1. Student Record Collection 2013- 2014 Updates Webinar August 21 st and 22 nd, 2013 Virginia Department of Education Office of Educational Information Management 1

2. Agenda Code Updates Data Element Updates

3. Code Updates 3

4. Exit Codes W402 = Transfer to a public school in a different local education agency in the same state - A student who transfers to a public school that is not located within the administrative boundaries of the same local education agency but is in the same state. This includes correctional institutions operated by the Department of Juvenile Justice (formerly Department of Correctional Education schools).

5. Exit Codes W411 = Transfer to a state-operated institution - A student who transfers to a state-operated institution that has an educational program. This includes mental health institutions, correctional institutions, juvenile service agencies, care shelters, and detention facilities.

6. Exit Codes **NEW** W732 = Leaves school after earning a non-terminal diploma or certificate of completion in a previous school year – A student with an IEP who returns for eligible services after completing high school in a previous school year. ▫Note: You may continue to code these students with a W880 Exit Code and a Graduate/Completer Code 10 if you prefer.

7. Tuition Code 19 = Local Center within a Public School Division (full day or half-day programs: CTE, STEM, Health, special education or alternative) ▫Added to help divisions accurately report students attending a “non membership” school in another division.

8. Tuition Code 19 Scenario This student resides in Manassas City and has attended Manassas Park High (143-0030). For his senior year in high school, he is sent to Prince William County to attend New Directions Alternative Education Center (075-0946). This is how Manassas City will report the student: State Testing ID Responsible Division Responsible School Serving Division Serving School Active Status Code Entry Code Entry Date Exit/WithdrawalCodeExit/Withdrawal Date Tuition Paid Code 10199999991433075946AE1199/3/2013 19

9. Data Element Updates 9

10. Uniform Certificate of General Studies/Associate Degree Flag A flag used to identify a student that has earned the one year Uniform Certificate of General Studies or an Associate Degree from a community college in the Commonwealth concurrent with a high school diploma. Required on EOY and Summer SRC Edits ▫Must by Y or N ▫Alert if grade is not 11 or 12 ▫If Y, the Graduate/Other Completer Code must be 1-9

11. Career Pathway Code A state assigned code to identify the Career Pathway finished by the student. The Career Pathway Codes are not the same as the course codes. (Replaces the CTE Program Code) Required on EOY and Summer SRC Edits ▫Must be a valid state assigned code ▫Required if CTE Finisher Code = 1 or 5

12. Credit Accommodation Flag A flag used to indicate a student used credit accommodations as outlined in their IEP to obtain a Standard Diploma. (http://www.doe.virginia.gov/instruction/graduation/credit_accommodations/guidelines_standa rd_diploma_credit_accommodations_for_students_with_disabilities_faq.pdf)http://www.doe.virginia.gov/instruction/graduation/credit_accommodations/guidelines_standa rd_diploma_credit_accommodations_for_students_with_disabilities_faq.pdf Required on FALL, SPR, EOY and Summer SRC Should coincide with students earning a Standard Diploma. The purpose of the field is to identify students who utilized credit accommodations while graduating with a Standard Diploma. Edits ▫Must be Y or N. ▫If the Credit Accommodation Flag = Y, the Graduate/Other Completer Code must = 1 ▫Warning if grade is not 11 or 12 ▫Primary Disability Code cannot be blank or 15

13. To Be Determined: A-F Requirements Element Possible Element: A flag to collect data on “college ready” test scores. ▫Did the student have a “college ready” score on an IB, AP, IGCSE or AICE exam? Data reporting burden needs to be reviewed before a decision is made Would only be collected on the EOY SRC

14. Retired Elements Dual Enrollment Flag (Collected on MSC) Distance Learning Flag (Collected on MSC) CTE Dual Enrollment Flag (Collected on MSC) CTE Program Codes (Replaced by Career Pathway Codes)

15. Moving Elements The SSCCER Report will move from the SPR SRC to the EOY SRC. Because of this, the following data elements will also move: ▫The CTE Career Cluster Code will be collected on the EOY SRC and no longer on the SPR SRC. ▫CTE Special Populations Code will only be collected on the EOY SRC and Summer SRC (no longer required on the SPR SRC).

16. Contacts for SRC Data Collections Regions 1, 3, 4 and 8 Carol Wells Bazzichi (804) 225-4847 carol.wellsbazzichi@doe.virginia.gov Regions 2, 5, 6 and 7 Vickie McCrary (804) 225-2827 vickie.mccrary@doe.virginia.gov

17. SRC Website HTTP://WWW.DOE.VIRGINIA.GOV/ (Information Management>Data Collection> Student Record Collection) Support Documents: Data Elements 2013-2014 (PDF) | (XLS)(PDF)(XLS) Specifications Document – Miscellaneous Web Collection (PDF) | (Word)(PDF)(Word) Layout for Tab-Delimited File (PDF) | (Word)(PDF)(Word) Specifications for Completing the Student Records Data Collection (PDF) | (Word)PDFWord

18. General Contact Information General Phone: (804) 225-2099 Email: ResultsHelp@doe.virginia.govResultsHelp@doe.virginia.gov Fax: (804) 530-4516

19. Questions?