Superintendent's Memo #074-09

State seal, Commonwealth of Virginia

Department of Education

March 27, 2009

TO: Division Superintendents

FROM: Patricia I. Wright, Superintendent of Public Instruction

SUBJECT: Provisions for Reallocating Unused Student Slots in Regional Alternative Education Programs for 2009-2010

The state budget adopted by the 2009 General Assembly includes provisions for reallocating unused student slots in regional alternative education programs. These provisions are as follows:

A data collection form will be sent under separate cover to the division superintendent acting as the fiscal agent for each regional alternative education program. The data collected will determine the number of unused student slots that will be available for reallocation in fiscal year 2010, and the number of unused student slots being requested by divisions. Once the Department receives the information, a reallocation process will be conducted to distribute unused student slots to requesting divisions. The process that the Department will use for distributing unused slots can be found in Attachment A.

The data collection to determine reallocation of student slots will be due to the Department in May 2009, and it is anticipated that the process to reallocate any unused student slots will be completed by July 2009. School divisions to be awarded additional student slots and school divisions that have slots reallocated to other divisions will be notified at that time.

The fiscal agent school division for the regional program will not be required to prepare and submit reimbursement requests to receive state funds in fiscal year 2010. State funds will be sent to the fiscal agent division on a semimonthly basis (i.e., the 16th and last day of the month) through Electronic Data Interchange (EDI) payments. These payments will begin in fall 2009 based on the budgeted number of student slots. After the distribution of unused slots, the Department will readjust the semimonthly payments where applicable. Semimonthly payments for the program will continue through June 30, 2010.

If you have any questions or need additional information, please contact Diane Jay, associate director, Office of Program Administration and Accountability, via e-mail at or by telephone at (804) 225-2905.

PIW / DJ / dj


a. Regional Alternative Education Programs Process for Determining Distribution of Unused Student Slots, 2009-2010 (PDF)