Superintendent’s Memo #117-13

State seal, Commonwealth of Virginia

Department of Education

May 3, 2013

TO:  Division Superintendents

FROM:  Patricia I. Wright, Superintendent of Public Instruction

SUBJECT:  2012-2013 End-of-Year Student Record Collection and Miscellaneous Statistics
                   DUE: July 19, 2013

To comply with the information and reporting requirements for school report cards and performance indicators of the Elementary and Secondary Education Act (ESEA), the Department of Education is conducting the End-of-Year Student Record Collection (EOY SRC) for the 2012-2013 school year.

The 2012-2013 End-of-Year Student Record Collection should reflect students' records as of the last day of the 2012-2013 school year. The End-of-Year Collection includes a Web-based entry form to collect the number of days in session as well as the number of instructional hours at each school.

New for this year, the Web-based entry form will also collect the number of high school students who earn the one year Uniform Certificate of General Studies or an Associate’s Degree from a community college in the Commonwealth concurrent with a high school diploma.

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 Department of Education's Web site at:

Data must be submitted by divisions on or before the July 19, 2013, deadline. Early submission and verification is strongly encouraged.

The End-of-Year Student Record Collection will be open and accessible through the Single Sign-on for Web Systems (SSWS) on June 10, 2013.

Questions or comments relating to the End-of-Year Student Record Data Collection should be directed to Educational Applications at