COMMONWEALTH OF VIRGINIA

DEPARTMENT OF EDUCATION

P.O. BOX 2120

RICHMOND, VIRGINIA 23218-2120

SUPTS. MEMO NO. 48

September 17, 2004

ADMINISTRATIVE

TO:

Division Superintendents

 

FROM:

Jo Lynne DeMary

Superintendent of Public Instruction

 

SUBJECT:

IDEA, PL 105-17 Part B Grant Awards for Special Education

 

 

 

This memorandum serves as the notice of approval status of the 2004-2005 Annual Special Education Plans for the school divisions and state-operated programs listed on attachment A. 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, 2004, through September 30, 2006, unless otherwise indicated in Attachment A. Funds may not be encumbered after September 30, 2006, and final requests for reimbursement must be received by the Department of Education no later than November 30, 2006. Funds are provided to school divisions through an expenditure reimbursement process, contingent upon Virginias receipt of projected federal fiscal year 2004 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: Sherry Hubbard, Department of Education, P. O. Box 2120, Richmond, VA, 23218, no later than October 29, 2004.

 

 

Part B (Section 619) Pre-School Grants A and B

 

This memorandum is the official grant notification to school divisions that have approved applications under Section 619 Early Childhood Special Education Programs. Two awards are included (Attachments B and C) and 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 grant period for awards contained in Attachment B (Grant A) is July 1, 2004, through September 30, 2005, unless otherwise indicated. 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.

 

The grant period for awards contained in Attachment C (Grant B) is July 1, 2004, through September 30, 2006, unless otherwise indicated. Funds may not be encumbered after September 30, 2006, and final requests for reimbursement must be received by the Department of Education no later than November 30, 2006. Because original grant applications for these funds were based on estimated amounts, every grant recipient must submit a budget amendment reflecting the actual amount, and a revised private school set-aside calculation. These two forms should be mailed to: Phyllis Mondak, Department of Education, P. O. Box 2120, Richmond, VA, 23218, no later than September 30, 2004.

 

 

Part B Capacity Building Funds (Sliver Grant)

 

The grant period for awards contained in Attachment D (Sliver Grant) is July 1, 2004, through September 30, 2005. 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.

 

 

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 applications.

 

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 (i.e., Handbook of Procedures and Forms) are provided on the departments website at the following URL:

 

http://www.pen.k12.va.us/VDOE/spedfinance/

 

Until the reimbursement request system is automated, paper requests must be submitted to:

 

Grant Reimbursement Processing

Office of Special Education

VA Department of Education

P. O. Box 2120

Richmond, VA 23218

 

Note: The beginning dates for 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 2004-2005 annual plan and applications for federal funds must be submitted to the department for approval as they are adopted by each school division.

 

Funding application amendment requests should be submitted in accordance with the procedures and forms available at the following link:

 

http://www.pen.k12.va.us/VDOE/spedfinance/

 

Amendment requests also may be submitted electronically to the contact person referenced in each attachment.

 

Questions pertaining to grant awards should be directed to the contact person listed in each attachment, or to Jerry Mathews at jmathews@mail.vak12ed.edu or (804) 225-2704. Questions regarding annual plans should be directed to Scott McMichael at smcmicha@mail.vak12ed.edu or (804) 371-0524.

 

JLD:DC:jm

 

Attachments

 

/administrators/superintendents_memos/2004/adm048a.pdf

/administrators/superintendents_memos/2004/adm048b.pdf

/administrators/superintendents_memos/2004/adm048c.pdf

/administrators/superintendents_memos/2004/adm048d.pdf