Student Record Collection 2018-2019 Updates Virginia Department of Education Office of Educational Information Management August 2018

Agenda EIM Due Dates and Timeline Updates & Clarification to Data Elements New Data Elements and Codes for 2018-2019 Questions

EIM Due Dates and Timeline

Due Dates September 27: VDOE issues news release on 2018-2019 accreditation ratings. October 1: VDOE issues news release on cohort graduation and dropout rates. October 1: The Fall SRC data collection window opens October 17: The Fall SRC data collection window closes. A successful Fall SRC is required. October 18 – 19: Verify data and submit K-3 data. October 22 – 26: Should a resubmission of data be necessary, please contact us via your regional contact or by sending an email to ResultsHelp to request that your window be opened. October 31: The Fall SRC data collection window will be locked at 11:59 PM.

Important Reminder October 31st is a hard deadline. Therefore, if you need your window reopened after this date, a letter to Dr. Lane explaining why you need it reopened will be required.  This letter must include an action plan to prevent the error in the future. Fall Membership data is needed by the Budget Office, as they report information to the Governor’s Office in November.

Updates & Clarification to Data Elements for 2018-2019

Aggregate Days Present/Absent Additional detail to definitions, as per Code of Virginia A pupil shall be counted present only when he is present for roll call or is in attendance for approved participation at approved school-sponsored field trips or other approved activities or events. A pupil reporting after roll call will be recorded present and tardy (8VAC20-110-40). A student is absent when he was expected to be present but is missing for roll call or is not in attendance for school sponsored activities.

Attendance Regulations Fields Attendance Plan Code, Attendance Conference Code, Court Referral or Proceedings Filed Code Not required on Fall or Spring Required for EOY These fields must remain for the 2018-2019 school year, since the Board of Education regulations are more restrictive than the legislation passed by the Governor in late April, 2018. For specific questions relating to the Attendance Regulations, please contact the Office of Student Services, Michael Gregory.

Retired Code(s) Formerly School Choice Status Code

New Data Elements and Codes for 2018-2019

Aggregate Days Unscheduled The cumulative number of schools days a student was enrolled in the school but due to his course schedule, was not expected to attend school. A student is considered unscheduled when he is: not expected to be present in school, some examples include: no classes on even or odd day schedules virtual or alternative class schedule that does not meet on a given day not expected to participate in a school sponsored activity, some examples include: attendance is not required for senior students who graduate before the regular term is over students who do not have semester/final exams on a given day when school is open to those who do

Aggregate Days Unscheduled, cont. This field is optional for 2018-2019 Aggregate Days Unscheduled will be used in ADM and ADA calculations (Aggregate Days Present + Aggregate Days Absent + Aggregate Days Unscheduled Days = Days in Membership) (Aggregate Days Present + Aggregate Days Unscheduled/Days in Session = Average Daily Attendance)

General Information

SRC Website 2018-2019 Support Documents: HTTP://WWW.DOE.VIRGINIA.GOV/ (Information Management>Data Collection> Student Record Collection) 2018-2019 Support Documents: 2018-2019 Kick-Off Webinar Instructions (Word) Data Elements 2018-2019 (XLS) Header 2018-2019 (XLS) Layout for Tab-Delimited File (Word) Specifications for Completing the Student Records Data Collection (Word) Specifications Document – Miscellaneous Web Collections (Word)

Contacts for SRC Data Collections Regions I, III, IV and VIII – Melanie Lore, (804) 225-3918, melanie.lore@doe.virginia.gov Regions II, V, VI and VII – Allison May, (804) 225-3909, allison.may@doe.virginia.gov

General Contact Information Email: ResultsHelp@doe.virginia.gov Fax: (804) 530-4516 Answered from 7:00 AM t0 4:30 PM Checked every 15 minutes (last check at 4:15 PM)

Questions?