Data Collection

   
 
Elementary/Secondary School Register

The Vermont School Register is a student record-keeping document required by Vermont Statute. The purpose of the school register is to document each Vermont school's continuous year-to-year cycle of enrolling students, to record daily attendance, to report dropouts and graduates, and to report year-end attendance to the Agency of Education. It is the source document for calculating Average Daily Membership, which is a critical aspect in the state funding system.

   

During each fiscal year, the department collects data from Vermont's supervisory unions and school districts. In addition, the department provides training to help school professionals provide this data. This area provides access to training materials, data collection instructions and forms for submitting data to the department.

Please contact the department's Helpdesk at (802) 479-1044 with questions regarding data collections.

   
   

Upcoming Data Collections (due date order)

   
Collection
Date Mailed
Date Due
Information
Online Links
Independent Student Census
Collection of students enrolled at independent schools as of October 1, 2011
October 3, 2014
November 7, 2014
N/A

Fall Census
An updated list of Vermont public school students
October 1, 2014
November 7, 2014

Annual Statistical Report (Statbook)
Enables school districts to comply with Title 16 V.S.A. ยง 563 (13). The collection provides data on expenditures made and revenues received by school districts.
July 7,
2014
August 15, 2014

Spring Census
An updated list of Vermont public school students with attendance and absence information.
May 29, 2014
July 15, 2014

Online Instructions


Reporting Instructions


Child Count
Tracks special education children by different categories i.e., disability status, type of placement, time spent in various educational placements

May 15, 2014
July 15, 2014

Reporting Instructions

Filezilla Instructions

Software Patch Instructions


Student Educator Course and Transcript Collection
For detailed information, please use the above link

The VT AOE is required to collect student course taking in such a way to allow the linkage of students with teachers and to provide the state with student transcript information (including courses taken, credits earned and so on).


   
   

Past Data Collections (due date order)

   
Collection
Date
Mailed
Date
Due
Information
Online Links for:

Combined Incident Reporting Software (CIRS)
Assists in the gathering of information related to violations of school policies, state or federal statutes or regulations.

October 28, 2013
July 1, 2014

Software Instructions

Reporting Instructions

Specifications



June Budget
School district budget data to determine education spending for determining homestead property tax rates
April 15,
2014
June 1, 2014

Software Instructions

Reporting Instructions


Educator Census
Data collected to determine which core academic subject classes are taught by teachers who are highly qualified for their assignment in accordance with Title II of NCLB

January 23, 2014

March 5,
2014

Preliminary Budget
Preliminary budget data are used for: 1) creating the sheets for town meetings that estimate individual education property taxes paid after accounting for tax adjustments (income sensitivity); 2) as edit checks for the June 1st approved budget collection; and 3) to estimate the Education Fund reserve for future years.

January 3, 2014

February 3, 2014
Data Reporting Instructions

- - - - -

Software Instructions


Announced Tuition
Announced tuition is the maximum tuition a district can charge districts sending tuitioned students. Vermont law requires that any increases over a previous year's announced tuition rate must be reported to sending districts and to the Agency of Education by January 15th each year.
December 19, 2013
January 15, 2014

PC Users

Mac
Users


Tuitioned Student Census
A list of students for whom their districts (towns) pay tuition or assessments to approved independent or out of state schools
October 3, 2013
November 7, 2013


Mac
Users


Teacher/Staff Survey
The collection asks for the full-time equivalent count of all staff employed by each school and supervisory district/union and their corresponding salaries and/or cost of contracted services
October 21, 2013
December 2, 2013

   
COLLECTION TRAINING MATERIALS & RESOURCES
   
  Some of the training materials provided are replications of data and information presented at workshops conducted for business managers and school registrars.
   
 

Student Census: Revising or Adding Data
The following two documents contain instructions, required forms and code set information for making revisions or additions to the student census data.

   
 

Student ID Number Request and/or Direct Certification Status Forms
Please note the following:

  • Schools wishing to have access to student IDs or direct certification status must submit student information by FAX to (802) 828-1444.
  • Provide a contact name, phone number and fax number in case there are any questions on the student IDs that are being requested and that information can be returned to the appropriate person.
  • Should an ID exist, it will be returned to the school by FAX. All other IDs will be assigned during the fall and spring data collection cycles and returned to the superintendent's office once all the data are submitted and all IDs are assigned.
  • It is preferable that one of the following request forms be used but as long as the student's name, date of birth, gender, grade and town of residence are provided, the request will be accepted:
   
 

Page Last Updated on October 3, 2014