P.O. BOX 2120



March 4, 2005



Division Superintendents



Jo Lynne DeMary

Superintendent of Public Instruction



2004-2005 Spring Student Record Collection and Miscellaneous Statistics



To comply with the information and reporting requirements for March 31 ADM, adequate yearly progress, report cards, and performance indicators of the No Child Left Behind Act of 2001 (NCLB), the Spring Student Record Collection for the 2004-2005 school year is due on or before Friday, April 22, 2005. Informational Supts. Memo No. 75, dated May 2, 2003, included specific information regarding the student record collection and reporting time frames.

The 2004-2005 Spring Student Records Data Collection should reflect students records as of March 31, 2005, and will include:

       March 31 average daily membership (ADM) report. The report will replace the March 31 ADM report submitted to the Budget Office for the 2004-2005 school year.


       Adequate Yearly Progress (AYP) - Other academic indicator data by subgroups if a school or division has chosen attendance as the other academic indicator for AYP.


       Annual gifted and talented report. The data requested for the annual gifted and talented report will include the number of students who are identified as gifted by specific program area, by grade, and by ethnicity.


Final entitlements for Standards of Quality accounts (Basic Aid, fringe benefits, etc.) and several other Direct Aid to Public Education accounts for fiscal year 2005 will be based on average daily membership (ADM) as of March 31, 2005. Beginning this school year, the Spring Student Record Collection will be used to collect March 31 ADM for the purpose of determining final Direct Aid entitlements to school divisions.


Any additions to ADM identified after the submission deadline of April 22, 2005, will not be used to adjust final fiscal year 2005 Direct Aid entitlements unless the department receives them on or before May 13, 2005. Reductions to ADM may be submitted to the department at any time; however, school divisions are encouraged to submit these changes on or before May 13, 2005.


In order for the May and June electronic fund transfers (EFT) to reflect school division payments based on final March 31, 2005, ADM, it is important that all school divisions complete the Spring Student Record Collection no later than April 22, 2005. In addition to the electronic submission, the verification report, signed by the division superintendent, must also be submitted by Friday, April 22, 2005. Early submission is strongly encouraged.


A detailed listing of the data elements on the student record, the aggregate data collected on the Web-based form, instructions for completing and submitting the data, and ADM resources will be posted on the Virginia Department of Educations website at

Questions or comments relating to the 2004-2005 Spring Student Record Collection should be directed to Educational Applications at or (804) 225-2099.