P.O. BOX 2120

October 12, 2001

TO: Division Superintendents
FROM: Jo Lynne DeMary
Superintendent of Public Instruction
SUBJECT: Instructional Personnel Data Collection

The Department of Education has consolidated data collections for instructional personnel to meet federal and state reporting requirements for the offices of teacher education and professional licensure, accreditation, budget, special education, instruction, and information technology. To facilitate the collection of instructional personnel information for the 2001-2002 school year, downloadable Excel files have been created for your use. The Excel spreadsheets and instructions may be accessed on the Web at:

To reduce the number of separate requests for similar personnel data, the following requirements have been combined into the Instructional Personnel Data Collection:

  1. K - 3 Primary Class Size Reduction Program Report - due date: Wednesday, November 7, 2001. Item 143 C. 10. C. through F. of Chapter 1073, 2000 Acts of Assembly (2000-2002 appropriation act), contains several provisions regarding participation in the optional K-3 Primary Class Size Reduction program. These provisions require school divisions to provide data to the Department of Education to verify that each school receiving funds through the K-3 Primary Class Size Reduction program has a pupil-to-teacher ratio in kindergarten through grade three as of September 30 that meets the criteria shown in Attachment A.



    To facilitate the collection of data for fiscal year 2002 related to the pupil-to-teacher ratio, a downloadable Excel file named "K-3 Primary Class Size Reduction Program FY 2002" is available for your use. This Excel file contains a data collection template, instructions for entering data into the template, and a certification form that must be signed by the division superintendent.

  3. Local Eligibility License Survey - due date: Wednesday, November 7, 2001. The 2000 General Assembly amended the Code of Virginia to establish a mechanism for local school boards to issue a three-year nonrenewable local eligibility license. Information regarding the issuance of the local eligibility license must be submitted to the Board of Education and the General Assembly. To facilitate collection of the information for the board and the 2002 General Assembly, A downloadable Excel spreadsheet named "Local Eligibility Licenses Report" is available for recording the information.



  5. Instructional Personnel Survey - due date: Friday, December 7, 2001. The consolidated report meets the requirements for; (a) the supply and demand survey to identify critical shortages of teachers and administrative personnel, (b) Title II of the Higher Education Act (HEA) accountability measures on teacher licensing, (c) documentation of compliance with staffing requirements as a prerequisite to accreditation, (d) the U.S. Department of Education report of full-time equivalent personnel employed to provide special education and related services for children with disabilities, (e) the National Center for Education Statistics Common Core of Data Survey, (f) documentation of compliance with Standards of Quality pupil-teacher ratio requirements, and (g) other budget and grade-level/subject area state and federal reporting.
To facilitate the collection of instructional personnel information, a downloadable Excel file named "Instructional Personnel Survey" is available to record the data. The Instructional Personnel Data Collection requests: School divisions are requested to submit the data by e-mail by the due dates listed for each: Questions regarding the specific data requirements should be directed to the following contacts: JLD/dmb