P.O. BOX 2120





June 11, 2004





Division Superintendents



Jo Lynne DeMary

Superintendent of Public Instruction



Procedures for Completing the School and Staff Administration Data Collection



General Information


The School and Staff Administration Data Collection (School ID) includes reporting the following information for the 2004-2005 school year:


        School division address and phone information

        Division superintendent or agency administrator

        School year calendar

        Institution (school) address, phone, administration type, operation status, low and high grades, class schedule type, SOL test offered, year round and school annex information

        School principal

        Focus areas (program categories)

        School division staff information

        School division contact information

        Paired schools


This information is the Department of Education's official means of identifying schools for No Child Left Behind (NCLB) reporting, accreditation, assessment, Title I programs, mailings, contacts for Web-based data submissions, and the Virginia Educational Directory.

Information for the division superintendent should be updated to include the current e-mail address so that the executive staff has the capability of communicating electronically with division superintendents when information needs to be shared quickly.


School division staff information is listed in the Department of Education's Virginia Educational Directory Web pages. These Web pages are updated nightly and contain current school and staff administration information. Division contact information is used to designate a contact person for various Department of Education data collections and instructional programs.


The Request to Open/Close a School form must be submitted by August 1, 2004, for the following updates:


        new schools that will be opening,


        schools that will be closing, or


        changes in the organization of a school, center, or program that will affect the administration type (i.e., a middle school with grades 6-8 changes its grades to 6-12, a combined school; or a high school with grades 9-12 changes to a center/program with no grades).


The form and instructions can be downloaded from the Department of Educations Web site at:


Updates to the school division, school, and staff data can be made through a Web-based form beginning July 1, 2004. The school and staff administration contact person should ensure that the Request to Open/Close a School form, as well as all other updates, have been completed by August 1, 2004 using the Web form. After all data for the school division are complete, a verification form provided in the Web-based form must be signed by the superintendent and sent to the Department of Education by August 15, 2004. After this date, no further changes will be accepted to open or close a school, update low or high grades, or to identify Title I schools.


Definitions and detailed instructions for updating the information can be downloaded from the Department of Educations website at:


Two training sessions will be held to review the School and Staff Administration Data Collection process. The training locations and dates are:



Date and Time

Northside Middle School Auditorium

6810 Northside High School Road

Roanoke, VA

Friday, June 25, 2004

1 p.m. 3 p.m.

Virginia Department of Education

James Monroe Building, 1st Floor

Rooms C, D, E

101 N. 14th Street

Richmond, VA

Monday, June 28, 2004

1 p.m. 3 p.m.



Questions or comments relating to the School and Staff Administration Data Collection should be directed to Data Administration at or (804) 225-2099.