Superintendent's Memo #242-10

State seal, Commonwealth of Virginia

Department of Education

October 1, 2010

TO: Division Superintendents

FROM: Patricia I. Wright, Superintendent of Public Instruction

SUBJECT: Instructional Personnel Report for 2010-2011

The Virginia Department of Education consolidated the collection of instructional personnel information for numerous state and federal requirements, including the No Child Left Behind Act of 2001 (Public Law 107-110) and Title II of the Higher Education Act (HEA). The Instructional Personnel Report should reflect a "snapshot" of your school division's personnel as of October 1, 2010.

The Supply and Demand Report and information on aggregate counts for central office staff and paraprofessionals will be required as part of this collection. Access to these reporting instruments and the instructional personnel survey is available through the Single Sign-on for Web Systems (SSWS). Each school division has designated a contact person who has the password to access the system.

An online instructions manual for the instructional personnel report is accessible through the SSWS system as well as at the following Web site:

School divisions will have two options to report instructional personnel information. In both options, school divisions need to report all sections scheduled for the full school year. The first option is to update data rolled over from last year for each instructional staff member, to add information regarding new employees, and to end employment for instructional personnel who left your division. The second option is to submit a complete file of your instructional personnel via the Web. To assist you in the preparation of the file, you may access the format for this submission at the following Web site:

As required by the No Child Left Behind legislation, school divisions must report whether instructional personnel have completed high quality professional development annually. If your division elects to use the first option to report this data, the response to this question defaults to a "yes" reply; the data will need to be changed only for individuals who have not met this requirement.

Please reference Informational Superintendent's Memorandum Number 43, dated February 23, 2007, regarding the revised criteria to designate teachers highly qualified. You may access the memorandum on the following Web site: It is important to note that effective July 1, 2008, the use of the High Objective Uniform State Standard of Evaluation (HOUSSE) was eliminated with the exceptions specified in the attachment to Supts. Memo No. 43.

The instructional personnel survey was revised in 2006 to address the flexibility allowed for special education. New special education teachers of two or more academic subjects who are highly qualified in either mathematics, language arts, or science have a two-year window in which to become highly qualified in the other core academic subjects and may do this through the High Objective State Uniform Standard of Evaluation (HOUSSE) process. For each assignment in a special education area, you will be asked two questions regarding the highly qualified teacher criteria:

  1. Is the teacher highly qualified for the course taught?
  2. Is the teacher highly qualified by meeting the flexibility criteria?

All requests for licenses should have been submitted to the Division of Teacher Education and Licensure to ensure that all instructional personnel are properly licensed as required by Section 22.1-299 of the Code of Virginia. If you have questions or need assistance with the licensing of your employees, please contact personnel in the Division of Teacher Education and Licensure.

There are several sections associated with this consolidated data collection. School division personnel must review their data, and the superintendent or designee must submit signed verification forms no later than Monday, January 31, 2011, to the Division of Teacher Education and Licensure for each of the following sections. School divisions will need to adhere to this due date as the Department must submit federal reports earlier than in previous years.

  1. 2010-2011 Instructional Personnel and Licensure (IPAL) Verification Report;
  2. 2010-2011 Instructional Personnel and Licensure (IPAL) Survey Data; and
  3. 2010-2011 Supply and Demand Report for School Personnel.

Please be advised that there will be revisions in the collection for the 2011-12 school year. One revision for next year will be the collection of information for all school instructional personnel, regardless of whether they are employed by your division. For example, teachers who are teaching classes of your students but are employed by another entity will need to be included in the report next school year (2011-12). Please prepare for this change in next year's report.

If you have questions regarding licensure, please contact Dr. James Lanham, director of licensure and school leadership, via e-mail at or telephone (804) 371-2471. For questions regarding the supply and demand report, please contact Dr. JoAnne Y. Carver, director of teacher education, via e-mail at or telephone (804) 371-2475. For questions regarding special education and related services personnel questions, contact Paul Raskopf, director of financial and data services for special education and student services, via e-mail at or telephone (804) 225-2080. Technical questions regarding the submission of the report may be directed to Brian Mason, project specialist for teacher education and licensure, via e-mail at or telephone (804) 225-2823.