COMMONWEALTH OF VIRGINIA

DEPARTMENT OF EDUCATION

P.O. BOX 2120

RICHMOND, VIRGINIA 23218-2120

SUPTS. MEMO NO. 15

April 20, 2007

ADMINISTRATIVE

TO:

Division Superintendents

 

FROM:

Billy K. Cannaday, Jr.

Superintendent of Public Instruction

 

SUBJECT:

Authorization of Signatures in Absence of Division Superintendent

 

Situations may occur when the division superintendent is out of the office at a time when his or her signature is required on Department of Education documents and some other online systems. On such occasions the local school board may authorize other persons to sign or authorize department documents. The Department of Education must be notified of such board action and the authorized signature must be on file in the department before requests for reimbursements or other official actions that would normally require the division superintendent's signature can be processed.

 

In the past, this authorization was valid only for the current fiscal year. Beginning with fiscal year 2008, designee signature authorization may be granted through any future date desired. All current authorized signatures will expire on or before June 30, 2007. A new form must be completed to re-establish signature authority for fiscal year 2008 and beyond. Fiscal year 2008 begins July 1, 2007.

 

To identify the authorized person(s), a Web form is included as a part of the School and Staff Administration Data Collection (SCHID) accessible via SSWS. After identifying the authorized person(s) and the respective authorization expiration date(s), print the "Authorization of Signatures" form and obtain the required signatures and seal to establish signature authorization.

 

If the division superintendent is the only person authorized to sign Department of Education documents and no person is identified on the Web-based form, the "Authorization of Signatures" form will indicate "none authorized" when printed. Please return this form to the department signed by the division superintendent.

 

If the person(s) authorized to sign department documents should change at any time, the Web form must be updated, and a new "Authorization of Signatures" form signed, seal affixed, and mailed to the Department of Education.

 

Please mail the completed form to the Department of Education by May 25, 2007, at the following address.

 

Educational Applications

Office of Educational Information Management

Virginia Department of Education

P. O. Box 2120

Richmond, Virginia 23218-2120

 

For further information, please contact Jean Gray, by e-mail at RESULTSHELP@doe.virginia.gov or by telephone at 804) 225-2105.

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