Superintendent's Memo #166-09

State seal, Commonwealth of Virginia

Department of Education

June 12, 2009

TO: Division Superintendents

FROM: Patricia I. Wright, Superintendent of Public Instruction

SUBJECT: Procedures for Completing the 2009-2010 Educational Registry Application Data Collection
DUE: August 17, 2009

Information collected in the Educational Registry Application (ERA) is the Department of Education's official means of identifying schools for the No Child Left Behind Act of 2001 (NCLB) reporting, mailings, contacts for Web-based data submissions, and the Virginia Educational Directory. The long name is used in official announcements from the Department, School Report Card, and certificate creation. Additionally, current contact information is used for the Superintendent of Public Instruction's communication with division superintendents. All contact data within ERA must be kept current.

The Request to Open/Close a School form must be submitted by July 31, 2009 for (1) new schools that will be opening, (2) schools that will be closing, and (3) changes in the organization of a school, center, or program that will affect the administration type. The form and instructions can be downloaded from the Department's website at

Updates to the school division, school, and staff data can be made through the Web-based form beginning July 1, 2009. 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 17, 2009. After this date, no further changes will be accepted to open or close a school, or to update low or high grades.

Questions or comments relating to Educational Registry Application Data Collection should be directed to Educational Applications at or (804) 786-3112 (select menu option 6).

PIW / SMW / jag