Superintendent's Memo #180-11

State seal, Commonwealth of Virginia

Department of Education

July 1, 2011

TO: Division Superintendents

FROM: Patricia I. Wright, Superintendent of Public Instruction


Procedures for Completing the 2011-2012 Educational Registry Application Data Collection including the Other Academic Indicator Selection
DUE: August 31, 2011

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, the 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.

Beginning July 1, 2011, 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 Educational Registry Application Verification and SSWS/Application Security Review Certification forms must be signed by the division superintendent and sent to the Department of Education by August 31, 2011.  After this date, no further changes will be accepted to open or close a school, or to update low or high grades for the 2011-2012 school year.

The 2011-2012 No Child Left Behind Act (NCLB) Other Academic Indicator selection is also made during the ERA collection window.  For a school to make Adequate Yearly Progress (AYP) under NCLB, all schools that do not have a graduating class must meet the participation rate and the annual measurable objectives for reading and mathematics, plus their selected other academic indicator. The choice of attendance, science, history or writing as the other academic indicator also will apply to the “safe harbor” AYP calculation.

School divisions may declare their choice of “other academic indicator” for the 2011-2012 school year through the Educational Registry Application (ERA). Staff members responsible for selecting the indicator should contact the SSWS Account Manager to gain access to this application.

Please make your choice of attendance, science, history or writing using ERA and fax the signed Other Academic Indicator Verification Form to (804) 530-4516 no later than August 31, 2011.

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