Superintendent’s Memo #100-15

State seal, Commonwealth of Virginia

Department of Education

April 24, 2015

TO:  Division Superintendents

FROM:  Steven R. Staples, Superintendent of Public Instruction

SUBJECT: Military Identifier in Student Records

This memorandum provides information to school divisions on the implementation of new legislative requirements for identifying newly-enrolled uniformed services-connected students.  Superintendent’s Memorandum Number 099-15, also issued on April 24, 2015, includes a description of HB 2373 and SB 1354, among the list of legislation approved by the 2015 General Assembly.  These bills require the Virginia Department of Education (VDOE) to establish a process for the identification of newly enrolled uniformed services-connected students by school divisions.  The bills also require school divisions to identify newly enrolled uniformed services-connected students in accordance with the process established by VDOE.  Currently, school divisions are not required to collect this information.

The bills define a "uniformed services-connected student" as a student enrolled in a public school whose parent is serving in either (i) the active component of the U.S. Army, Navy, Air Force, Marine Corps, Coast Guard, or National Guard, the Commissioned Corps of the National Oceanic and Atmospheric Administration, or the Commissioned Corps of the U.S. Public Health Services or (ii) the reserve component of the U.S. Army, Navy, Air Force, Marine Corps, Coast Guard, or National Guard.

The VDOE Student Record Collection (SRC) will provide the mechanism for identifying uniformed services-connected students.  The VDOE’s Office of Educational Information Management (EIM) administers the SRC and will add a field to the SRC for identification of uniformed services-connected students.  Beginning fall 2015, EIM will provide non-identifiable aggregate data on uniformed services-connected students that will be made available to local, state, and federal entities for the purposes of becoming eligible for non-general fund sources and receiving services to meet the needs of uniformed services-connected students residing in the Commonwealth.  Please note that uniformed services-connected students will not be an “accountability subgroup,” and the bill expressly prohibits the use of the data on such students for the purposes of student achievement, the Standards of Accreditation, student-growth indicators, the school performance report card, or any other school rating system.

In addition to this memo, the VDOE will communicate this change in a number of ways.  A July 2015 Superintendent’s Memorandum will detail this and other changes to the SRC for the upcoming school year.  The EIM office will also provide specifications and instructions on the new SRC submission via weekly e-mails to the SRC contacts in every school division (Tuesday Telegrams) and through webinars on changes for the upcoming school year.

The VDOE has committed to engage school divisions in discussion of implementation of this legislation.  If you have questions about the information provided in this memorandum, please contact the Division of Policy and Communications at (804) 225-2092 or via e-mail at