P.O. BOX 2120



June 13, 2008



Division Superintendents



Billy K. Cannaday, Jr.

Superintendent of Public Instruction



Procedures for Completing the Educational Registry Application Data Collection


DUE: August 15, 2008



General Information


The Educational Registry Application (ERA) includes reporting the following information for the 2008-2009 school year:


         School division address and phone information

         Name of division superintendent or agency administrator

         Superintendent's designee

         School year calendar

         Name of school principal

         SOL Testing Window

         Paired schools

         Other Academic Indicators

         Focus areas (program categories)

         Institution (school) name, career switcher, operation status, administrative type, low and high grades, year-round, membership participant, SNP site indicator, class schedule, phone number and mailing/shipping address information

         School division staff information

         School division contact information (new contact types added)


This information is the Department of Education's official means of identifying schools for No Child Left Behind Act of 2001 (NCLB) reporting, mailings, contacts for Web-based data submissions, and the Virginia Educational Directory. Additionally, current contact information is used for the Superintendent of Public Instruction's communication with division superintendents. All contact data within ERA must be kept current.


New this year, the Long Name of the school will only be editable until August 15, 2008. Since the Long Name of the school is used for certificates, reports on our website and other public listings, divisions are strongly encouraged to review and update this description annually.


The Request to Open/Close a School form must be submitted by July 31, 2008, for (1) new schools that will be opening, (2) schools that will be closing, and (3) changes in the organization of a school, center, or program that will affect the administration type. Planned schools with an established opening date may be given a temporary name until an official name has been designated. NCES Identifiers will be assigned after this form is received and processed by the Office of Educational Information Management.


Updates to the school division, school, and staff data can be made through the Web-based form beginning July 7, 2008. The Educational Registry Application contact person should ensure that the Request to Open/Close a School form and all other updates have been completed by August 15, 2008. After all data for the school division are complete, a verification form provided in the Web-based form must be signed by the superintendent and sent to the Department of Education by August 15, 2008. After this date, no further changes will be accepted to open or close a school, or to update low or high grades.


The Request to Open/Close a School form and instructions for ERA including guidelines for completing the Long Name of a School can be found on the Department's website at:


Questions or comments relating to Request to Open/Close a School or Educational Registry Application Data Collection should be directed to Educational Applications at or (804) 786-3112 (select menu option 6).