P.O. BOX 2120



June 29, 2007



Division Superintendents



Billy K. Cannaday, Jr.

Superintendent of Public Instruction



2007-2008 Student Record Collection


To comply with the information and reporting requirements for adequate yearly progress, report cards, and performance indicators of the No Child Left Behind Act of 2001 (NCLB), the Department of Education implemented the Student Record Collection (SRC) beginning with the end-of-year reporting for the 2002-03 school year. This ongoing data collection program continues to reduce the data reporting burden on school divisions and helps bring continuity and validity to all the enrollment-based collections at the Department of Education.


Beginning with school year 2007-2008, the Student Record Collection will include nine new data elements and one new reporting rule.


Of the nine new elements, one is needed to calculate the National Governors Association (NGA) Graduation Rate that has been adopted by the Board of Education and another will capture diploma seal attainment information. The remaining seven elements will be used to collect Career and Technical Education (CTE) data previously collected on the annual Completer Demographics report. Beginning in 2007-2008, the CTE Completer Demographics report will be compiled using data from the End-of-Year SRC instead of the Excel spreadsheet report that has been required in the past.


The new reporting rule will only affect the Fall SRC and it requires that all active, non-graduates from the previous End-of-Year SRC be included on the Fall SRC. For the students who did not return to your division in the fall, a record with the appropriate Exit/Withdrawal Code will be required.


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


1.              Fall SRC due: October 15, 2007 This submission will reflect students records as of October 1, 2007. There will be several verification reports for this submission including Funded Fall Membership, LEP enrollment, K-3 Class Size Reduction, and the preliminary Dropout Report.


2.              Spring SRC due: April 18, 2008 This submission will reflect students records as of March 31, 2008. The March 31 ADM, the NCLB percent of attendance, the Career and Technical Education CTERS2 report, a pre-kindergarten experience report and the Virginia High School League ADM report are among the verification reports for this collection.


3.              End-of-Year SRC due: July 15, 2008 This submission will reflect students records as of the last day of school of the 2007-2008 school year. The preliminary graduation report, the end-of-the-year ADM and membership reports, the gifted and talented reports and a listing of potential dropouts will be included for verification with this submission.


4.              Summer SRC due: August 31, 2008 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. Beginning in 2007-2008, the NGA Graduation Rate will be included in the 2008 Final Graduate Report.


The instructions and other resources for the 2007-2008 Student Record Collection can be found at:


Questions relating to the Student Records Collection should be directed to Educational Applications at or (804) 786-3112.