COMMONWEALTH OF VIRGINIA
DEPARTMENT OF EDUCATION
P.O. BOX 2120
RICHMOND, VIRGINIA 23218-2120
SUPTS. MEMO NO. 51
September 5, 2003
ADMINISTRATIVE
|
TO: |
Division
Superintendents |
|
FROM: |
Jo Lynne
DeMary Superintendent
of Public Instruction |
|
SUBJECT: |
2003-2004 IDEA, PL 105-17 Part B Grant Awards for
Special Education |
This
memorandum serves as the notice of approval status of the 2003-2004 Annual
Special Education Plans for the school divisions and state-operated programs
listed on attachments A and B. Approval
of the plans establishes the eligibility of school divisions and state-operated
programs to receive funding under Part B of the Individuals with Disabilities
Education Act (IDEA). This funding is
made available on the condition that special education policies and procedures
are implemented as approved in the plans, and that subsequent changes to
policies and procedures will be submitted to the Department of Education for
approval. School divisions are reminded
that changes must be submitted first to their local boards for approval.
This memorandum is the official grant award notification under the provisions of the IDEA Amendments of 1997. Awards are based on a formula that addresses the December 1, 1998, child count data for individuals ages 3 – 21 as well as population and poverty factors. The amount of Flow-Through funds available to each division is reflected in the attached grant award list (Attachment A).
The grant
period extends from July 1, 2003, through September 30, 2005, unless otherwise
indicated in Attachment A. Funds may
not be encumbered after September 30, 2005, and final requests for
reimbursement must be received by the Department of Education no later than
November 30, 2005. Funds are provided
to school divisions through an expenditure reimbursement process, contingent
upon Virginia’s receipt of projected federal fiscal year 2003 funding.
Your
division’s expenditures will be reimbursed based upon an approved budget
reflecting the actual award. Because
original grant applications were based on estimated amounts, every grant
recipient must submit a budget amendment reflecting the actual Flow-Through
award amount, and a revised private school set-aside calculation. These two forms should be mailed to: Jerry Mathews, Department of Education, P.
O. Box 2120, Richmond, VA, 23218.
This memorandum is the official grant notification to school divisions that have approved applications under Section 619 Early Childhood Special Education Programs. Awards are based on a formula that addresses the December 1, 1996, child count data for children ages 3 – 5 and population and poverty factors. The amount of each division’s award is shown on the attached grant award list (Attachment B).
The 2003-2004
grant period is July 1, 2003, through September 30, 2004 unless otherwise
indicated in Attachment B. Funds may
not be encumbered after September 30, 2004, and final requests for
reimbursement must be received by the Department of Education no later than
November 30, 2004.
Reimbursement
for expenditures pursuant to this program may not be honored if program or
budget modifications are made without prior approval. Funds available under the provisions of IDEA, Part B, must be
used to provide special education and related services to children with
disabilities as outlined in your division’s approved 2003-2004 applications
(Flow-Through and Pre-School).
Requests for
reimbursement must be submitted to the Virginia Department of Education within
60 days of the close of the grant period.
This is necessary to ensure that the federal funds will be available to
provide reimbursement to the localities.
Forms and instructions for preparing reimbursement requests may be found
on the department’s Web site at the following URL:
http://www.pen.k12.va.us/VDOE/spedfinance/
Reimbursement
requests for both Section 611 and Section 619 funds should be addressed to:
Grant
Reimbursement Processing
Office of
Special Education
VA Department
of Education
P. O. Box
2120
Richmond,
VA 23218
Note: The beginning dates of the Section 611 and
Section 619 grants are based on the date a substantially approvable annual plan
and applications were submitted by the school division to the Virginia
Department of Education. The column
headed “FIRST DATE FUNDS CAN BE OBLIGATED” indicates the earliest date
expenditures may be charged to the grant.
Amendments to
the 2003-2004 annual plan and applications for federal funds must be submitted
to the department for approval as they are adopted by each school division.
Amendment
requests for both Section 611 and Section 619 funds should be addressed to:
Grant
Reimbursement Processing
Office of
Special Education
VA Department
of Education
P. O. Box
2120
Richmond,
VA 23218
Amendment
requests may also be submitted electronically (mailto:jmathews@mail.vak12ed.edu).
Questions
pertaining to the Flow-Through and Pre-school awards should be directed to
Jerry Mathews at (mailto:jmathews@mail.vak12ed.edu) or (804) 225-2704. General questions regarding the annual plan
approval process should be directed to Chet Walrod at (mailto:cwalrod@mail.vak12ed.edu) or (804) 786-9775. Questions regarding the plans not yet
approved should be addressed to the special education technical assistance
specialist assigned to your school division.
JLD:PA:jm
Attachments
http://www.pen.k12.va.us/VDOE/suptsmemos/2003/adm051a.pdf
http://www.pen.k12.va.us/VDOE/suptsmemos/2003/adm051b.pdf