Official Public School File
24 P.S. §10-1006
Date of Issue: July 1, 2020
Replaces: Official Public School File, BEC 24 P.S. §10-1006, issued September 1, 2003
Section 1 – EdNA Configuration Changes (Public LEA/Schools)
Responsibility for maintenance of the Pennsylvania Department of Education (PDE) official public-school application lies primarily with the PDE Office of Data Quality (ODQ). This application serves all offices within PDE to provide information necessary for administration of educational programs requiring school level data. Education Names and Addresses (commonly referred to as EdNA) is an application that provides up-to-date names, addresses, and other types of contact information for educational entities in Pennsylvania. EdNA is open to the public. The data stored in EdNA is connected to many other PDE systems/applications that (generally) retrieve data from EdNA when needed.
The file undergoes continuous updating. Therefore, as changes occur in specific school level information, the Chief School Administrator should report those changes to the school district's EdNA Updater to facilitate the change in EdNA to maintain the most accurate information. Additionally, each summer the School Services Office transmits, via PennLink, to each Chief School Administrator, a reminder to review current information contained in EdNA and submit updates to reflect the status at the beginning of the upcoming school year. Included in this annual revision, the file incorporates new schools, closures, and other changes at any time when the chief school administrator provides the necessary information.
This file serves all offices throughout PDE.
All changes, whether made during the year or as part of the annual summer update, require notification either through the EdNAv2 Online Portal or written documentation accompanied by the signature of the Chief School Administrator sent to the respective Program Office.
The EdNAv2 Online system provides an interface that enables public school entities to update their school information online.
Some changes are automatic, while others will update pending approval by a PDE administrator; documentation may be required by PDE prior to approving a change.
EdNAv2 Online is available through the MyPDESuite Web Portal. Please contact your Local Security Administrator to gain permission.
The following public school entities have access to EdNAv2 Online:
- 1: School Districts
- 2: Intermediate Units
- 3: Career and Technical Centers
- 4: Charter Schools
- 5: State Owned
- 6: Special Program Jointures
- 7: State Juvenile Correctional Institutions
- 8: State Adult Correctional Institutions
The following table outlines the changes that are permitted in EdNAv2 Online - by school entity.
| 1,2,5,6,7,8 | Official Name | NO | Board Minutes and a letter from Chief School Administrator of public school entity. |
| 1,2,5,6,7,8 | Phone # | YES | Not Required |
| 1,2,5,6,7,8 | Fax # | YES | Not Required |
| 1,2,5,6,7,8 | Web URL | YES | Not Required |
| 1,2,5,6,7,8 | Magnet School | NO | Not Required |
| 1,2,5,6,7,8 | Mailing Address | NO | Board Minutes |
| 1,2,5,6,7,8 | Location Address | NO | Board Minutes |
| 1,2,5,6,7,8 | Geo-Spatial Coordinates | NO | Not Required |
| 1,2,5,6,7,8 | Grades Offered | NO | Board Minutes and a letter from Chief School Administrator of the public school entity. |
| 1,2,5,6,7,8 | Admin (not commissioned) information | NO | Not Required. Exceptions: acting/substitute superintendent; assistant superintendent; executive director; assistant executive director. |
| 5,6,7,8 | Chief Administrator | NO | Board Minutes and a letter from Chief School Administrator of the public school entity. |
| 1,2 | Chief Administrator / commissioned admin Information | NO | Application for commission, Board Minutes, and copy of credentials. (Substitutes: copy of credentials and Board Minutes. Acting: Board Minutes.) |
| 1,2 | Emergency Information of an administrator | YES | Not Required |
| 3 | Official Name | NO | Board Minutes and a letter from Chief School Administrator of public school entity. |
| 3 | Phone # | YES | Not Required |
| 3 | Fax # | YES | Not Required |
| 3 | Web URL | YES | Not Required |
| 3 | Magnet School | NO | Not Required |
| 3 | Mailing Address | NO | Board Minutes |
| 3 | Location Address | NO | Board Minutes |
| 3 | Geo-Spatial Coordinates | NO | Not Required |
| 3 | Grades Offered | NO | Board Minutes and a letter from Chief School Administrator of the public school entity. |
| 3 | Articles of Agreement | NO | Not Required |
| 3 | Programs Offered | NO | Not Required |
| 3 | Schedule | NO | Not Required |
| 3 | Rotations | NO | Not Required |
| 3 | Program Sequence | NO | Not Required |
| 3 | Admin of Record | NO | Not Required |
| 3 | Admin (not commissioned) information | NO | Not Required |
| 4 | Official Name | NO | Board Minutes and a letter from Chief School Administrator of the public school entity. |
| 4 | Phone # | YES | Not Required |
| 4 | Fax # | YES | Not Required |
| 4 | Web URL | YES | Not Required |
| 4 | Magnet School | NO | Not Required |
| 4 | Mailing Address | NO | Board Minutes |
| 4 | Location Address | NO | Board Minutes |
| 4 | Geo-Spatial Coordinates | NO | Not Required |
| 4 | Grades Offered | NO | Not Required |
| 4 | Admin (not commissioned) information | NO | Not Required |
| 4 | LEA Chief Admin | NO | Board Minutes and a letter from Chief School Administrator of the public school entity. |
The dates for the annual summer update begin on or around June 15 and end on the last business day of July. All annual updates must be submitted during this time period to be approved for the following school year.
Documentation may also be scanned and emailed to the EdNA Administration Team at
RA-EdNA-Admin@pa.gov.
Section 2 – Career and Technical Education Schools
Responsibility for maintenance of the official public-school computer file's information regarding each career and technical school lies primarily with the Bureau of Career and Technical Education (BCTE). This file serves all offices within PDE to provide information necessary for administration of educational programs. In addition to school data, it identifies each area career and technical school's Chief School Administrator of record.
The file undergoes continuous updating. Therefore, as changes occur in specific school level information, the Chief School Administrator should report those changes in writing to the BCTE at
tkeisling@pa.gov or the Bureau of Career and Technical Education Pennsylvania Department of Education, Forum Building, 607 South Drive, Harrisburg, PA 17120. Additionally, each summer BCTE surveys career and technical schools for verification of information currently recorded and updating to reflect status at the beginning of the upcoming school year. Besides this annual revision, the file incorporates other changes at any time when the career and technical school provides the necessary information.
Because this file serves all offices throughout PDE, all changes, whether made during the year or as part of the annual summer update, require
written notification to BCTE.
Section 3 – Commissioned Officers
PDE's official public-school file provides current addresses for local education agencies (LEAs), their commissioned officers, and officials in acting or substitute status for positions normally commissioned. The issuance of commissions that takes effect at the expiration of prior commissions automatically updates the computer file. The Chief School Administrator must submit changes in writing to
ra-edcertquestions@pa.gov or Division of Certification Services, Pennsylvania Department of Education, Forum Building, 607 South Drive, Harrisburg, PA 17120.
When a school district board appoints an acting or substitute superintendent or assistant superintendent, the board shall promptly provide written notification to the Division of Certification Services. Such notification (copy of Board Action) shall include the appointment date, its effective date, and its termination date (if specified) as well as indicate if the appointment is due to an incumbent's resignation, death, or approved leave.
When an intermediate unit board appoints an acting or substitute executive director or assistant executive director, the board shall promptly provide written notification to the Division of Certification Services. Such notification (copy of Board Action) shall include the appointment date, its effective date, and its termination date (if specified) as well as indicate if the appointment is due to an incumbent's resignation, death, or approved leave.
When a board accepts the resignation of a superintendent, assistant superintendent, executive director or assistant executive director prior to the end of that person's term, the board shall promptly provide written notification to the Division of Certification Services. The notice (copy of Board Action) shall specify the resignation's effective date and acceptance date. Similarly, if a superintendent, assistant superintendent, executive director or assistant executive dies during that person's term, the board shall promptly provide written notification to the Division of Certification Services regarding the date of that event.
When a district or an intermediate unit changes its address or telephone number, it shall promptly provide written notification to the Division of Certification Services.
Section 4 – Charter Schools
Responsibility for maintenance of the official public-school computer file's information regarding each Charter School lies primarily with the Division of Charter Schools. This file serves all offices within PDE to provide information necessary for administration of educational programs. In addition to school data, it identifies each Charter School's administrator of record.
The file undergoes continuous updating. Therefore, as changes occur in specific school level information, the Chief School Administrator must report those changes in writing to the Division of Charter Schools at
ra-edcharterdata@pa.gov or Division of Charter Schools, Pennsylvania Department of Education, Forum Building, 607 South Drive, Harrisburg, PA 17120. Additionally, each summer this division surveys Charter Schools for verification of information currently recorded and updated to reflect status at the beginning of the upcoming school year. Besides this annual revision, the file incorporates other changes at any time when the Charter School provides the necessary information.
Because this file serves all offices throughout PDE, all changes, whether made during the year or as part of the annual summer update, require
written notification to the Division of Charter Schools.
Documentation may also be scanned and emailed to the Division of Charter Schools at
RA-EDCharterData@pa.gov. Questions can be directed to
RA-charterschools@pa.gov.
Required Documentation for Brick and Mortar Charter Schools to make changes in EdNA
Legend:
CS = Charter Schools
SD = School District
* = Considered a material change in the charter approval by the authorizer
X = Required
| School Name | X | X | X | X |
| Administrative Office Relocation | | X | X | X |
| School Relocation | | X | X | X |
| Facilities Expansion/Reduction | | X | X | X |
| Grade Level Expansion | | X | X | X |
| Student Population Reprioritization* | | X | X | X |
| Curriculum Framework Redesign | | X | X | X |
| Chief School Administrator | | X | X | |
| Phone Number | | | X | |
| Web Address | | | X | |
| Status (open/closed) | | X | X | X |
| Mailing Address | | X | X | |
| Grade Years | | X | X | |
Section 5 – Cyber Charter Schools
Responsibility for maintenance of the official public-school computer file's information regarding each Cyber Charter School lies primarily with the Division of Charter Schools. This file serves all offices within PDE to provide information necessary for administration of educational programs. In addition to school data, it identifies each Cyber Charter School's administrator of record.
The file undergoes continuous updating. Therefore, as changes occur in specific school level information, the Chief School Administrator must report those changes to the Division of Charter Schools at
ra-edcharterdata@pa.gov or Division of Charter Schools, Pennsylvania Department of Education, Forum Building, 607 South Drive, Harrisburg, PA 17120. Additionally, each summer this division surveys Cyber Charter Schools for verification of information currently recorded and updated to reflect status at the beginning of the upcoming school year. Besides this annual revision, the file incorporates other changes at any time when the Cyber Charter School provides the necessary information.
Because this file serves all offices throughout PDE, all changes, whether made during the year or as part of the annual summer update, require
written notification to the Division of Charter Schools.
Documentation may also be scanned and emailed to the Division of Charter Schools at
RA-EDCharterData@pa.gov. Questions can be directed to
RA-charterschools@pa.gov.
Required Documentation for Cyber Charter Schools to make changes in EdNA
Legend:
CS = Charter Schools
SD = School District
* = Considered a material change in the charter approval by the authorizer
X = Required
CEO = Chief Executive Officer
| School Name | X* | X* | | X* | |
| Administrative Office Relocation | | X* | X* | X* | X* |
| School Relocation | | X* | X* | X* | X* |
| Facilities Expansion/Reduction | | X* | X* | X* | X* (expansion only) |
| Grade Level Expansion | | X* |
| X* | |
| Student Population Reprioritization* | | X* | | X* | |
| Curriculum Framework Redesign | | X* |
| X* | |
| Chief School Administrator | | X | | X | |
| Phone Number | | | | X | |
| Web Address | | |
| X | |
| Status (open/closed) | | X | | X | |
| Mailing Address | | X |
| X | |
| Grade Years | | X | | X | |
References:
Purdon's Statute
24 P.S. §10-1006
24 P.S. §10-1079
24 P.S. §18-1850.1(b)(5)
24 P.S. §17-1732-A(c)(2)
24 P.S. §17-1749-A(b)(8)
Other
Certification Staffing Assignment, Superintendent K-12, CSPG No. 96
Bureau/Office Contact:
Section 1 – EdNA Configuration Changes (Public LEA/Schools)
Office of Data Quality (ODQ)
Pennsylvania Department of Education
Forum Building
607 South Drive
Harrisburg, PA 17120
Phone: 717-787-2644
RA-EdNA-Admin@pa.gov
Section 2 – Career and Technical Education Schools
Bureau of Career and Technical Education (BCTE)
Pennsylvania Department of Education
Forum Building
607 South Drive
Harrisburg, PA 17120
Phone: 717-787-8804
tkeisling@pa.gov
Section 3 – Commissioned Officers
Division of Certification Services
Pennsylvania Department of Education
Forum Building
607 South Drive
Harrisburg, PA 17120
Phone: 717-728-3224
ra-edcertquestions@pa.gov
Section 4 – Charter Schools
Division of Charter Schools
Pennsylvania Department of Education
Forum Building
607 South Drive
Harrisburg, PA 17120
Phone: 717-787-9744
RA-EDCharterData@pa.gov or
RA-charterschools@pa.gov
Section 5 – Cyber Charter Schools
Division of Charter Schools
Pennsylvania Department of Education
Forum Building
607 South Drive
Harrisburg, PA 17120
Phone: 717-787-9744
RA-EDCharterData@pa.gov or
RA-charterschools@pa.gov