P.O. BOX 2120

October 26, 2001
TO: Division Superintendents
FROM: Jo Lynne DeMary
Superintendent of Public Instruction
SUBJECT: 2001-2002 IDEA, PL 105-17 Part B Grant Awards for Special Education

This memorandum serves as the notice of provisional approval of the 2001-2002 Annual Special Education Plans for the school divisions and state-operated programs listed on attachments A and B. Provisional 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.

Department staff members have reviewed the policies and procedures and supporting documentation included in each annual plan. Because of the volume of information submitted this year we are granting approval of the plans that have demonstrated substantial compliance with the state and federal requirements. Further, the school division superintendent has provided assurance of the continued compliance with state and federal requirements. Staff of the department will continue to work with individual school divisions to refine areas where the need for modification of the policies or procedures may exist.

Forms and other supporting documentation are reviewed to identify any potential compliance issues. We collect these documents as a component of our overall responsibility to ensure compliance with both the Virginia requirements and the Individuals with Disabilities Education Act. The special education technical assistant assigned to your school division will be contacting the staff assigned responsibility for special education programs to review any areas of concern.

School divisions must meet the requirements for an audit and must sign an application and/or grant agreement that includes the required federal assurances and a statement that they agree to comply with applicable OMB circulars and federal regulations. The applicable OMB circulars for the IDEA Part B grants are Circular A-87, Cost Principals for State, Local, and Indian Tribal Governments and Circular A-133, Audits of States, Local Governments, and Non-Profit Organizations. You may access the circulars at

If your school division is not on the list of provisionally approved divisions then the plan may not have been submitted, is not in substantial compliance, or because of the submission date, review of the plan is not yet complete.

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).

Funds are provided to school divisions through a cost reimbursement process, contingent upon the availability of federal funds. Your divisionís expenditures will be reimbursed based upon an approved budget reflecting the actual award amount. Because of an increase in the grant from USDOE, every grant recipient must submit an amendment to the budget submitted with the grant application.

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 divisionís award is shown on the attached grant award list (Attachment B).


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 divisionís approved 2001-2002 applications (Flow-Through and Pre-School).

Final 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.

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 date funds may be charged to the grant.

The end of the grant period for the "0102FT" Flow-Through grant is September 30, 2003.

The end of the grant period for the "0102PS" Pre-school grant is September 30, 2002.

Amendments to the Annual Plan/Funding Applications

Amendments to the policies and procedures submitted with the 2001-2002 annual plan and applications for federal funds must be submitted to VDOE as they are approved by the school division. Changes to procedures, forms, or other backup documentation submitted with the plan also should be submitted as implemented. The annual plan should reflect current policies, procedures, and practices of the school division.

The 2001-02 handbook for submitting reimbursements and budget amendments may be accessed at

Questions pertaining to the Flow-Through awards may be directed to Tony Faina at ( (804) 225-2700. Questions concerning the Pre-school awards should be addressed to Linda Bradford at ( (804) 225-2675. Questions regarding the plans not yet approved should be addressed to the special education technical assistance specialist assigned to your school division.