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.
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.
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
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 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