reporting revisions should be directed to or to Janet Christopher or Bernie Chamberlain at (804) 225-2099.


Attachment /administrators/superintendents_memos/2000/inf145.html