Superintendent’s Memo #253-12

State seal, Commonwealth of Virginia

Department of Education

September 14, 2012

TO:  Division Superintendents

FROM:  Patricia I. Wright, Superintendent of Public Instruction

SUBJECT:  2012-2013 Fall Student Record Collection & Miscellaneous Statistics
DUE: OCTOBER 19, 2012

To comply with the information and reporting requirements for report cards, performance indicators of the Elementary and Secondary Education Act of 1965 (ESEA), and state funding purposes, the Virginia Department of Education (VDOE) is conducting the Fall Student Record Collection. Superintendent’s Memo #198-12 dated August 10, 2012, included specific information regarding the new student record collection (SRC) elements.

This data collection includes the Fall Membership Report and a Preliminary Report of Dropouts and Graduates.

The Fall Student Record Collection should reflect students' records as of October 1, 2012. The fall collection also includes a Web-based entry form to collect the following data:

Fall membership data are critical to the revision of average daily membership (ADM) estimates and are needed to finalize the state budget submitted by the Governor. Since fall membership data are used to revise ADM estimates, your verification report will include two membership reports:

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 VDOE's Web site at

Data are required by the VDOE on or before October 19, 2012. Early submission is strongly encouraged.

The Fall Student Record Collection will be open and accessible through the Single Sign-on for Web Systems (SSWS) on October 1, 2012.

Questions or comments relating to the Fall Student Record Collection should be directed to Educational Applications at or (804) 225-2099.