WVEIS Collections Calendar

WVDE staff make every effort to maintain accurate dates in this calendar; however, this calendar may not reflect all changes in start and end dates for data collections. For the most current details, please refer to information about data collections that may be provided in Superintendent's Updates and listserv messages sent to WVEIS County Contacts and other staff.





Collections are due at 11:59pm on the date specified below.

     - certified collection
Collection Start Due Work
days
WVDE office
(Pri / Sec)
Instructions / notes
Comparability Report1733115600Mon, Dec 2, 2024TBD--- Federal Programs Comparability submissions are due in December each year. Any documentation regarding reasons for non-comprability is due by the end of January.
Assessment Accommodations Verification1708405200Tue, Feb 20, 20241709010000Tue, Feb 27, 20246 Assessment Timeline depends on spring statewide assessment timeframe.
PROMISE: 7th Semester Eligibility1707886800Wed, Feb 14, 20241709269200Fri, Mar 1, 202412 Leadership and Continuous Improvement
Special Education Initial Evaluation Timelines Reports & Edit Checks1709269200Fri, Mar 1, 20241710475200Fri, Mar 15, 202411 Special Education
CEP Eligibility Report (WVDE Reports)1711944000Mon, Apr 1, 20241712721600Wed, Apr 10, 20248 Child Nutrition WVDE staff will compile and submit this report based on existing data.
Special Education Annual Desk Audit (ADA)1711944000Mon, Apr 1, 20241714449600Tue, Apr 30, 202422 Special Education
Proposed Budgets for Next School Year1713499200Fri, Apr 19, 20241717041600Thu, May 30, 202428 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, 20241717992000Mon, Jun 10, 202418 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 Transcripts1715745600Wed, May 15, 20241717992000Mon, Jun 10, 202418 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 Checks1717128000Fri, May 31, 20241718596800Mon, Jun 17, 202412 Special Education
Ongoing Student Data Collection & Maintenance1688097600Fri, Jun 30, 20231719806400Mon, Jul 1, 2024247 Education Information System School/district staff are responsible for maintaining student data on a regular/ongoing basis throughout the school year.
Ongoing Financial Records Maintenance1688097600Fri, Jun 30, 20231719806400Mon, Jul 1, 2024247 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, 20231719806400Mon, Jul 1, 2024247 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, 20231719806400Mon, Jul 1, 2024247 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 & Maintenance1688097600Fri, Jun 30, 20231719806400Mon, Jul 1, 2024247 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 Compliance1688097600Fri, Jun 30, 20231719806400Mon, Jul 1, 2024247 Technology Integration & Support CIPA training compliance must be verified by the end of the academic year (June 30).
EOY (End-of-Year) Enrollment1715745600Wed, May 15, 20241719806400Mon, Jul 1, 202432 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 Completers1715745600Wed, May 15, 20241719806400Mon, Jul 1, 202432 Technical Education
EOY Discipline (Overall Discipline Referrals and Interventions, Discipline Incidents involving Special Education Students)1715745600Wed, May 15, 20241719806400Mon, Jul 1, 202432 Leadership and Continuous Improvement /
Special Education
EOY Special Education Exit1715745600Wed, May 15, 20241719806400Mon, Jul 1, 202432 Special Education
EOY Full Academic Year (FAY) Verification1715745600Wed, May 15, 20241719806400Mon, Jul 1, 202432 Education Information System
EOY English Language Learner (ELL) Status1715745600Wed, May 15, 20241719806400Mon, Jul 1, 202432 Federal Programs
EOY Attendance (Rates, Average Daily Membership, Average Daily Attendance)1715745600Wed, May 15, 20241719806400Mon, Jul 1, 202432 Leadership and Continuous Improvement
Private/Parochial School Enrollment1715745600Wed, May 15, 20241719806400Mon, Jul 1, 202432 Education Information System Enrollment counts for private and parochial schools are provided by administrators for those schools.
EOY Homeless Status Verification & Homeless Survey1715745600Wed, May 15, 20241719806400Mon, Jul 1, 202432 Federal Programs
Neglected & Delinquent Students Survey (Current School Year) - tentative, see notes1715745600Wed, May 15, 20241719806400Mon, Jul 1, 202432 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 Results1715745600Wed, May 15, 20241719806400Mon, Jul 1, 202432 Middle/Secondary Learning
Option Pathway Participation1715745600Wed, May 15, 20241719806400Mon, Jul 1, 202432 Adult Education /
Technical Education
Special Education Maintenance of Effort and CEIS1715745600Wed, May 15, 20241719806400Mon, Jul 1, 202432 Special Education
Special Education Initial Timelines Report1715745600Wed, May 15, 20241719806400Mon, Jul 1, 202432 Special Education
EOY Facilities Square Footage1715745600Wed, May 15, 20241719806400Mon, Jul 1, 202432 /
School Finance
Retirement Annual Reports1719806400Mon, Jul 1, 20241722312000Tue, Jul 30, 202421 (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: Fleet1719806400Mon, Jul 1, 20241722398400Wed, Jul 31, 202422 School Facilities & School Transportation /
School Finance
Transportation: Mileage1719806400Mon, Jul 1, 20241722398400Wed, Jul 31, 202422 School Facilities & School Transportation /
School Finance
Homeschool Notices & Assessments Report1715745600Wed, May 15, 20241722484800Thu, Aug 1, 202454 Education Information System
Verification of Students Not Tested during Statewide Assessment1722484800Thu, Aug 1, 20241723608000Wed, Aug 14, 202410 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 Survey1713153600Mon, Apr 15, 20241725336000Tue, Sep 3, 202497 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) Report1725163200Sun, Sep 1, 20241725854400Mon, Sep 9, 20245 Special Education
September Enrollment (1st Month)1725163200Sun, Sep 1, 20241725940800Tue, Sep 10, 20246 Education Information System
Preliminary List of Personnel (1st Month)1725163200Sun, Sep 1, 20241725940800Tue, Sep 10, 20246 School Finance
Physical Education: Alternate Plan1714536000Wed, May 1, 20241725940800Tue, Sep 10, 202490 Middle/Secondary Learning
Cohort Verification (CTE & Graduation)1723694400Thu, Aug 15, 20241727150400Tue, Sep 24, 202428 Education Information System /
Technical Education
Appeals due before final principal verification; superintendent certification follows:

  • August 15 - September 24: Appeals (Principal)
  • September 24-30: Final decisions on appeals (WVDE)
  • October 1-8: Verification (Principal)
  • October 8-21: Certification (Superintendent)

Contact Rob Surface for more information.

Annual Financial Reports1719806400Mon, Jul 1, 20241727668800Mon, Sep 30, 202464 School Finance
Dropout Verification1723694400Thu, Aug 15, 20241727668800Mon, Sep 30, 202432 Education Information System Record updates and principal verification are due prior to October 1:

  • August 15 - September 30: Verification (Principal)
  • October 1-21: Certification (Superintendent)
PROMISE: Initial Senior Cohort1727755200Tue, Oct 1, 20241727755200Tue, Oct 1, 20241 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.
2nd Month: Certified List of Personnel1727755200Tue, Oct 1, 20241728360000Tue, Oct 8, 20246 School Finance Data submission due in early October; WVDE staff will work with district personnel to review and verify the data:
  • October 1-8: Submission
  • October 8-November 15: Review/verification
Early Childhood Classrooms1722484800Thu, Aug 1, 20241728964800Tue, Oct 15, 202452 Early Learning
2nd Month: October Enrollment1727755200Tue, Oct 1, 20241729483200Mon, Oct 21, 202414 Education Information System
2nd Month: Advanced Course Enrollment1727755200Tue, Oct 1, 20241729483200Mon, Oct 21, 202414 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 Count1727755200Tue, Oct 1, 20241729483200Mon, Oct 21, 202414 Special Education
2nd Month: CTE Course Enrollment & Grade 14 Contact Hours1727755200Tue, Oct 1, 20241729483200Mon, Oct 21, 202414 Technical Education
2nd Month: Physical Education: Requirement Certification1727755200Tue, Oct 1, 20241729483200Mon, Oct 21, 202414 Middle/Secondary Learning
2nd Month: Title I Percent Needy Report1727755200Tue, Oct 1, 20241729483200Mon, Oct 21, 202414 Federal Programs
2nd Month: Dropout Report to Mountaineer Challenge Academy1729569600Tue, Oct 22, 20241729569600Tue, Oct 22, 20241 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)1719806400Mon, Jul 1, 20241730088000Mon, Oct 28, 202483 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)1727755200Tue, Oct 1, 20241730433600Fri, Nov 1, 202423 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)1733115600Mon, Dec 2, 20241733806800Tue, Dec 10, 20247 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 Verification1731646800Fri, Nov 15, 20241733806800Tue, Dec 10, 202416 Assessment /
Special Education
Special Education Initial Evaluation Timelines Reports & Edit Checks1733115600Mon, Dec 2, 20241734325200Mon, Dec 16, 202411 Special Education
CTE: Placement1733115600Mon, Dec 2, 20241734411600Tue, Dec 17, 202412 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 Personnel1733115600Mon, Dec 2, 20241736917200Wed, Jan 15, 202529 Special Education
Transportation: Ridership1735534800Mon, Dec 30, 20241738299600Fri, Jan 31, 202522 School Finance /
School Finance
Special Education SPP APR Verification1736917200Wed, Jan 15, 20251738558800Mon, Feb 3, 202513 Special Education