DATE: September 22, 2017
TO: Division Superintendents
FROM: Steven R. Staples, Superintendent of Public Instruction

2017-2018 Fall Student Record Collection and Miscellaneous Statistics Due: October 18, 2017

To comply with the information and reporting requirements for School Report Cards, performance indicators of the Every Student Succeeds Act (ESSA), and for state funding purposes, the Virginia Department of Education (VDOE) is conducting the Fall Student Record Collection. Superintendent's Memo #218-17 dated July 21, 2017, included specific information regarding the new Student Record Collection (SRC) elements.

This data collection results in 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, 2017. 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 develop 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 website at

Data must be submitted to VDOE by October 18, 2017. Early submission is strongly encouraged.

The Fall Student Record Collection will be open and accessible through the Single Sign-on for Web Systems (SSWS) portal on October 2, 2017.

Questions or comments relating to the Fall Student Record Collection should be directed to Educational Applications at