P.O. BOX 2120



June 28, 2002



Division Superintendents



Jo Lynne DeMary

Superintendent of Public Instruction



Designation of the Single Sign-on Account Manager and Backup Account Manager for the School Division


The purpose of this memo is to: 1) provide information about the implementation of new sign-on procedures for Web-based data collections beginning in summer 2002 and 2) notify you of the need to assign an account manager and a backup account manager for the new Single Sign-on for Web-based Systems (SSWS).


In an effort to simplify and standardize the data collection process, the Virginia Department of Education (VDOE) launched two Web-based applications in 2001, the Special Education Web-based Data Collection (SpedSys) and the School and Staff Administration (School ID). Each of these data collections operated in a secure, stand alone, Web-server environment. Because of the success of these collections, the Web-based collection system will be expanded to include six additional collections on or about August 1, 2002. The data collection applications to be added are Annual Report on Discipline, Report of Crime and Violence; Report of Graduates; Report of Dropouts; Fall Membership; Annual School Report, Statistical Section; and Annual School Report, Financial Section.


Since the responsibility for collection, entry, and submission of the data for these collections may be shared in some school divisions, or reside with a single individual in others, the VDOE created the Single Sign-On for Web Systems (SSWS). This system simplifies the process by allowing the school division account manager to assign access rights to individuals so they can sign-on to several applications using a single user login ID and password.


Beginning July 1, 2002, we will start phasing in our Single Sign-on Web-based System for data collections. The first data collections to use the SSWS system will be SpedSys and School ID.


Implementation of the SSWS will require each school division to identify contact persons who will serve as account manager and backup account manager. The account manager will be responsible for assigning and maintaining the user login IDs and passwords for all staff who must enter or submit data on any VDOE Web-based applications. The backup account manager will serve as a backup and assume the responsibilities of the account manager in that person's absence.


Contact information on the SSWS account manager and backup account manager should be provided to the School and Staff Administration (School ID) contact. The contact information must be entered in the School and Staff Administration Data Collection Web-based form that can be accessed from the Department of Education's website at:


Assignments of these contacts must be made and entered on the Web-based form by July 19, 2002. Once these assignments have been entered into the database, VDOE will contact the account manager and backup account manager and provide them with the required login information and complete instructions for maintaining the SSWS.


Refer to Supts. Memo No. 40 for information regarding the School and Staff Administration Data Collection.


Should you have any questions or require additional information, please contact Data Administration (e-mail to: at (804) 225-2099.