Superintendent’s Memo #156-12

State seal, Commonwealth of Virginia

Department of Education

June 22, 2012

TO:  Division Superintendents

FROM:  Patricia I. Wright, Superintendent of Public Instruction

SUBJECT:  Procedures for completing the 2012-2013 Educational Registry Application Data Collection Due: August 31, 2012

Information collected in the Educational Registry Application (ERA) is the Department of Education's official means of identifying schools and staff for reporting, mailings, contacts for Web-based data submissions, and the Virginia Education Directory.  The school’s long name is used in official announcements from the Department, the School Report Card, and certificate creation.  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.

Beginning July 5, 2012, updates to school division, school, and staff data can be made through the Web-based form contained in the Single Sign-on for Web Systems (SSWS) application.  After all data for the school division are complete, the Educational Registry Application Verification and SSWS/Application Security Review Certification forms must be signed by the division superintendent and sent to the Department of Education by August 31, 2012.  After this date, no further changes will be accepted to open or close a school, or to update low or high grades for the 2012-2013 school year.

Questions or comments relating to the Educational Registry Application Data Collection should be directed to Educational Applications at or by calling (804) 225-2099.