Dear Colleagues, 

 I hope everyone’s school year is off to a strong start. I want to recognize the hard work that each of you accomplished last year. 86% of school divisions improved the federally-defined chronic absenteeism rates and Virginia’s K-12 schools saw a 16% reduction in students who were chronically absent last year. The federally defined rate of chronic absenteeism fell to 16.1% in 2023-2024 from 19.3% in 2022-2023. 

As the department works with school divisions to finalize their accreditation corrections, we hope to have final accreditation results this month and those reports will include localized chronic absenteeism rates. 

I also want to note that not only have you worked diligently to ensure those students who were chronically absent return to school, but you have made significant impact in almost EVERY student’s attendance across the Commonwealth.  All K-12 students had 1,276,522 fewer absent days, which resulted in an increase of 8,935,654 hours of instruction. I can only imagine how much more instruction our teachers were able to accomplish and how much more learning our students achieved.  

As we head into the 2024-25 school year, we must continue to focus on chronic absenteeism. Prior to the pandemic, Virginia’s chronic absenteeism rate was under 11 percent. Therefore, we must continue to work together to focus on continuing to remove attendance barriers and increase student engagement. 2023-2024 data indicates that chronically absent students (attending less than 90% of the school year) performed 19 percentage points below their peers in reading and 26 percentage points below in math. 

The department will continue to prioritize symposiums, webinars, and convene the Chronic Absenteeism Task Force to look at data-based solutions. Our hope is to continue to share best practices that will work in your local context. We know that across the state Kindergarten shows one of the highest rates of chronic absenteeism. We encourage you to help families get a great start to school during this attendance awareness month. In addition, we see a consistent decrease in attendance starting in seventh grade through the remainder of high school. We are looking for bright spots to share across the state. If you have innovative, data-based success stories with our Kindergarten, middle school, or high school students, please reach out to me as our next round of resources will target these grade levels.  

Also, I invite everyone to join The First Lady of Virginia, Suzanne S. Youngkin, in a fireside chat with award-winning social psychologist, author, and researcher Dr. Jonathan Haidt on September 19. They will discuss insights from Dr. Haidt’s book, The Anxious Generation, and its implications for limiting social media and cell phone use to help restore childhood and play. This event is a valuable opportunity for schools to engage with parents, educators, students, and families in creating best practices for cell phone and social media use both in and out of school. More information is available in this newsletter. 

Thank you for all you do.  

In appreciation, 

Lisa

Participating schools can use the chat as an opportunity to facilitate community conversations with parents, educators, students, and families to create best practices for the use of cell phones and social media both in and out of school. Each school will receive a facilitator’s guide to the event, including materials and technical guidance.  

Please visit the Commonwealth Conversation on Restoring Childhood Through Common Sense Practices of Social Media and Cell Phones webpage to learn more and view the list of schools that are holding an event. 

The U.S. Department of Education (USED) requires states to conduct CTE Civil Rights Reviews to determine if school divisions that offer CTE programs and receive federal financial assistance are meeting the requirements of civil rights laws and regulations. The Virginia Department of Education is required to conduct four reviews each school year, using a targeting plan approved by USED, and identify school divisions in the current year of a six-year cyclical monitoring schedule for a review. The VDOE will provide technical assistance throughout the review process, and superintendents of identified school divisions will receive a notification letter by September 20, 2024.  

Additional information about CTE Civil Rights and the review process can be found in the USED, Office of Civil Rights, Vocational Education Programs Guidelines for Eliminating Discrimination and Denial of Services on the Basis of Race, Color, National Origin and Handicap (Guidelines) and on the VDOE CTE webpage.   

The U.S. Department of Education (USED) requires states to conduct CTE Federal Program Monitoring Reviews assessing school divisions’ compliance with related CTE regulations, standards, and state and federal laws. The Virginia Department of Education is required to conduct seven reviews each school year, using a targeting plan approved by USED, and identify school divisions in the current year of a six-year cyclical monitoring schedule for a review. The VDOE will provide technical assistance throughout the review process, and superintendents of identified school divisions will receive a notification letter by September 20, 2024.  

School divisions are also required, according the six-year cyclical schedule, to conduct and submit to the VDOE a comprehensive CTE Federal Program Monitoring Review System Self-Assessment and develop a corrective action/program improvement plan to address any identified deficiencies and concerns. Additional information about CTE Federal Program Monitoring Review process can be found on the VDOE CTE webpage.  

The statewide English Language Proficiency (ELP) assessments testing window for the 2024-2025 school year opens Monday, January 13, 2025, and closes Friday, March 21, 2025. School divisions must assess all English learners with an approved ELP assessment during this testing window. 

A detailed ELP assessment test administration schedule for the 2024-2025 school year is available online and includes information and important dates for administering the assessments. Additional information is available on the Virginia English Language Proficiency Assessment webpage and the Virginia WIDA website. 

The Office of Assessment is seeking nominations for the 2024 Virginia Alternate Assessment Program Item Review Committees. Approximately 15-30 nominees are needed and will be organized by elementary and secondary levels. School divisions may nominate a representative for each committee. The Committees will be responsible for reviewing field test items in Mathematics, Reading, and Science for elementary and secondary VAAP test forms for the 2024-2025 test administration. Additionally, committee members will review test blueprints in Mathematics. Committees will convene November 12-15, 2024, in Richmond, Virginia. For a list of committees and specific dates, please refer to the 2024 Virginia Alternate Assessment Program Item Review Committee information document. 

Committee members will be chosen based on grade-level experience and content area expertise; in-depth knowledge of the Virginia Essentialized Standards of Learning (VESOL); instructional/supervisory experience for students with the most significant cognitive disabilities; and balanced regional representation. 

All individuals who wish to serve on this committee, including those who have previously served on other VDOE committees, must submit an online application found in the Assessment Committee Application Processing System (ACAPS). All parts of the application must be completed by Monday, September 30, 2024, for consideration by the Virginia Department of Education. 

A local school board may appeal a performance level designation for a specific school quality indicator under the state accreditation system, as described in the Standards of Accreditation (SOA) 8VAC20-131-380 (F)(6). Per the SOA, the Virginia Board of Education shall grant such appeals only in limited circumstances that warrant special consideration in designating performance levels.  

The intent of this provision in the SOA is to provide potential relief to schools that have experienced a significant event impacting performance on an indicator. Such circumstances should be unusual and appeals should be rare. 

Should a school division have a school that has been impacted by a significant event affecting a school quality indicator used in the accreditation process, they may select to complete an Appeals Form of a Performance Level Designation of a School Quality Indicator . These forms should be completed and submitted by September 19, 2024, to accountability@doe.virginia.gov. 

In compliance with the information and reporting requirements of Part B of the Individuals with Disabilities Education Act (IDEA 2004), divisions are required to make an unduplicated count of students with disabilities receiving special education services on December 1 of each year. A properly developed Individualized Education Program (IEP) or an Individual Services Plan (ISP) must be implemented for each student with a disability reported to the VDOE. This data should reflect students’ records as of December 1, 2024. 

The December 1 Child Count window will be accessible through the Single Sign-on for Web Systems (SSWS) portal on Monday, December 2, 2024 - Friday, December 13, 2024, for data submissions and the superintendent’s approval/verification. Divisions are responsible for completing the Parentally Placed Private School & Homeschooled Survey within the December 1 Child Count application. The survey must be completed prior to beginning the Child Count’s approval process. Submissions made after the child count window closes may impact the division’s local determination rubric for accurate and timely data submission. 

The December 1 Child Count forms the basis for state funding and federal reporting. The information submitted is subject to audit by the United States Department of Education, VDOE, and the Auditor of Public Accounts. The divisions are responsible for maintaining student records and conducting extensive verification and validation checks ensuring data reported to VDOE are accurate. 

The Virginia Department of Education is pleased to announce another iteration of the Grow Your Own Registered Teacher Apprenticeships grant application. As announced on July 12, 2024, VDOE, in partnership with the Department of Workforce Development and Advancement, was awarded competitive funding through the State Apprenticeship Expansion Funding (SAEF) issued by the U.S. Department of Labor.  

With this competitive subgrant opportunity, VDOE seeks to sponsor and fund high-quality teacher registered apprenticeship models designed and implemented in partnership between school divisions and state-approved Educator Preparation Programs (EPPs).   This opportunity provides competitive, reimbursement-based funding to cover all tuition, textbooks, certification assessments, and fees on behalf of teacher apprentice candidates selected by participating school divisions for participation in the GYO Program. 

Information sessions will be facilitated by the National Center for Grow Your Own in September. School division and EPP personnel will receive additional information about how to register for these sessions via email.   

Proposals must be received by the VDOE by 4 p.m. on November 1, 2024. All responses must be submitted as directed in the Submissions Instructions section of the request for applications.  

Additional information about the program can be found in the Competitive Subgrant Request for Applications.  

VDOE would like to remind school divisions of critical obligation and drawdown deadlines for the open federal education subgrant awards listed in VDOE’s Expiring Federal Education Funds document. 

Details are outlined for specific programs in the following areas:  

• Pandemic Relief Program Awards (i.e., ESSER)
• Strengthening Career and Technical Education for the 21st Century (Perkins V) Awards 
• School Improvement Awards 
• Elementary and Secondary Education Act (ESEA) Awards   
• Individuals with Disabilities Education Act (IDEA) Awards  

As the deadlines approach, school divisions should ensure that all of their federal education subgrant awards are obligated and drawn down within the established timelines.    

Questions may be directed to vdoefederalrelief@doe.virginia.gov or to program office contacts included in the support document. 

On August 28, 2024, the Board of Education reviewed and adopted the updated Approved Courses to Satisfy Graduation Requirements for the Standard, Advanced Studies, and Modified Standard Diplomas in Virginia Public Schools. The document includes the following changes:  

• SCED codes in mathematics updated to reflect the National SCED code database,  
• Clarified language on page 17 regarding provisions in Economics and Personal Finance for students with disabilities,  
• Added a table to reflect courses that can be used to meet the physical education requirement for graduation, including the addition of JROTC and Unified Physical Education as substitute courses for 9th and 10th grade physical education, and  
• Minor changes to improve accuracy, readability, and formatting. 

Division leaders should review this document and work with principals, school counselors, and student information systems staffing to update current SCED codes for courses and to plan for any changes to a division’s Program of Studies as a result of these updates.  

September is Attendance Awareness Month, a nationwide recognition of the connection between regular school attendance and academic achievement. This month highlights the importance of mobilizing schools, families, and community partners to promote regular attendance by developing tiered strategies and personalized interventions to reduce chronic absence.  

Research shows that missing as few as two days every month, or ten percent of the school year, can have a significant impact on students. Students who miss between two and four days in September are more likely to be chronically absent throughout the school year. This suggests that schools should monitor attendance from the beginning of the school year and intervene swiftly to get students back on track. School and division leaders can promote Attendance Awareness during September by sharing the importance of attendance with families and by celebrating students who are demonstrating good and improved attendance. Please see the resources below for more information regarding improving attendance and creating an attendance awareness campaign.  

September 11, 2024, marks the 23rd anniversary of the most significant terrorist attack ever to occur on American soil. We recognize this date every year as Patriot Day to remember the lives lost at the World Trade Center, on Flight 93, and at the Pentagon (located in Arlington County, Virginia, making 9/11 a direct part of Virginia history). Patriot Day also honors the first responders, service members, and civil servants who were integral in rescue and recovery efforts - many of whom made the supreme sacrifice as a result.  

Schools are encouraged to designate time next week for reflection and remembrance. Many Virginia schools commemorate Patriot Day by flying the Freedom Flag, which is recognized as the Commonwealth’s official 9/11 flag of remembrance. Governor Glenn Youngkin will be displaying the Freedom Flag for the 7th consecutive year at the Executive Mansion, and major state institutions such as the Virginia War Memorial, Virginia Museum of History & Culture, and the Virginia State Police are anticipated to display the Freedom Flag in commemorative events on 9/11. The Freedom Flag Foundation encourages schools to conduct flag raising ceremonies that include the recitation of the 10 symbolic elements of the Freedom Flag. There are also 9/11 teaching resources available from the United States Department of Education and the Library of Congress. 

If you’d like to share a photo of your school flying its Freedom Flag, please send an email to communications@doe.virginia.gov. 

For additional information about the Freedom Flag, please contact the Freedom Flag Foundation at education@freedomflagfoundation.org. 

VDOE, as part of its #ElevateEducatorsVA campaign, and in partnership with the Virginia Secretary of Education, is proud to announce that nominations are open for the 2025 Recognizing Inspiring School Employees (RISE) Award. The RISE Award is intended to honor and promote classified school employees who provide exemplary service to students.  A classified school employee is defined as an employee of a state or any political subdivision of a state, or an employee of a nonprofit entity, who works in any grade from prekindergarten through high school in any of the following occupational specialties: paraprofessional, clerical and administrative services, transportation services, food and nutrition services, custodial and maintenance services, security services, health and student services, technical services, and skilled trades. Additional information about the RISE Award is available on the VDOE Educator Recognition website.

Each school division may submit one candidate to be considered for this recognition. Submit your nominees using the VDOE Qualtrics online application for the Virginia RISE Awards by October 7, 2024, at 5 p.m.  Virginia will select and celebrate two RISE Award recipients announced mid-winter. These two candidates will then be considered at the national level for the U.S. Department of Education RISE Award.  

The U.S. Presidential Scholars Program was established by President Lyndon Johnson in 1964, and, since that time, has honored almost 8,000 outstanding high school seniors. The program has evolved from initial recognition of exceptional SAT or ACT scores, and beginning in 1979, the program was extended to recognize students who demonstrate exceptional talent in the visual, creative, and performing arts.   Each year, up to 161 students are named as Presidential Scholars, one of the nation’s highest honors for high school students. 

To apply for the U.S. Presidential Scholars in the Arts program, students must first apply to the National Arts Competition hosted by YoungArts. YoungArts accepts applications in the following disciplines: classical music, dance, design, film, jazz, photography, theater, visual arts, voice, and writing. If accepted as a winner in one of these categories, students may be invited to apply to the U.S. Presidential Scholars in the Arts program. For applications and additional information, visit YoungArts.  

All applications to the National Arts Competition by YoungArts must be received no later than October 17, 2024.  

VDOE’s Office of Advanced Learning, in collaboration with the Office of Career and Technical Education, is accepting nominations of Virginia candidates for the 2025 U.S. Presidential Scholars for Career and Technical Education for recognition “on the basis of outstanding scholarship and demonstrated ability and accomplishment in career and technical education fields.” The Criteria for Candidate Identification and Nomination provides detailed information on the categories that will be used by the Commission on Presidential Scholars selection committee. Use these criteria to select appropriate supporting nomination documents for submission.  

The U.S. Presidential Scholars Program was established by President Lyndon Johnson in 1964, and, since that time, has honored almost 8,000 outstanding high school seniors. The program has evolved from initial recognition of exceptional SAT or ACT scores and beginning in 2016, outstanding students who demonstrate excellence in Career and Technical Education were included for recognition.  

School divisions are invited to nominate an outstanding senior CTE student for the 2025 U.S. Presidential Scholars CTE Program. The 2025 CTE U.S. Presidential Scholars Program Nomination Form  and strong, relevant supporting documents must be submitted in one folder for each nominee through the VDOE’s secure Single Sign-on Web Systems (SSWS) drop box to the attention of Amanda Nevetral. All nominations must be received no later than October 21, 2024. For questions related to this program, contact CTE@doe.virginia.gov.  

The U.S. Presidential Scholars Program was established in 1964, by Executive Order of the President, to recognize and honor some of our nation’s most distinguished graduating high school seniors. Each year, up to 161 students are named as Presidential Scholars, one of the nation’s highest honors for high school students. The Presidential Scholars Program reviewers will consider the following categories when evaluating the nominees at the Semifinalist and Scholar levels: 

• Involvement and Service in school and community 
• Leadership and Character 
• Writing samples 
• Academic achievements 
• Discretionary points for extraordinary achievement, heavy workload, family responsibilities, or obstacles overcome.  

All nominations must be received no later than November 15, 2024.