Special Education Child Count

Student Record Collection (SRC) Presubmission

The Student Record Collection (SRC) Presubmission application will be available for divisions to submit their December 1 Child Count files prior to the opening of the December 1 Child Count window. School divisions are encouraged to utilize this application during November to submit preliminary data files, identify potential errors, and make necessary corrections prior to the final data submission.

December 1 Child Count Submission Window

The December 1, 2022-2023 Child Count submission window will open Thursday, December 1, 2022 and close Wednesday, December 14, 2022. All divisions must have a successful submission on or before December 14. Your Superintendent’s verification by electronic signature is also due Wednesday, December 14, 2022.  If a division suspects an error in their verified Child Count report, division Superintendents and Special Education Directors should review their reports during the following 3-4 weeks and resubmit needed revisions/corrections during the penalty-free resubmission period in January.

Please ensure every student with an active Individualized Education Program (IEP) or Services Plan and receiving special education services is reported on the December 1 Child Count. This includes students who are parentally-placed in private schools, as well as students in residential facilities, regional centers, private day schools, and hospitals. To avoid duplicate counts, please communicate with other agencies. Following a successful child count submission, you must complete the Parentally-Placed Private School Students Data survey before your report will proceed to the superintendent for verification. The LEA does not report students from the Virginia School for the Deaf and Blind, the Department of Juvenile Justice, the Department of Corrections, or state-operated programs; those entities report their own students.

December 1 Child Count Resubmission Window

This resubmission window will be available to all school divisions, by request of their division Superintendent and for corrections only, beginning Monday, January 9, 2023, and ending Friday, January 13, 2023. Special Education Directors and Superintendents will be able to review their Child Count data between December 19, 2022, and January 9, 2023, and, if needed, revise their data during this penalty-free resubmission window, which begins January 9, 2023, and ends January 13th. This December 1 Child Count Resubmission window allows divisions the opportunity to resubmit their child count data files without penalty if revisions are needed. Special Education Directors must email our office at spedprogramdata@doe.virginia.gov. Please be sure to notify your Superintendent of this request, following local procedures, prior to sending the email to request the window be reopened during this resubmission period as it will require a new verification. We will notify the Special Education Director when the resubmission window is reopened. You must also communicate with other divisions that might be impacted by your division’s resubmission.

The final unduplicated count of Students with Disabilities must be submitted to VDOE and verified by the Division Superintendent no later than Friday, January 13, 2023. Any resubmission request made after the January 13th deadline may impact the division’s local determination for accurate and timely submission of December 1 Child Count data.

Protocol for Resubmission of 2021-2022 Child Count Data after January 14, 2022

The December 1 Child Count resubmission window will officially lock at midnight on Friday, January 14, 2022. If the school division needs to resubmit data on or after January 14, the division’s Superintendent must send an email addressed to Dr. Samantha Hollins, Assistant Superintendent, Department of Special Education and Student Services, and copied to spedprogramdata@doe.virginia.gov. Include the following information:

• Subject: Request for resubmission of child count data;
• Reason(s) for the resubmission request;
• Statement of the detailed changes to be made including specific data elements; and
• The school division’s plan to ensure accurate future submissions.

Upon approval, our office will contact the division’s Special Education Director to schedule the resubmission. Only the specifically requested changes can be made; any additional changes will require a new resubmission request and subsequent approval from our office.

Prior to resubmission, the requesting school division must notify any impacted division(s) as this might require a resubmission on their part. If an impacted division also needs to resubmit, that division must follow the same resubmission procedures outlined in on this page. In addition, any resubmitting divisions must review the revised child count and financial reports and submit a new certification report electronically approved by the division’s superintendent within two (2) days after the successful resubmission.