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PROGRAMS
& SERVICES:
INFORMATION TECHNOLOGY:
DATA COLLECTION & TRAINING MATERIALS
(Updated 1/19/12)
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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) 828-3777 with questions regarding data collections.
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DATA COLLECTIONS
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Upcoming Data Collections (due date order): |
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| Collection |
Date
Mailed |
Date
Due |
Instructions |
Online Links for: |
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, 2012
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February 01, 2012 |
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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
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January 17, 2012
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March 1,
2012 |
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Combined Incident Reporting Software (CIRS)
Assists in the gathering of information related to violations of school policies, state or federal statutes or regulations.
Special Video
Watch a video addressing the concern over school climate issues.
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November 30, 2011 |
July 1,
2012
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2012 Software Instructions
PDF
2012 Reporting Instructions
PDF
2012 Patch Instructions
PDF
2012 Specifications
EXCEL
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Past Data Collections (due date order): |
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| Collection |
Date
Mailed |
Date
Due |
Instructions |
Online Links for: |
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 Department of Education by January 15th each year. |
December 22, 2011 |
January 15, 2012 |
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Child Count
Tracks special education children by different categories i.e., disability status, type of placement, time spent in various educational placements
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November 8, 2011 |
December 15, 2011 |
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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
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October 27, 2011 |
December 1, 2011 |
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Fall Census
An updated list of Vermont public school students
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September 28, 2011 |
November 7, 2011 |
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Tuitioned Student Census
A list of students for whom their districts (towns) pay tuition or assessments to approved independent or out of state schools
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September 28, 2011 |
November 7, 2011 |
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Mac
Users
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Independent Student Census
Collection of students enrolled at independent schools as of October 1, 2011
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September 22, 2011 |
October 28, 2011 |
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N/A |
Student Course and Transcript Collection
The VT DOE 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).
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August 1, 2011 |
September 15, 2011
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Student Course and Transcript File and Field Specifications
PDF
NCES Course Codes
EXCEL |
Annual Statistical Report (Statbook)
Enables school districts to comply with Title 16 V.S.A. § 563 (13). The collection provides data on expenditures made and revenues received by school districts. |
July 1,
2011
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August 15, 2011
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Spring Census
An updated list of Vermont public school students with attendance and absence information. |
May 24,
2011 |
July 15,
2011
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2011 Software Instructions
PDF
2011 Reporting Instructions
PDF |
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June Budget
School district budget data to determine education spending for determining homestead property tax rates |
April 18,
2011 |
June 1,
2011 |
2012 Software Instructions
PDF
2012 Reporting Instructions
PDF |
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COLLECTION TRAINING MATERIALS & RESOURCES
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Some of the training materials provided are replications of data and information presented at workshops conducted for business managers and school registrars. |
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Collecting and Reporting Quality Data: The Best Practices Guide for Completing the Vermont Department of Education Core Data Collection PDF
This guide is the product of an NCES-supported project to visit several Vermont schools to document the data management practices that work the most effectively in completing many of the department data collections. This guide includes general best practices in addition to specific suggestions for completing the core data collections. NOTE: This document contains 65 pages. |
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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.
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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:
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