West Virginia Department of Education
Office of Institutional Education Programs
Operational Procedures
WEST VIRGINIA EDUCATION
INFORMATION SYSTEM
(WVEIS) REQUIREMENTS FOR
INSTITUTIONAL EDUCATION
PROGRAMS
Section
Programs and Services
Number
Effective Date
Revision Date
Revision No.
Page No.
4.30
September 1, 2008
1 of 2
Approval:
1.0. PURPOSE:
Provide an operational framework for the implementation and maintenance of the West Virginia Education
Information System (WVEIS) for Institutional Education Programs.
2.0
APPLICABILITY:
Procedures apply to all Institutional Education Programs located in Department of Health and Human
Resources (DHHR) and Division of Juvenile Services (DJS) facilities.
3.0
POLICY STATEMENT:
The consistent implementation and maintenance of the WVEIS Standards for Maintaining Student Data
Systems is essential to ensure standardized data collection and reporting.
4.0
DEFINITIONS:
4.1
“West Virginia Education Information System (WVEIS)” was created in 1990 by the state of West
Virginia to ensure standardized data collection and reporting to the West Virginia Department of
Education.
5.0
4.2
“WVEIS Standards for Maintaining Student Data Systems Manual,” is a document that communicates
and/or provides guidance to staff relating to the policies, guidelines, regulations and procedures that
govern WVEIS activities. This manual is accessible online at http://wveis.k12.wv.us/.
4.2
“Operational Procedure” means guidance in the form of a standardized method or methods of
performing a specified function, which is prescribed and necessary to implement the intent of a
policy, law, regulation, accreditation standard or directive applicable to Institutional Education
Programs.
PROCEDURES:
5.1
All matters relating to the operation, implementation, and training of WVEIS shall be coordinated
through the Office of Institutional Education Programs WVEIS Contact.
5.2
The Principal/Lead Teacher may designate specific staff members to be responsible for implementing
and maintaining the WVEIS school and student application components. A list of designated staff
assigned WVEIS responsibilities at each facility shall be submitted to the Office of Institutional
Education Programs County Contact at the beginning of each school year and/or at assignment
throughout the school year.
WEST VIRGINIA EDUCATION
INFORMATION SYSTEM (WVEIS)
REQUIREMENTS FOR
INSTITUTIONAL EDUCATION
PROGRAMS
Section
Programs and Services
4.30
Number
Effective Date September 1, 2008
Revision Date
Revision No.
2 of 2
Page No.
5.3
Department of Health and Human Resources (DHHR) and Division of Juvenile Services (DJS)
facilities shall enroll students into WVEIS immediately upon their admittance. Short term DJS
facilities shall wait seventy-two hours (72 hours) to enroll detention students into WVEIS, as detailed
in the Operational Procedure “Intake Process for Juvenile Education Programs,” 5.3.
5.4
The Principal/Lead Teacher shall ensure that all personnel assigned to WVEIS responsibilities have
appropriate technology hardware and software available to carry out WVEIS responsibilities.
5.5
All staff shall abide by the guidelines and procedures set forth in the WVEIS Standards for
Maintaining Student Data Systems Manual relative to Institutional Education Programs.
5.6
The Principal/Lead Teacher shall maintain an updated copy of the manual at the facility and ensure
that all staff members, designated as responsible for maintaining WVEIS, have read and become
familiar with procedures that are applicable to the employee’s assigned duties.
5.7
The Principal/Lead Teacher shall notify staff of any new requirements or revisions made to the
WVEIS Standards for Maintaining Student Data Systems Manual.
5.8
The Principal/Lead Teacher or designee shall train, or make arrangements to train, staff on the WVEIS
Standards for Maintaining Student Data Systems Manual and direct the implementation of WVEIS
procedures.
5.9
The WVEIS school and student application components relative to Institutional Education Programs
are, but not limited to:









5.10
Student Management System (Demographics);
Student Attendance and Enrollment System;
Student Scheduling System;
Student Discipline System:
○ Short-term Juvenile and Diagnostic Centers shall not enter discipline.
School Health;
Special Education;
Transcripts:
o Principals/Lead Teachers shall provide signature approval for credits prior to entry into
WVEIS;
o Short-term Juvenile and Diagnostic Centers shall enter individual transcripts of grades into
WVEIS upon completion of credits earned;
Student Grading System;
Limited English Proficient (LEP) Students.
The Principals/Lead Teachers shall ensure that State WVEIS Reporting be submitted according to the
required timelines. Reporting requirements and timelines can be obtained at
http://wveis.k12.wv.us/calendar of events.asp.