1. 2009 - 2010 Student Record Collection 2009 - 2010 Student Record Collection Virginia Department of Education Office of Educational Information Management

2. Agenda New Codes & EditsNew Codes & Edits Reporting RulesReporting Rules New EditsNew Edits Overview of Due DatesOverview of Due Dates ResourcesResources Questions & answersQuestions & answers

3. New SRC Codes Virginia Department of Education Office of Educational Information Management

4. Entry & Exit Codes 4 Character Entry and Exit Codes are now required4 Character Entry and Exit Codes are now required Reminder: Each student should have only one Exxx code per school yearReminder: Each student should have only one Exxx code per school year Warnings are issued on each SRCWarnings are issued on each SRC

5. Early College Scholar Program 1 = completed the Early College Scholar Program1 = completed the Early College Scholar Program 2 = earned the certificate2 = earned the certificate 3 = Commonwealth Scholar Program3 = Commonwealth Scholar Program 4 = earned both the Governor’s and Commonwealth Scholar certificates4 = earned both the Governor’s and Commonwealth Scholar certificates

6. Early College Scholar Edits Must be a valid codeMust be a valid code If 2 or 4, Grad/Completer code must be 2 or 6If 2 or 4, Grad/Completer code must be 2 or 6 Grade Level must be 9 – 12, or TTGrade Level must be 9 – 12, or TT If 3 or 4, Commonwealth Scholar Program focus area will be requiredIf 3 or 4, Commonwealth Scholar Program focus area will be required

7. LEP State Code 15=Level 1 Entering15=Level 1 Entering 16=Level 2 Beginning16=Level 2 Beginning 17=Level 3 Developing17=Level 3 Developing 18=Level 4 Expanding18=Level 4 Expanding 19=Level 5 Bridging First Year19=Level 5 Bridging First Year 20=Level 5 Bridging Second Year20=Level 5 Bridging Second Year 21=Level 6 Reaching First Year21=Level 6 Reaching First Year 22=Level 6 Reaching Second Year22=Level 6 Reaching Second Year

8. Receiving LEP Services Code 1 = Yes, the student is receiving LEP services1 = Yes, the student is receiving LEP services 2 = No, the student did not receive or refused LEP services2 = No, the student did not receive or refused LEP services

9. LEP Codes Edits Receiving LEP Services CodeReceiving LEP Services Code –Required if LEP State Code 15 – 20 –Must be blank if LEP State Code = 21or 22 Projected LEP State CodeProjected LEP State Code –Optional on the EOY SRC, if not provided on EOY the data must be entered via Title III tangent application

10. Ethnic Flag & Race Code Edits Optional 2009 – 2010, the current Race Codes must be reportedOptional 2009 – 2010, the current Race Codes must be reported Required in 2010 - 2011Required in 2010 - 2011 Ethnic Flag must be Y or NEthnic Flag must be Y or N Race Code must be a valid VA Race CodeRace Code must be a valid VA Race Code

11. Unaccompanied Homeless Youth Flag Identify the student who is an unaccompanied homeless youth according to Section 725(6) of the McKinney-Vento Act (Title X, Pact C of the NCLB Act)Identify the student who is an unaccompanied homeless youth according to Section 725(6) of the McKinney-Vento Act (Title X, Pact C of the NCLB Act)

12. Unaccompanied Homeless Youth Flag Edits Must be Y or N for all studentsMust be Y or N for all students If Y, then the Initial Primary Nighttime Residence Code can not be blankIf Y, then the Initial Primary Nighttime Residence Code can not be blank

13. IB Code 1 = enrolled in IB class1 = enrolled in IB class 2 = enrolled in IB class & took exam2 = enrolled in IB class & took exam 3 = took IB exam only3 = took IB exam only Not collected until EOY (like AP Code)Not collected until EOY (like AP Code) Data to be included on next year’s school report cardData to be included on next year’s school report card

14. IB Code Edits Blank or must be a valid IB code.Blank or must be a valid IB code. Warning - Grade code is not 09, 10, 11, or 12.Warning - Grade code is not 09, 10, 11, or 12. Responsible or Serving school must have International Baccalaureate Program Focus AreaResponsible or Serving school must have International Baccalaureate Program Focus Area

15. Reporting Rules Virginia Department of Education Office of Educational Information Management

16. Collect and Submit Data The current SRC is comprised of 85 elementsThe current SRC is comprised of 85 elements Some elements have been retired, not all are required on each submissionSome elements have been retired, not all are required on each submission If retired, optional, or not required, a tab delimiter must be includedIf retired, optional, or not required, a tab delimiter must be included

17. Who should be included? Every student who depends on a public school division in Virginia for a free appropriate public education must be included in each student record collection. This includes all full-time and part-time students served in the division’s schools as well as those the division has helped place in other public and private schools/centers regardless of how the placements are funded.

18. SRC’s “Golden Rule” One record per student per school per record collection EXCEPT when Grade Level Code, Kindergarten Half Day Flag, GED Program Code, Tuition Paid Code, Non-public Student FTE, or Primary Disability Code changes while still attending the same school. In these cases, a student MAY have more than one record per school per record collection.

19. How many records can a student have? If a student has more than one record, only one record can be Active.

20. Local & Regional Centers Keep on your radar students that attendKeep on your radar students that attend –Governor’s Schools –Local Alternative Ed Centers –Regional Special Education –Regional CTE Centers –STEM Academies Must be reported by the responsible divisionMust be reported by the responsible division

21. Reporting Rule Every Active, non-graduating Student on the EOY SRC will need to have a record on the following Fall SRCEvery Active, non-graduating Student on the EOY SRC will need to have a record on the following Fall SRC –Active, full time, K – 12, excluding EOY and Summer graduates Record on the Fall may be Active Status Code A, I or NRecord on the Fall may be Active Status Code A, I or N

22. Active Status Code N Use when the student has no days of membership during the current school yearUse when the student has no days of membership during the current school year Use N records for updating information on students who are no longer enrolled in your division.Use N records for updating information on students who are no longer enrolled in your division.

23. Active Status Code N Reminder: Active Status Code = NReminder: Active Status Code = N Entry Code and Entry Date may be left blank (no membership/not enrolled)Entry Code and Entry Date may be left blank (no membership/not enrolled) New Edit: If Exit Date is before the first day of school, then Active Status Code must be NNew Edit: If Exit Date is before the first day of school, then Active Status Code must be N

24. Reporting Rule If you report an A or I record on the Fall SRC, then you must report an A or I record on the Spring SRCIf you report an A or I record on the Fall SRC, then you must report an A or I record on the Spring SRC If you report an A or I record on the Spring, then you must also report an A or I record on the EOY SRCIf you report an A or I record on the Spring, then you must also report an A or I record on the EOY SRC

25. Reporting Rule Warnings are issued on the Spring SRC, Fatal errors are issued on the EOY SRCWarnings are issued on the Spring SRC, Fatal errors are issued on the EOY SRC Fatal EOY errors require a Spring resubmission which impacts funding and involves the DOE Budget Office & local Finance Officer.Fatal EOY errors require a Spring resubmission which impacts funding and involves the DOE Budget Office & local Finance Officer.

26. $$$$$$$ A Spring resubmission may often lead to reimbursement of funding from your LEA back to DOE

27. Reporting Rule Please Verify All Warnings On the Spring & EOY regarding missing A & I records

28. Aggregate Days Present & Absent You may optionally report attendance on the Fall SRC, required in 2010You may optionally report attendance on the Fall SRC, required in 2010 Warning issued if student is reported with 15 or more days of absenceWarning issued if student is reported with 15 or more days of absence 1 Division level Warning with number of records (A & I) reported with 0 days present1 Division level Warning with number of records (A & I) reported with 0 days present

29. Graduation Data In order to collect complete Graduate and Dropout data on the Fall and Spring collections and allow a migration away from re-reporting on the EOYIn order to collect complete Graduate and Dropout data on the Fall and Spring collections and allow a migration away from re-reporting on the EOY Change from Warning to Fatal on Fall and SpringChange from Warning to Fatal on Fall and Spring If Exit/Withdraw Code = W730 or W731, then Graduate/Other Completer Code is required.If Exit/Withdraw Code = W730 or W731, then Graduate/Other Completer Code is required. Grad Plan code required if Graduate/Other Completer Code is 1, 2, 3, 4, 5, 6, 7, 8, or 9Grad Plan code required if Graduate/Other Completer Code is 1, 2, 3, 4, 5, 6, 7, 8, or 9

30. W8 Reason Code Required for all W880s on Fall and Spring SRCsRequired for all W880s on Fall and Spring SRCs Moving toward elimination of re- reporting Graduate and Dropout data on the EOY SRCMoving toward elimination of re- reporting Graduate and Dropout data on the EOY SRC

31. SRC Reports Virginia Department of Education Office of Educational Information Management

32. SRC Reports Data submitted is reported back to you for verification purposesData submitted is reported back to you for verification purposes DOE strongly recommends you enlist & involve program area contacts in the verification processDOE strongly recommends you enlist & involve program area contacts in the verification process Superintendent’s signature is requiredSuperintendent’s signature is required DOE hopes to introduce ‘electronic’ signatures during 2010DOE hopes to introduce ‘electronic’ signatures during 2010

33. Due Dates Virginia Department of Education Office of Educational Information Management

34. SRC Due Dates Fall is Data as of: October 1Fall is Data as of: October 1 –except as noted in element definitions –Due date: October 16 th Spring is Data as of: March 31 stSpring is Data as of: March 31 st –except as noted in element definitions –Due date: (about) April 23 rd

35. SRC Due Dates EOY is Data as of: Last day of SchoolEOY is Data as of: Last day of School –except as noted in element definitions –Due date: July 16 th Summer is Data as of: Summer SchoolSummer is Data as of: Summer School –except as noted in element definitions –Due date: August 31 st

36. Resources Virginia Department of Education Office of Educational Information Management

37. Contacts for Data Collections Region 1 – Shannon Lacy(804) 225-3909 Region 2 – Vickie McCrary(804) 225-2827 Region 3 – Shannon Lacy(804) 225-3909 Region 4 – Cathy Zachmeyer(804) 225-4847 Region 5 – Shannon Lacy(804) 225-3909 Region 6 – Vickie McCrary(804) 225-2827 Region 7 – Vickie McCrary(804) 225-2827 Region 8 – Cathy Zachmeyer(804) 225-4847

38. General Contact Information General Phone: (804) 786-3112 option 4General Phone: (804) 786-3112 option 4 Email: ResultsHelp@doe.virginia.govEmail: ResultsHelp@doe.virginia.govResultsHelp@doe.virginia.gov Fax: (804) 786-0101Fax: (804) 786-0101 SRC Website: http://www.doe.virginia.gov/VDOE/Pub lications/student-coll/new_coll.htmlSRC Website: http://www.doe.virginia.gov/VDOE/Pub lications/student-coll/new_coll.html http://www.doe.virginia.gov/VDOE/Pub lications/student-coll/new_coll.html http://www.doe.virginia.gov/VDOE/Pub lications/student-coll/new_coll.html

39. Questions?