Student Record Collection
The Student Record Collection system enables the commonwealth and its school divisions to comply with the information and reporting requirements of the Every Student Succeeds Act (ESSA). The system also reduces the reporting burden on school divisions and ensures continuity and validity in all enrollment-based data collections. Questions or comments relating to these collections should be directed to Educational Applications at RESULTSHELP@doe.virginia.gov.
2021-2022 Student Record Collection
- 2021-2022 Student Record Collection, Refer to Superintendent’s Memo 190-21-This is a PDF document.
2021-2022 Support Documents
- 2021-2022 SRC Webinar-This is a PPT presentation.
- Data Elements 2021-2022 Excel | PDF
- Header 2021-2022-This is an excel spreadsheet.
- Layout for Tab-Delimited File-This is a Word document.
- Specifications for Completing the Student Record Collection-This is a Word document.
- Specifications Document – Miscellaneous Web Collections-This is a Word document.
2020-2021 Student Record Collection
- 2020-2021 Student Record Collection, Refer to Superintendent’s Memo 191-20-This is a Word document.
2020-2021 Support Documents
- 2020-2021 SRC Webinar-This is a PPT presentation.
- Data Elements 2020-2021 Excel | PDF
- Header 2020-2021-This is an excel spreadsheet.
- Layout for Tab-Delimited File-This is a Word document.
- Specifications for Completing the Student Records Data Collection-This is a Word document.
- Specifications Document – Miscellaneous Web Collections-This is a Word document.
Fall – Due: October 16, 2020
- Superintendent’s Memo 234-20-This is a Word document.
- Understanding Funded Fall Membership within the context of the Student Record Collection (Updated Version Coming Soon)
Spring – Due: April 16, 2021
- Superintendent’s Memo 063-21-This is a PDF document.
- Understanding March 31 ADM within the context of the Student Record Collection-This is a PDF document.
End-of-Year (EOY) – Due July 9, 2021
In order to comply with the information and reporting requirements for school quality profiles and performance indicators of the Every Student Succeeds Act (ESSA), school divisions are required to submit data for the End-of-Year (EOY) Student Record Data Collection.
- Superintendent's Memo 096-21-This is a PDF document.
- Submission due July 9, 2021
- Electronic verifications due July 23, 2021
Summer – Due: August 20, 2021
To comply with state and federal information and reporting requirements, school divisions submit information reflecting summer school graduates and CTE finisher information. This collection will be open and accessible through the Single Sign-on for Web Systems (SSWS) starting August 2021.
- Reminder: This collection includes Remedial Summer School participation data.
Resources
Coding
- Code Values
- Data Definitions
- Dropout Coding Guidelines (PDF) | (Word)
- Guidance for PK Funding and PK Experience Codes (PDF) | (Word)
- Virginia Preschool Initiative State Funding Based on Student Enrollment - Fall Student Record Collection
- PK Experience Code Crosswalk (PDF) | (Word)
- Race & Ethnicity Data Reporting
- Truancy Rate (PDF)
Scenarios
- Membership Scenarios (Word)
- MOP Scenarios (Word)
- Other Scenarios (Word)
Trainings & PowerPoints
- Applying Chronic Absenteeism to Accountability-This is a PPT presentation.
- Chronic Absenteeism Calculation Webinar-This is a PPT presentation.
- Additional resources on Chronic Absenteeism
- Classifying and reporting English language learners (ELs) and Immigrant Students (PDF)
- Dropout Calculations Presentation from the VESIS Data Conference 2012 (PPT)
- Implementing the New Race Ethnicity Standards in Virginia (PPT)
- Introduction to the Student Record Collection (PPT)
- Managing an Identity Crisis: Forum Guide to Implementing New Federal Race and Ethnicity Categories (PDF)
Tuesday Telegram
- Tip of the Week - Read all Tip of the Week items distributed in the Tuesday Telegram.