Superintendent's Memo #263-09

State seal, Commonwealth of Virginia

Department of Education

September 18, 2009

TO: Division Superintendents

FROM: Patricia I. Wright, Superintendent of Public Instruction

SUBJECT: 2009-2010 Fall Student Record Collection and Miscellaneous Statistics
DUE: OCTOBER 16, 2009

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 Virginia Department of Education (VDOE) is conducting the Fall Student Records Data Collection. Superintendent's Memo No. 149-09, dated May 22, 2009, included specific information regarding the new student record collection (SRC) elements.

This data collection includes the Fall Membership Report, and a Preliminary Report of Dropouts and Graduates.
The Fall Student Records Data Collection should reflect students' records as of October 1, 2009. The fall collection also includes a Web-based entry form to collect the following data:

Fall membership data are critical to the revision of average daily membership (ADM) estimates and are needed to finalize the state budget submitted by the Governor. Since fall membership data are used to revise ADM estimates, your verification report will include two membership reports: (1) a Funded Fall Membership Report which includes all active students reported for all ages and grades, and (2) an enrollment report of full-time, "school age" students aggregated by school, grade, and applicable program(s).

A detailed listing of the data elements on the student record, the aggregate data collected on the Web-based form, and instructions for completing and submitting the data can be found on the VDOE's website at

Data are required by the VDOE on or before October 16, 2009. Early submission is strongly encouraged.

The Fall Student Record Collection will be open and accessible through the Single Sign-on for Web Systems(SSWS) on October 1, 2009.

Questions or comments relating to the Fall Student Records Data Collection should be directed to Educational Applications at or (804) 786-3112 (option 4).