COMMONWEALTH
OF VIRGINIA
DEPARTMENT
OF EDUCATION
P.O.
BOX 2120
RICHMOND,
VIRGINIA 23218-2120
SUPTS. MEMO NO. 60
September 6, 2002
ADMINISTRATIVE
|
TO: |
Division Superintendents |
|
FROM: |
Jo Lynne DeMary Superintendent of Public Instruction |
|
SUBJECT: |
2002-2003 IDEA, PL 105-17 Part B Grant Awards for
Special Education |
This memorandum serves as the notice of approval
status of the 2002-2003 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 first be submitted to their local boards for approval.
Annual plans for 2001-02 (base year) have also been
approved for school divisions and state-operated programs listed on attachments
A and B as approved. School divisions
and state-operated programs listed as provisionally approved are permitted to
receive federal funding. School
divisions not listed in the attachments still need to submit certain documents
or information before becoming eligible to request reimbursement. Department of Education staff members will
continue to work with these localities to achieve full approval status.
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, 2002, through
September 30, 2004, unless otherwise indicated in Attachment A. 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. Funds are provided to school divisions
through an expenditure reimbursement process, contingent upon the availability
of federal funds.
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.
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 2002-2003 grant period is July 1, 2002, through
September 30, 2003 unless otherwise indicated in Attachment B. Funds may not be encumbered after September
30, 2003, and final requests for reimbursement must be received by the
Department of Education no later than November 30, 2003.
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 2002-2003 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 URLs:
http://www.pen.k12.va.us/VDOE/Instruction/OCP/2002-2003Hdbkprocedures.doc (Microsoft Word file)
http://www.pen.k12.va.us/VDOE/Instruction/OCP/2002-2003Hdbkprocedures.pdf (Adobe Acrobat file)
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 2002-2003 annual plan and
applications for federal funds must be submitted to the department as they are
approved by the 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/2002/adm060a.pdf
/administrators/superintendents_memos/2002/adm060b.pdf