Superintendent’s Memo #239-11

State seal, Commonwealth of Virginia

Department of Education

August 26, 2011

TO:  Division Superintendents

FROM:  Patricia I. Wright, Superintendent of Public Instruction

SUBJECT:  National School Lunch Program (NSLP) Equipment Assistance Grants

The United States Department of Agriculture allocated $468,516.65 to Virginia for distribution to eligible school food authorities (SFAs) participating in the National School Lunch Program (NSLP) to purchase equipment to support the school nutrition programs (SNP).  This one-time allocation will be awarded through a competitive grant process.  Equipment may not be purchased exclusively for programs outside of the NSLP.  Equipment for which funds have already been obligated is not eligible for this grant.

The grant application, instructions, detailed evaluation criteria, application submission timelines, and spending deadlines are available in Attachment A.  Consideration will be given to the SFA’s justification on the degree of need for the equipment based on a number of factors outlined in the grant application.  The completed grant application must be submitted by the SFA and not by the individual schools listed in Attachment B.  The grant funds will be paid to awardees on a reimbursement basis.  Reimbursement will only be for the actual expenses up to the award amount.

The complete grant applications must be received at the Virginia Department of Education (VDOE) by 5 p.m. on September 19, 2011.  Late submissions and submissions without original signatures will be disqualified.  This competitive grant will be awarded by September 30, 2011.  All funds must be spent by August 1, 2012.

Equipment requests may include new equipment, renovation of equipment, or replacement of equipment.  The definition of equipment for the purpose of this NSLP equipment assistance grant is “articles of nonexpendable, tangible personal property with a useful life of more than one year and a per unit acquisition cost of $5,000 (or such lesser amount as the SFA uses when reporting equipment as assets in its financial statements)1.  As with all federal funds, the equipment purchase(s) must be allowable.

Please note that the $468,516.65 allocated for equipment purchases in Virginia is a statewide allocation.  The Department of Education may award partial grants to schools, for example, funding one piece of equipment instead of the three pieces requested.  If more than one piece of equipment is requested on the school application, please prioritize the items for the grant review team's consideration.

In compliance with the statutory requirements, priority must be given to:

The grant application packet consists of three parts.  A complete packet must be received in order to be considered.

Part I:  General Information, Certification and Signature Page, and Evaluation Criteria – Application for Program Grants - Please complete only one form for the entire grant regardless of the number of schools applying for equipment.  Send two original signed copies of Part I to the VDOE.

Part II:  School Food Authority (School Division) Level Information and Budget Summary Pages – Please complete only one budget form for the entire grant regardless of the number of schools applying for equipment.  Send two original copies of the above-mentioned budget form to the VDOE.

Part III:  School Level Information, Grant Proposal application – Please complete one school application for each school applying for equipment.  List all pieces of equipment for the school on the same application with a breakdown of the cost for each piece of equipment.  In the proposal narrative on the School Level Information pages, please indicate how the NSLP equipment assistance grant will address one or more of the following focus areas for ensuring effective use of this program (more points will be awarded for multiple focus areas being utilized by equipment requested):

Please include copies of support documentation for equipment prices for each piece of equipment requested for funding.  If support documentation is not included with each school level application, the equipment request for that school will not be considered.  Send only one (1) copy of the above-mentioned School Level Information Application for each school where equipment is being requested.

If you have additional questions or need further information, please contact the Director of School Nutrition Programs, Catherine Digilio Grimes, by telephone at (804) 225-2074 or via e-mail at or the school nutrition specialist assigned to your division.


1Reference: USDA regulations at 7 CFR 3016.3 and  2 CFR 225 or OMB Circular A-87


  1. Grant Application (Word)
  2. School Year 2010-2011 National School Lunch Program Free and Reduced Price Eligibility Report (PDF)