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Collection | Start | Due | Work days |
WVDE office (Pri / Sec) |
Instructions / notes |
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Comparability Report | 1701406800Fri, Dec 1, 2023 | ![]() | --- | Federal Programs | Comparability submissions are due in December each year. Any documentation regarding reasons for non-comprability is due by the end of January. |
2nd Month: Certified List of Personnel | 1696219200Mon, Oct 2, 2023 | 1696910400Tue, Oct 10, 2023 | 6 | School Finance | Data submission due in early October; WVDE staff will work with district personnel to review and verify the data:
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Early Childhood Classrooms | 1690862400Tue, Aug 1, 2023 | 1697428800Mon, Oct 16, 2023 | 53 | Early Learning | |
2nd Month: October Enrollment | 1696219200Mon, Oct 2, 2023 | 1698033600Mon, Oct 23, 2023 | 15 | Education Information System | |
2nd Month: Advanced Course Enrollment | 1696219200Mon, Oct 2, 2023 | 1698033600Mon, Oct 23, 2023 | 15 | Middle/Secondary Learning | Counts of students enrolled in advanced (AP, IB, and Dual Enrollment) as of October 1 of the current school year are used in the calculation of state aid funding. |
2nd Month: Special Ed. Child Count | 1696219200Mon, Oct 2, 2023 | 1698033600Mon, Oct 23, 2023 | 15 | Special Education | |
2nd Month: CTE Course Enrollment & Grade 14 Contact Hours | 1696219200Mon, Oct 2, 2023 | 1698033600Mon, Oct 23, 2023 | 15 | Technical Education | |
2nd Month: Physical Education: Requirement Certification | 1696219200Mon, Oct 2, 2023 | 1698033600Mon, Oct 23, 2023 | 15 | Middle/Secondary Learning | |
2nd Month: Title I Percent Needy Report | 1696219200Mon, Oct 2, 2023 | 1698033600Mon, Oct 23, 2023 | 15 | Federal Programs | |
2nd Month: Dropout Report to Mountaineer Challenge Academy | 1698033600Mon, Oct 23, 2023 | 1698033600Mon, Oct 23, 2023 | 1 | Leadership and Continuous Improvement | W.Va. Code 15-1B-24(b)(2) requires that names and mailing addresses of all high school dropouts be provided to the director of the MCA each year. |
Master List of Schools (Verification Snapshot in October) | 1688097600Fri, Jun 30, 2023 | 1698638400Mon, Oct 30, 2023 | 84 | Education Information System | WVDE will snapshot Master List of Schools information (including address, phone number, and website details) at the end of October and will consider the information official until the next year's snapshot. |
Neglected & Delinquent Students Survey (for prior school year) | 1696219200Mon, Oct 2, 2023 | 1698811200Wed, Nov 1, 2023 | 22 | Federal Programs | Counts of neglected and delinquent students in the prior school year. Please note that this collection may be moving to an End-of-Year (EOY) collection in SY22. This calendar presents collection dates for both options to ensure that staff are aware of potential timelines going forward. However, only one N&D collection will occur. WVDE staff will ensure that local leaders are aware of when N&D data will be collected. |
Special Ed. Child Count (December 1st) | 1701406800Fri, Dec 1, 2023 | 1702270800Mon, Dec 11, 2023 | 7 | Special Education | The December 1st Special Education Child Count is the official count of students with disabilities for the school year and will be used for federal reporting and state-level analyses. |
Alternate Standards/Assessment Verification | 1700024400Wed, Nov 15, 2023 | 1702270800Mon, Dec 11, 2023 | 17 | Assessment / Special Education |
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Special Education Initial Evaluation Timelines Reports & Edit Checks | 1701406800Fri, Dec 1, 2023 | 1702616400Fri, Dec 15, 2023 | 11 | Special Education | |
CTE: Placement | 1701406800Fri, Dec 1, 2023 | 1702875600Mon, Dec 18, 2023 | 12 | Technical Education | Survey follows up with CTE completers who graduated/exited school in the previous year. Timeline is tentative and depends on finalization of CTE Completer Cohort collection. |
Special Education Related Services & Paraprofessional Personnel | 1701406800Fri, Dec 1, 2023 | 1705381200Tue, Jan 16, 2024 | 28 | Special Education | |
Transportation: Ridership | 1703998800Sun, Dec 31, 2023 | 1706677200Wed, Jan 31, 2024 | 20 | School Finance / School Finance |
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Special Education SPP APR Verification | 1705208400Sun, Jan 14, 2024 | 1706763600Thu, Feb 1, 2024 | 13 | Special Education | |
Assessment Accommodations Verification | 1708405200Tue, Feb 20, 2024 | 1709010000Tue, Feb 27, 2024 | 6 | Assessment | Timeline depends on spring statewide assessment timeframe. |
PROMISE: 7th Semester Eligibility | 1707886800Wed, Feb 14, 2024 | 1709269200Fri, Mar 1, 2024 | 12 | Leadership and Continuous Improvement | |
Special Education Initial Evaluation Timelines Reports & Edit Checks | 1709269200Fri, Mar 1, 2024 | 1710475200Fri, Mar 15, 2024 | 11 | Special Education | |
CEP Eligibility Report (WVDE Reports) | 1711944000Mon, Apr 1, 2024 | 1712721600Wed, Apr 10, 2024 | 8 | Child Nutrition | WVDE staff will compile and submit this report based on existing data. |
Special Education Annual Desk Audit (ADA) | 1711944000Mon, Apr 1, 2024 | 1714449600Tue, Apr 30, 2024 | 22 | Special Education | |
Proposed Budgets for Next School Year | 1713499200Fri, Apr 19, 2024 | 1717041600Thu, May 30, 2024 | 28 | School Finance | Proposed budgets may be submitted as early as the third Tuesday in April (following statutorily required public meetings) and must be submitted no later than May 30. When May 30th falls on a non-business day (weekend or holiday), the deadline is extended to the following business day. |
PROMISE: 8th Semester Eligibility (Final) | 1715745600Wed, May 15, 2024 | 1717992000Mon, Jun 10, 2024 | 18 | Leadership and Continuous Improvement | Final PROMISE eligibility data must be finalized and submitted at the start of the EOY collection timeframe. EOY enrollment data cannot be submitted at the school level until students' PROMISE eligibility information has been verified and submitted. Note: Superintendents do not certify PROMISE data but must ensure and acknowledge thaf final information has been submitted. |
Finalize Student Transcripts | 1715745600Wed, May 15, 2024 | 1717992000Mon, Jun 10, 2024 | 18 | Leadership and Continuous Improvement | Local schools update student transcripts upon students' completion of work and teacher finalization of grades. |
Special Education Initial Evaluation Timelines Reports & Edit Checks | 1717128000Fri, May 31, 2024 | 1718596800Mon, Jun 17, 2024 | 12 | Special Education | |
Ongoing Student Data Collection & Maintenance | 1688097600Fri, Jun 30, 2023 | 1719806400Mon, Jul 1, 2024 | 247 | Education Information System | School/district staff are responsible for maintaining student data on a regular/ongoing basis throughout the school year. |
Ongoing Financial Records Maintenance | 1688097600Fri, Jun 30, 2023 | 1719806400Mon, Jul 1, 2024 | 247 | School Finance | District staff are responsible for maintaining financial data on a regular/ongoing basis throughout the fiscal year. |
Ongoing Monthly Financial Reports (8th of each month) | 1688097600Fri, Jun 30, 2023 | 1719806400Mon, Jul 1, 2024 | 247 | School Finance | Monthly financial reports are due on the 8th of each month (or the following business day if the 8th falls on a weekend or holiday). |
Ongoing Monthly Transportation Reports (8th of each month) | 1688097600Fri, Jun 30, 2023 | 1719806400Mon, Jul 1, 2024 | 247 | School Facilities & School Transportation | Monthly transportation reports are due on the 8th of each month (or the following business day if the 8th falls on a weekend or holiday). |
Ongoing Professional Staff Evaluation Ongoing Collection & Maintenance | 1688097600Fri, Jun 30, 2023 | 1719806400Mon, Jul 1, 2024 | 247 | Leadership and Continuous Improvement | School/district staff are responsible for updating/submitting data through the Educator Evaluation system as required throughout the school year. |
Ongoing CIPA/E-rate Compliance | 1688097600Fri, Jun 30, 2023 | 1719806400Mon, Jul 1, 2024 | 247 | Technology Integration & Support | CIPA training compliance must be verified by the end of the academic year (June 30). |
EOY (End-of-Year) Enrollment | 1715745600Wed, May 15, 2024 | 1719806400Mon, Jul 1, 2024 | 32 | Education Information System | Also called 10th month enrollment; counts students enrolled as of the last local day of school. Data must be submitted within two weeks of the last instructional day. WVDE staff will work with district personnel to review and verify the data. Superintendents must certify by June 30. |
EOY CTE: Enrollment and Completers | 1715745600Wed, May 15, 2024 | 1719806400Mon, Jul 1, 2024 | 32 | Technical Education | |
EOY Discipline (Overall Discipline Referrals and Interventions, Discipline Incidents involving Special Education Students) | 1715745600Wed, May 15, 2024 | 1719806400Mon, Jul 1, 2024 | 32 | Leadership and Continuous Improvement / Special Education |
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EOY Special Education Exit | 1715745600Wed, May 15, 2024 | 1719806400Mon, Jul 1, 2024 | 32 | Special Education | |
EOY Full Academic Year (FAY) Verification | 1715745600Wed, May 15, 2024 | 1719806400Mon, Jul 1, 2024 | 32 | Education Information System | |
EOY English Language Learner (ELL) Status | 1715745600Wed, May 15, 2024 | 1719806400Mon, Jul 1, 2024 | 32 | Federal Programs | |
EOY Attendance (Rates, Average Daily Membership, Average Daily Attendance) | 1715745600Wed, May 15, 2024 | 1719806400Mon, Jul 1, 2024 | 32 | Leadership and Continuous Improvement | |
Private/Parochial School Enrollment | 1715745600Wed, May 15, 2024 | 1719806400Mon, Jul 1, 2024 | 32 | Education Information System | Enrollment counts for private and parochial schools are provided by administrators for those schools. |
EOY Homeless Status Verification & Homeless Survey | 1715745600Wed, May 15, 2024 | 1719806400Mon, Jul 1, 2024 | 32 | Federal Programs | |
Neglected & Delinquent Students Survey (Current School Year) - tentative, see notes | 1715745600Wed, May 15, 2024 | 1719806400Mon, Jul 1, 2024 | 32 | Federal Programs | Tentative timeframe. Counts of neglected and delinquent students for the just-completed school year. N&D data have typically be collected in the fall to capture the number of students served in the prior school year. Please note that this collection may be moving to an End-of-Year (EOY) collection in SY22. This calendar presents collection dates for both options to ensure that staff are aware of potential timelines going forward. However, only one N&D collection will occur. WVDE staff will ensure that local leaders are aware of when N&D data will be collected. |
FitnessGRAM Aggregate Results | 1715745600Wed, May 15, 2024 | 1719806400Mon, Jul 1, 2024 | 32 | Middle/Secondary Learning | |
Option Pathway Participation | 1715745600Wed, May 15, 2024 | 1719806400Mon, Jul 1, 2024 | 32 | Adult Education / Technical Education |
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Special Education Maintenance of Effort and CEIS | 1715745600Wed, May 15, 2024 | 1719806400Mon, Jul 1, 2024 | 32 | Special Education | |
Special Education Initial Timelines Report | 1715745600Wed, May 15, 2024 | 1719806400Mon, Jul 1, 2024 | 32 | Special Education | |
EOY Facilities Square Footage | 1715745600Wed, May 15, 2024 | 1719806400Mon, Jul 1, 2024 | 32 | / School Finance |
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Retirement Annual Reports | 1719806400Mon, Jul 1, 2024 | 1722312000Tue, Jul 30, 2024 | 21 | (CPRB) | Retirement reports for the prior school year must be submitted by July 31 (or the following business day if that date falls on a weekend or holiday). |
Transportation: Fleet | 1719806400Mon, Jul 1, 2024 | 1722398400Wed, Jul 31, 2024 | 22 | School Facilities & School Transportation / School Finance |
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Transportation: Mileage | 1719806400Mon, Jul 1, 2024 | 1722398400Wed, Jul 31, 2024 | 22 | School Facilities & School Transportation / School Finance |
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Homeschool Notices & Assessments Report | 1715745600Wed, May 15, 2024 | 1722484800Thu, Aug 1, 2024 | 54 | Education Information System | |
Verification of Students Not Tested during Statewide Assessment | 1722484800Thu, Aug 1, 2024 | 1723608000Wed, Aug 14, 2024 | 10 | Assessment / Assessment |
Verification must be submitted for students not tested during the statewide assessment in the previous school year. |
Special Education Exit and Follow-Up Survey | 1713153600Mon, Apr 15, 2024 | 1725336000Tue, Sep 3, 2024 | 97 | Special Education | Survey follows up with students who graduated/exited special education in the previous year. Survey and timeline are mandated by federal requirements. There will be strict adherence to deadline; no extensions will be granted. |
Special Ed. Coordinated Early Intervening Services (CEIS) Report | 1725163200Sun, Sep 1, 2024 | 1725854400Mon, Sep 9, 2024 | 5 | Special Education | |
September Enrollment (1st Month) | 1725163200Sun, Sep 1, 2024 | 1725940800Tue, Sep 10, 2024 | 6 | Education Information System | |
Preliminary List of Personnel (1st Month) | 1725163200Sun, Sep 1, 2024 | 1725940800Tue, Sep 10, 2024 | 6 | School Finance | |
Physical Education: Alternate Plan | 1714536000Wed, May 1, 2024 | 1725940800Tue, Sep 10, 2024 | 90 | Middle/Secondary Learning | |
Cohort Verification (CTE & Graduation) | 1723694400Thu, Aug 15, 2024 | 1727150400Tue, Sep 24, 2024 | 28 | Education Information System / Technical Education |
Appeals due before final principal verification; superintendent certification follows:
Contact Rob Surface (graduation cohort) or Doug Cipoletti (CTE completers) for more information. |
Annual Financial Reports | 1719806400Mon, Jul 1, 2024 | 1727668800Mon, Sep 30, 2024 | 64 | School Finance | |
Dropout Verification | 1723694400Thu, Aug 15, 2024 | 1727668800Mon, Sep 30, 2024 | 32 | Education Information System | Record updates and principal verification are due prior to October 1:
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PROMISE: Initial Senior Cohort | 1727755200Tue, Oct 1, 2024 | 1727755200Tue, Oct 1, 2024 | 1 | Leadership and Continuous Improvement | WVDE provides a snapshot of data for students enrolled in Grade 12 based on their first 6 semesters of high school; the target date for WVDE to provide the data is October 1. Local staff need to take no action for this collection. |