Superintendent's Memo #082-09

State seal, Commonwealth of Virginia

Department of Education

March 27, 2009

TO: Division Superintendents

FROM: Patricia I. Wright, Superintendent of Public Instruction

SUBJECT: Early College Scholars Certificates

Beginning in 2007-2008, the process for Early College Scholars certificates was automated enabling school divisions to print these certificates on-site. School divisions must designate students who have signed Early College Scholars agreements in the Educational Information Management System (EIMS) during the fall and spring of the school year in order for them to receive a certificate.

The data entered during the spring collection will be used to prepare the certificates and must be accurate. Students not identified in the spring records collection will not be included in the data file for printing certificates.

Beginning in early May, school divisions will be able to print a certificate for each student reported in the spring student records collection. School divisions must print the certificates within the division using the Single Sign-On for Web Systems (SSWS) secure data collection tool. The Certificate Generator provides for the creation, storage, and printing of Early College Scholars certificates.

To print the certificates, log in to SSWS, and click on Certificate Generator. Click on "Generate Certificates,” on the gray menu to the right, which presents the option for printing Early College Scholars certificate. Click on “Early College Scholars” and a drop down menu will appear with the specific division and school name(s).

All certificates will be generated as an Adobe PDF file that can be saved and printed on any local printer. There will be one certificate per page in the PDF file. The PDF page count can be used to determine the number of sheets of paper required for the certificates.

Certificates may be printed one at a time or batched all together by school or division. School divisions will also have the capability of printing blank certificates.

For more information, please contact Tracy Fair Robertson, English coordinator, Office of Middle and High School Instruction, by e-mail at or by telephone at (804) 371-7585; or Joseph A. Wharff, school counseling connections specialist, Office of Career and Technical Education, by e-mail at or by telephone at (804)225-3370.

PIW / TFR / JAW / yba