February 10, 2017

TO:  Division Superintendents

FROM:  Steven R. Staples, Superintendent of Public Instruction

SUBJECT: 2016-2017 Spring Student Record Collection and Miscellaneous Statistics Due: April 21, 2017

In order to comply with the information and reporting requirements for March 31 average daily membership, report cards, and performance indicators of the Every Student Succeeds Act (ESSA), school divisions are required to submit data for the Spring Student Record Collection (SPR SRC). This data should reflect students’ records as of March 31, 2017.

The reports from the SPR SRC will include:

Final state payments for Standards of Quality accounts (Basic Aid, fringe benefits, etc.) and several other Direct Aid to Public Education accounts for fiscal year 2017 will be based on average daily membership (ADM) as of March 31, 2017.

Any additions to March 31, 2017, ADM identified after the submission deadline of April 21, 2017, will not be used to adjust final fiscal year 2017 Direct Aid payments unless the Department receives them on or before May 5, 2017.  Please note this critical deadline. Reductions to March 31 ADM may be submitted to the Department at any time; however, school divisions are encouraged to submit any changes on or before May 5, 2017.

In order for the May and June electronic fund transfers (EFT) to reflect school division payments based on final March 31, 2017, ADM, it is important that all school divisions complete the Spring Student Record Collection no later than April 21, 2017.  In addition to the electronic submission, the verification report, signed by the division superintendent, must also be submitted by Friday, April 21, 2017.  Early submission is strongly encouraged.

A detailed listing of the data elements on the SPR SRC, the aggregate data collected on the Web-based form, instructions for completing and submitting the data, and March 31 ADM-related resources will be posted on the Virginia Department of Education’s website at http://www.doe.virginia.gov/info_management/data_collection/student_record_collection/index.shtml.
The Spring Student Record Collection will be open and accessible through the Single Sign-on for Web Systems (SSWS) portal on Monday, April 3, 2017.

Questions or concerns relating to the 2017 SPR SRC should be directed to Educational Applications at RESULTSHELP@doe.virginia.gov. Questions regarding provisions in the Appropriation Act, Board of Education Regulations, and the Code of Virginia that govern the calculation of March 31 ADM should be directed to the Budget Office at (804) 225-2025. Questions regarding the Special Education Regional Tuition Reimbursement should be directed to Tracie Coleman at tracie.coleman@doe.virginia.gov or at (804) 225-2704.