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 Report1669870800Thu, Dec 1, 2022TBD--- 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 Personnel1664510400Fri, Sep 30, 20221665460800Tue, Oct 11, 20227 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 Classrooms1659326400Mon, Aug 1, 20221665979200Mon, Oct 17, 202254 Early Learning
2nd Month: October Enrollment1664510400Fri, Sep 30, 20221666324800Fri, Oct 21, 202215 Education Information System
2nd Month: Advanced Course Enrollment1664510400Fri, Sep 30, 20221666324800Fri, Oct 21, 202215 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 Count1664510400Fri, Sep 30, 20221666324800Fri, Oct 21, 202215 Special Education
2nd Month: CTE Course Enrollment & Grade 14 Contact Hours1664510400Fri, Sep 30, 20221666324800Fri, Oct 21, 202215 Technical Education
2nd Month: Physical Education: Requirement Certification1664510400Fri, Sep 30, 20221666324800Fri, Oct 21, 202215 Middle/Secondary Learning
2nd Month: Title I Percent Needy Report1664510400Fri, Sep 30, 20221666324800Fri, Oct 21, 202215 Federal Programs
2nd Month: Dropout Report to Mountaineer Challenge Academy1666324800Fri, Oct 21, 20221666584000Mon, Oct 24, 20222 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)1656648000Fri, Jul 1, 20221666929600Fri, Oct 28, 202283 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)1664510400Fri, Sep 30, 20221667275200Tue, Nov 1, 202222 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)1669870800Thu, Dec 1, 20221670821200Mon, Dec 12, 20228 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 Verification1668488400Tue, Nov 15, 20221670821200Mon, Dec 12, 202218 Assessment /
Special Education
Special Education Initial Evaluation Timelines Reports & Edit Checks1669870800Thu, Dec 1, 20221671080400Thu, Dec 15, 202211 Special Education
CTE: Placement1669870800Thu, Dec 1, 20221671426000Mon, Dec 19, 202213 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 Personnel1669870800Thu, Dec 1, 20221673931600Tue, Jan 17, 202329 Special Education
Transportation: Ridership1672549200Sun, Jan 1, 20231675141200Tue, Jan 31, 202320 School Finance /
School Finance
Special Education SPP APR Verification1673758800Sun, Jan 15, 20231675227600Wed, Feb 1, 202312 Special Education
Assessment Accommodations Verification1676782800Sun, Feb 19, 20231677474000Mon, Feb 27, 20235 Assessment Timeline depends on spring statewide assessment timeframe.
PROMISE: 7th Semester Eligibility1676350800Tue, Feb 14, 20231677646800Wed, Mar 1, 202311 Leadership and Continuous Improvement
Special Education Initial Evaluation Timelines Reports & Edit Checks1677646800Wed, Mar 1, 20231678852800Wed, Mar 15, 202311 Special Education
CEP Eligibility Report (WVDE Reports)1680235200Fri, Mar 31, 20231681099200Mon, Apr 10, 20237 Child Nutrition WVDE staff will compile and submit this report based on existing data.
Special Education Annual Desk Audit (ADA)1680235200Fri, Mar 31, 20231682913600Mon, May 1, 202322 Special Education
Proposed Budgets for Next School Year1681963200Thu, Apr 20, 20231685419200Tue, May 30, 202328 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)1684123200Mon, May 15, 20231686542400Mon, Jun 12, 202320 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 Transcripts1684123200Mon, May 15, 20231686542400Mon, Jun 12, 202320 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 Checks1685592000Thu, Jun 1, 20231686801600Thu, Jun 15, 202311 Special Education
Ongoing Student Data Collection & Maintenance1656648000Fri, Jul 1, 20221688097600Fri, Jun 30, 2023246 Education Information System School/district staff are responsible for maintaining student data on a regular/ongoing basis throughout the school year.
Ongoing Financial Records Maintenance1656648000Fri, Jul 1, 20221688097600Fri, Jun 30, 2023246 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)1656648000Fri, Jul 1, 20221688097600Fri, Jun 30, 2023246 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)1656648000Fri, Jul 1, 20221688097600Fri, Jun 30, 2023246 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 & Maintenance1656648000Fri, Jul 1, 20221688097600Fri, Jun 30, 2023246 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 Compliance1656648000Fri, Jul 1, 20221688097600Fri, Jun 30, 2023246 Technology Integration & Support CIPA training compliance must be verified by the end of the academic year (June 30).
EOY (End-of-Year) Enrollment1684123200Mon, May 15, 20231688097600Fri, Jun 30, 202333 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 Completers1684123200Mon, May 15, 20231688097600Fri, Jun 30, 202333 Technical Education
EOY Discipline (Overall Discipline Referrals and Interventions, Discipline Incidents involving Special Education Students)1684123200Mon, May 15, 20231688097600Fri, Jun 30, 202333 Leadership and Continuous Improvement /
Special Education
EOY Special Education Exit1684123200Mon, May 15, 20231688097600Fri, Jun 30, 202333 Special Education
EOY Full Academic Year (FAY) Verification1684123200Mon, May 15, 20231688097600Fri, Jun 30, 202333 Education Information System
EOY English Language Learner (ELL) Status1684123200Mon, May 15, 20231688097600Fri, Jun 30, 202333 Federal Programs
EOY Attendance (Rates, Average Daily Membership, Average Daily Attendance)1684123200Mon, May 15, 20231688097600Fri, Jun 30, 202333 Leadership and Continuous Improvement
Private/Parochial School Enrollment1684123200Mon, May 15, 20231688097600Fri, Jun 30, 202333 Education Information System Enrollment counts for private and parochial schools are provided by administrators for those schools.
EOY Homeless Status Verification & Homeless Survey1684123200Mon, May 15, 20231688097600Fri, Jun 30, 202333 Federal Programs
Neglected & Delinquent Students Survey (Current School Year) - tentative, see notes1684123200Mon, May 15, 20231688097600Fri, Jun 30, 202333 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 Results1684123200Mon, May 15, 20231688097600Fri, Jun 30, 202333 Middle/Secondary Learning
Option Pathway Participation1684123200Mon, May 15, 20231688097600Fri, Jun 30, 202333 Adult Education /
Technical Education
Special Education Maintenance of Effort and CEIS1684123200Mon, May 15, 20231688097600Fri, Jun 30, 202333 Special Education
Special Education Initial Timelines Report1684123200Mon, May 15, 20231688097600Fri, Jun 30, 202333 Special Education
EOY Facilities Square Footage1684123200Mon, May 15, 20231688097600Fri, Jun 30, 202333 /
School Finance
Retirement Annual Reports1688097600Fri, Jun 30, 20231690776000Mon, Jul 31, 202321 (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: Fleet1688097600Fri, Jun 30, 20231690776000Mon, Jul 31, 202321 School Facilities & School Transportation /
School Finance
Transportation: Mileage1688097600Fri, Jun 30, 20231690776000Mon, Jul 31, 202321 School Facilities & School Transportation /
School Finance
Homeschool Notices & Assessments Report1684123200Mon, May 15, 20231690862400Tue, Aug 1, 202354 Education Information System
Verification of Students Not Tested during Statewide Assessment1690862400Tue, Aug 1, 20231691985600Mon, Aug 14, 202310 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 Survey1681444800Fri, Apr 14, 20231693454400Thu, Aug 31, 202397 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) Report1693540800Fri, Sep 1, 20231694145600Fri, Sep 8, 20235 Special Education
September Enrollment (1st Month)1693540800Fri, Sep 1, 20231694404800Mon, Sep 11, 20236 Education Information System
Preliminary List of Personnel (1st Month)1693540800Fri, Sep 1, 20231694404800Mon, Sep 11, 20236 School Finance
Physical Education: Alternate Plan1682913600Mon, May 1, 20231694404800Mon, Sep 11, 202392 Middle/Secondary Learning
Cohort Verification (CTE & Graduation)1692072000Tue, Aug 15, 20231695614400Mon, Sep 25, 202329 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 (graduation cohort) or Doug Cipoletti (CTE completers) for more information.

Annual Financial Reports1688097600Fri, Jun 30, 20231695873600Thu, Sep 28, 202363 School Finance
Dropout Verification1692072000Tue, Aug 15, 20231696219200Mon, Oct 2, 202334 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 Cohort1696219200Mon, Oct 2, 20231696219200Mon, Oct 2, 20231 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.