Superintendent’s Memo #125-12

State seal, Commonwealth of Virginia

Department of Education

May 11, 2012

TO:  Division Superintendents

FROM:  Patricia I. Wright, Superintendent of Public Instruction

SUBJECT:  2011-2012 End-of-Year Student Record Collection and Miscellaneous Statistics
                   DUE:  July 13, 2012

To comply with the information and reporting requirements for school report cards and performance indicators of the Elementary and Secondary Education Act (ESEA), the Department of Education is conducting the End-of-Year Student Record Collection (EOY SRC) for the 2011-2012 school year.

The 2011-2012 End-of-Year Student Record Collection should reflect students' records as of the last day of the 2011-2012 school year. The End-of-Year Collection also includes a Web-based entry form to collect the number of days in session as well as the number of instructional hours at each school. Again this year, the Career and Technical Education (CTE) Completer Demographics data will be collected via the EOY SRC.

The EOY SRC will also be used to collect and report the Special Education Tuition Reimbursement for the second semester of the 2011-2012 school year.  The data requested will be used for claiming reimbursement for services provided by regional special education programs that have been approved by the Department. The dollar amounts your division will report will likely be obtained from your special education office.

A detailed listing of the data elements on the student record, the aggregate data collected on the Web-based form, and instructions for completing and submitting the data can be found on the Department of Education's Web site at:

Data must be submitted by divisions on or before the July 13, 2012, deadline. Early submission and verification is strongly encouraged.
The End-of-Year Student Record Collection will be open and accessible through the Single Sign-on for Web Systems (SSWS) on June 11, 2012.

Questions or comments relating to the End-of-Year Student Record Data Collection should be directed to Educational Applications at