1. Student Record Collection
Updates
Virginia Department of Education
Office of Educational Information Management
August 2018

2. Agenda EIM Due Dates and Timeline
Updates & Clarification to Data Elements
New Data Elements and Codes for
Questions

3. EIM Due Dates and Timeline

4. Due Dates
September 27: VDOE issues news release on 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 to ResultsHelp to request that your window be opened.
October 31: The Fall SRC data collection window will be locked at 11:59 PM.

5. 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.

6. Updates & Clarification to Data Elements for 2018-2019

7. 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 (8VAC ).
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.

8. 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 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.

9. Retired Code(s)
Formerly School Choice Status Code

10. New Data Elements and Codes for 2018-2019

11. 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

12. Aggregate Days Unscheduled, cont.
This field is optional for
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)

13. General Information

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

15. Contacts for SRC Data Collections
Regions I, III, IV and VIII – Melanie Lore, (804) ,
Regions II, V, VI and VII – Allison May, (804) ,

16. General Contact Information
Fax: (804)
Answered from 7:00 AM t0 4:30 PM
Checked every 15 minutes (last check at 4:15 PM)

17. Questions?