Superintendent's Memo #144-10

State seal, Commonwealth of Virginia

Department of Education

June 25, 2010

TO: Division Superintendents

FROM: Patricia I. Wright, Superintendent of Public Instruction

SUBJECT: Procedures for Completing the 2010-2011 Educational Registry Application Data Collection
DUE: August 16, 2010

Information collected in the Educational Registry Application (ERA) is the Department of Education's official means of identifying schools and staff for reporting, mailings, contacts for Web-based data submissions, and the Virginia Education Directory.  The school’s 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.

While divisions are evaluating roles and responsibilities of staff, please remember to keep job categories and titles up-to-date.  There are many reports that are based upon a staff member’s job category.  For example, the job category ‘Principal’ should be accurately assigned so that when the Department of Education produces a list of principals, the information is accurately reflecting each division.  A new job category has been added, Instructional Technology Resource Teacher (ITRT).  In order to generate a statewide contact listing of all Instructional Technology Resource Teachers, divisions are asked to update staff details in ERA for those individuals.  All contact data within ERA must be kept current.

Beginning on July 6, 2010, updates to school division, school, and staff data can be made through the Web-based form contained in the Single Sign-on for Web Systems (SSWS) application.  After all data for the school division are complete, the verification form must be signed by the division superintendent and sent to the Department of Education by August 16, 2010.  After this date, no further changes will be accepted to open or close a school, or to update low or high grades for the 2010-2011 school year.

Questions or comments relating to the Educational Registry Application Data Collection should be directed to Educational Applications at or (804) 371-7875.