P.O. BOX 2120




July 22, 2005




Division Superintendents



Jo Lynne DeMary

Superintendent of Public Instruction



Student Record Collection Training


To comply with the information and reporting requirements for adequate yearly progress, report cards, and performance indicators of the No Child Left Behind Act (NCLB), the Department of Education implemented the Student Record Collection beginning with the end-of-year reporting for the 2002-03 school year. This data collection replaced major portions or all of the Annual School Report Statistical Section, Report of Graduates, Report of Dropouts, Fall Membership Report, Career and Technical Education CTERS2 Report, Annual Gifted and Talented Report, and March 31 ADM.


Beginning with school year 2005-2006, the Student Record Collection has been updated in order to reduce the number of additional data collections needed due to growing federal and state reporting needs. Ten new data elements were added to capture information needed for Title III reporting, participation in the Governors Early College Scholar Program, NAEP testing, and participation in School Choice and Supplemental Education Services.


Most of the elements in the actual Student Record Collection reflect the date of each collection; however, many of the elements have been updated to make them more appropriate to the specific program involved.


Each students record within a school will be submitted four times a year as follows:


1.              October 15, 2005 This submission will reflect students records as of October 1, 2005. It will replace the 2005 Fall Membership Report. Because these data include the 2004-2005 dropouts who returned to school by October 1, 2005, this submission also replaces the 2004-2005 Dropout Report.


2.              April 15, 2006 This submission will reflect students records as of March 31, 2006. It replaces the March 31 ADM collection; it will be used to calculate some ADM statistics, including those needed by the Virginia High School League, and to report the attendance rate for NCLB.


3.              July 15, 2006 This submission will reflect students records as of the last day of school of the 2005-2006 school year. It will replace the Report of Graduates, the CTERS 2 report, and the majority of the Annual School Report Statistical data.


4.              August 31, 2006 This submission will reflect only students records as of the last day of summer school. It is an abbreviated version of the end-of-year submission and only contains records of students who receive a diploma or certificate during summer school.


The Virginia Department of Education (VDOE) will conduct training sessions for the revised student record data collection. Six training sessions will be held between August 8 and August 19, 2005, in locations throughout the state.

It is recommended that participants include school division student information system contact persons and other personnel who are directly involved with the collection and submission of data for student membership, average daily attendance/membership, graduation, dropouts, etc. Participation is limited to two persons per division.


The locations, dates, materials and directions for the training sessions can be found at:


Questions relating to the Student Records Collection should be directed to Educational Applications at or (804) 225-2099.