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.

 

Part B (Section 611) Flow-Through

 

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 Virginias receipt of projected federal fiscal year 2003 funding.

 

Your divisions 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.

 

 

Part B (Section 619) Pre-School Grants

 

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 divisions 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

 

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 divisions 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 departments website 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 Annual Plan/Funding Applications

 

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

 

/administrators/superintendents_memos/2003/adm051a.pdf

/administrators/superintendents_memos/2003/adm051b.pdf