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Introduction to the Student Record Collection

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Introduction to the Student
Record Collection
Virginia Department of Education
Office of Educational Information Management
Agenda
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What is SRC
Reporting Rules
Scenarios
Reports
Due Dates
Resources
SRC questions & answers
What is a Student Record
Collection?
Virginia Department of Education
Office of Educational Information Management
Collect and Submit Data
To comply with the information and reporting
requirements for adequate yearly progress,
report cards, and other federal reporting
requirements, the Student Record Collection
System was implemented to consolidate and
promote efficiency in processing multiple
data collections.
Collect and Submit Data
• The current SRC is comprised of 85
elements
• Some elements have been retired, not
all are required on each submission
• If retired, optional, or not required, a
tab character must be included
File Layout
File Layout (con’t)
Reporting Rules
Virginia Department of Education
Office of Educational Information Management
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.
SRC’s “Golden Rule”
One record per student per school per record
collection EXCEPT when
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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.
How many records
can a student have?
If a student has more than one record,
only one record can be Active.
Multiple Records
in the Same School Scenario 1
For unknown reasons, Paul, a second grader at Petsworth
Elementary in Gloucester (036/0270), was struggling in
school. In January, his mother decided to home school him.
Since Paul needs extra help in Language Arts, he returns to
school each day for 1 hour when his class is covering
language arts.
SPR (record 1)
– Responsible Div = 36, Responsible Sch
= 0270
– Serving Div = 36, Serving Sch = 0270
– Active Status Code = I
– Aggregate Days Present/Absent = 70/20
– Non-Public FTE is blank
SPR (record 2)
– Responsible Div = 36, Responsible Sch
= 0270
– Serving Div = 36, Serving Sch = 0270
– Active Status Code = A
– Aggregate Days Present/Absent = 35/0
– Non-Public FTE = 25
Multiple Records
in the Same School Scenario 2
Roger attended the half day kindergarten program at
Williams Elementary in Virginia Beach (128/0470).
In December, his parents thought he needed a more
structured day, so they moved him into the full day
kindergarten program in the same school.
SPR (record 1)
– Responsible Div = 128, Responsible
Sch = 0470
– Serving Div = 128, Serving Sch = 0470
– Active Status Code = I
– Kindergarten Half Day Flag = Y
– Aggregate Days Present/Absent = 65/0
SPR (record 2)
– Responsible Div = 128, Responsible
Sch = 0470
– Serving Div = 128, Serving Sch = 0470
– Active Status Code = A
– Kindergarten Half Day Flag = N
– Aggregate Days Present/Absent = 60/0
Local & Regional Centers
• On the Radar
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Governor’s Schools
Local Alternative Ed Centers
Regional Special Education
Regional CTE Centers
STEM Academies
• Must be reported by the responsible
division
Local & Regional Centers
• If a student is served outside of his/her
Responsible School
– Serving Division and School must reflect appropriate
center
– Tuition Code is necessary if Serving Division is not
in your LEA
– If the Serving Division is an LEA, the Serving
Division reports the student otherwise Responsible
Membership Scenarios
This student resides in Albemarle County (002/930) and is
attending Piedmont Regional Ed/Ivy Creek (286/10), a
regional special education center.
Albemarle reports the following:
STI = 1322267789
– Responsible Division = 002, Responsible School = 930
– Serving Division = 286, Serving School = 10
– Active Status Code = A
– Tuition Paid Code = 04 (paid to a Regional Center)
Membership Scenarios
This student resides in Chesterfield County (021/0020) and
attends an in-state private school (600/8000), placed there
through special education placement and funded through
CSA. Tuition is paid to the private school.
Chesterfield County reports the following:
STI = 1432577789
– Responsible Division = 021, Responsible School = 0020
– Serving Division = 600, Serving School = 8000
– Active Status Code = A
– Tuition Paid Code = 07 (funded by CSA)
Reporting Rule
• Every non-graduating Active Student
on the EOY SRC will need to have a
record on the following Fall SRC
– Active, full time, K – 12, excludes EOY
graduates and Summer grads
• Record on the Fall may be Active
Status Code A, I or N
Membership Scenarios
Peter finishes second grade at Union Elementary (99/270)
in Jefferson County. His family moves to another part of
the county over the summer and he returns in September for
third grade at Riverdale Elementary (99/370).
Jefferson County reports the following:
EOY SRC
STI = 1222344456
– Serving Div = 99, Serving Sch = 0270
– Active Status Code = A
– Grade = 02
Fall SRC
STI = 1222344456
– Serving Div = 99, Serving Sch = 0370
– Active Status Code = A
– Grade = 03
Membership Scenarios
Carol completes 9th grade at Battlefield High School
(75/290) in Prince William County. During the summer she
enrolls at Annapolis High School (an out of state school).
She does not return to Battlefield HS in the Fall.
Prince William reports the following:
EOY SRC
STI = 1222455567
– Serving Div = 75, Serving Sch = 0290
– Active Status Code = A
– Grade = 09
Fall SRC
STI = 1222455567
– Serving Div = 75, Serving Sch = 0290
– Active Status Code = N (not enrolled)
– Grade = 10
– Exit/Withdraw Code = W507
Membership Scenarios
Thelma is retained in the 8th grade at Pebble Middle School
(99/1130) in Jefferson County. She begins on the first day
of school and attends for 10 days, then is given a 30 day
suspension for verbal assault.
Jefferson County reports the following:
EOY SRC
STI = 1222577789
– Serving Div = 99, Serving Sch = 1130
– Active Status Code = A
– Grade = 08
– Retention Flag = Y
Fall SRC
STI = 1222577789
– Serving Div = 99, Serving Sch = 1130
– Active Status Code = I
– Grade = 08
– Exit/Withdraw Code = W961
SRC Reports
Virginia Department of Education
Office of Educational Information Management
Fall Reports
• Fall SRC Verification
• Fall Financial Verification
• Preliminary Report of Dropout and
Graduation Indicator
• Fall NAEP Report
• VHSL
Spring Report
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Spring SRC Verification Report
Spring Financial Verification Report
CTERS
VHSL
End-of-Year Reports
• SRC EOY Verification
• EOY Financial Verification
• Preliminary Graduate Report
• CTE Completer Demographics Report
• EOY Teaching Days and Teaching
Hours Verification Report
Summer Report
Final Term Graduate Report
Includes data from the Preliminary Term
Graduate Report in addition to students who
earned their diplomas during summer school
Summer Verification Report
Provides Division Level Summary of Summer
Term Average Daily Class Attendance
Due Dates
Virginia Department of Education
Office of Educational Information Management
Fall SRC
• File Submission Type = 1
• DataType = STUDENT_FALL
• Data as of: October 1
– except as noted in element definitions
• Due date: October 15th
Spring SRC
• File Submission Type = 2
• DataType = STUDENT_SPR
• Data as of: March 31
– except as noted in element definitions
• Due date: April 15th
– Due date established by Office of Budget at the
DOE. EIM can not extend this deadline.
End-of-Year SRC
• File Submission Type = 3
• DataType = STUDENT_EOY
• Data as of: the last day of school
– except as noted in element definitions
• Due date: July 15st
Summer SRC
• File Submission Type = 4
• DataType = STUDENT_SUM
• Data: only graduates who earned a
diploma during summer school
• Due date: August 31st
SRC PreSubmission
Application
Virginia Department of Education
Office of Educational Information Management
Features
• Error check ANY Student Record
Collection file including EIMS
submissions
• Errors presented in HTML and EXCEL
formats
• Summary format OR Detail format
• No verification reports
“A” Record Samples
• PreSub Fall for DOE
• PreSub for EIMS
Submission
• Fall Submission
Resources
Virginia Department of Education
Office of Educational Information Management
Contacts for Data Collections
Region 1 – Shannon Lacy
Region 2 – Vickie McCrary
Region 3 – Shannon Lacy
Region 4 – Cathy Zachmeyer
Region 5 – Shannon Lacy
Region 6 – Vickie McCrary
Region 7 – Vickie McCrary
Region 8 – Cathy Zachmeyer
(804) 225-3909
(804) 225-2827
(804) 225-3909
(804) 225-4847
(804) 225-3909
(804) 225-2827
(804) 225-2827
(804) 225-4847
General Contact Information
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General Phone: (804) 786-3112 option 4
Email: ResultsHelp@doe.virginia.gov
Fax: (804) 786-0101
SRC Website:
http://www.doe.virginia.gov/VDOE/Pub
lications/student-coll/new_coll.html
Questions?
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