P.O. BOX 2120
April 13, 2001
TO: Division Superintendents
FROM: Jo Lynne DeMary
Superintendent of Public Instruction
SUBJECT: Amendments to Pupil Accounting Regulations

The Board of Education has adopted amendments to Virginia’s pupil accounting regulations to give local school boards greater flexibility in record keeping and greater authority for determining circumstances under which attendance or absence of students should be counted. These amendments were the subject of a public hearing conducted by the board on October 19, 2000, and they became effective March 28, 2001. A copy of the new regulations, with text showing changes to the previous regulations, is available on DOE’s website at the following location:

One change of relevance to school divisions is the additional authority for school boards to determine when a pupil may be counted present. Section 8 VAC 20-110-40 has been amended to allow a pupil to be counted present when he or she is in attendance for activities and events approved by the school division, in addition to approved school-sponsored field trips or events. Section 8 VAC 20-110-50 specifies that other activities or events for which pupil attendance may be counted shall be approved through procedures adopted by the school board. For example, an activity for which a student may be counted present could be participation as a page or messenger in the Virginia General Assembly, if it has been approved according to school board procedures.

These amendments establish the authority of local school boards to select and implement automated systems for recording pupil enrollment and attendance without the need for expensive customization. The Department of Education’s economic and administrative impact analysis indicated that considerable savings to localities could result from the amendments.

Questions relating to the regulatory changes should be directed to Mr. Jerry Mathews, Virginia Department of Education, P. O. Box 2120, Richmond, VA, 23218, 804-225-2950, or mailto: