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.
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 19, 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 19, 2021
- Electronic verifications due July 23, 2021
2019-2020 Student Record Collection
- 2019-2020 Student Record Collection, Refer to Superintendent’s Memo 170-19-This is a Word document.
2019-2020 Support Documents
- 2019-2020 SRC Webinar-This is a PPT presentation.
- Data Elements 2019-2020-This is a XLS document.Excel | PDF
- Header 2019-2020-This is a XLS document.
- 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, 2019
- Superintendent's Memo 222-19-This is a Word document.
- Understanding Funded Fall Membership within the context of the Student Record Collection-This is a Word document.
Spring – Due: April 17, 2020
- Superintendent's Memo 040-20-This is a Word document.
- Understanding March 31 ADM within the context of the Student Record Collection-This is a Word document.
End-of-Year (EOY) – Due July 10, 2020
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 095-20-This is a Word document.
- Submission due July 10, 2020
- Electronic verifications due July 24, 2020
Summer – Due: August 21, 2020
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 2020.
- Reminder: This collection includes Remedial Summer School participation data.
2018-2019 Student Record Collection
- 2018-2019 Student Record Collection, Refer to Superintendent’s Memo 196-18
2018-2019 Support Documents
- 2018-19 SRC Kickoff Webinar-This is a PPT presentation.
- Data Elements 2018-2019-This is a XLS document.
- Header 2018-2019-This is a XLS document.
- 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 18, 2018
- Superintendent's Memo 262-18-This is a Word document.
- Understanding Funded Fall Membership within the context of the Student Record Collection-This is a Word document.
Spring – Due: April 19, 2019
In order to comply with the information and reporting requirements for March 31 average daily membership, report cards, and performance indicators of the Elementary and Secondary Education Act (ESEA), school divisions are required to submit data for the Spring Student Record Collection (SPR SRC).
- Superintendent’s Memo 052-19-This is a Word document.
- Understanding March 31 ADM within the context of the Student Record Collection-This is a Word document.
End-of-Year (EOY) – Due July 12, 2019
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 083-19-This is a Word document.
- Submission due July 12, 2019
- Electronic verifications due July 26, 2019
Summer – Due: August 23, 2019
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 2019.
- Reminder: This collection includes Remedial Summer School participation data.
2017-2018 Student Record Collection
- 2017-2018 Student Record Collection, Refer to Superintendent’s Memo 218-17
2017-2018 Support Documents
- 2017-2018 SRC Kick-Off Webinar (PDF) (PPT)
- Data Elements 2017-2018 (PDF) (XLS)
- Header 2017-2018-This is a XLS document. (XLS)
- Layout for Tab-Delimited File (PDF) (XLS)
- Sections of the 2016-2018 Appropriation Act and Other Regulations (PDF)
- Specifications for Completing the Student Records Data Collection (PDF) (Word)
- Specifications Document – Miscellaneous Web Collections-This is a Word document.
Fall – Due: October 18, 2017
To comply with state and federal information and reporting requirements, school divisions submit information reflecting student records as of October 1. The reported information is used to revise average daily membership (ADM) estimates and to finalize the state budget submitted by the governor.
- Understanding Funded Fall Membership within the context of the Student Record Collection (PDF) (Word)
- Guidelines for Reporting Teacher Salary Data (PDF) (Word)
- K-3 Manual (PDF) (Word)
Spring – Due: April 20, 2018
In order to comply with the information and reporting requirements for March 31 average daily membership, report cards, and performance indicators of the Elementary and Secondary Education Act (ESEA), school divisions are required to submit data for the Spring Student Record Collection (SPR SRC).
End-of-Year (EOY) – Due: August 31, 2018
In order to comply with the information and reporting requirements for school report cards and performance indicators of the Elementary and Secondary Education Act (ESEA), school divisions are required to submit data for the End-of-Year (EOY) Student Record Data Collection.
Summer – Due: August 31, 2018
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 2018
- 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.