Online Management of Education Grant Awards (OMEGA)
OMEGA – VDOE’s automated grant application and reimbursement system – eliminates paper submissions associated with grant applications and reimbursement requests. OMEGA enables grant recipients to:
- Review award balances for all open awards;
- Prepare and submit grant applications electronically;
- Use a consistent system for preparing, approving, and submitting grant reimbursement and object code transfer requests;
- Enter data via file upload or online forms; and,
- Receive bulletin board type communications.
Grants Accessible through OMEGA
School divisions, state institutions of higher education and state agencies are able to use OMEGA to view award balances and submit and view reimbursement requests and object code transfer requests for numerous federal grants and some state funded grant awards.
VDOE administers federal programs such as Title I Improving Basic Programs and Title III that support instruction and services to specific groups of students. These include programs authorized by the Elementary and Secondary education Act (ESEA), the most recent reauthorization of which is also known as the No Child Left Behind Act of 2001.
Additional federal awards administered in OMEGA are the Carl D. Perkins Career and Technical Education Act, reauthorized in 2006, providing federal funds to increase focus on the academic achievement of career and technical education students and strengthen connections between secondary and postsecondary education. The Individuals with Disabilities Education Act (IDEA), a federal law ensuring services to children with disabilities, is available in OMEGA as well as awards funded under Adult Basic Education
State funded grant awards available through OMEGA are Plugged in VA, Race to GED, State Operated Programs and Project Graduation. For information on these and other federal grants, see Federal Programs.
Grant Award Notification (GAN)
VDOE notifies an award recipient by sending the Grant Award Notification (GAN) to the grantee. The GAN includes the name, address, and payee number of the grant recipient, the grant description, the grant authority, the award amount and award number. Other important items of information available on the GAN are the period of award, the project code, revenue source code or IFDA number. The Special Instruction/Conditions section includes instruction about obtaining reimbursement for allowable expenditures under a grant award.
Obtaining Access to OMEGA
Grant recipients access OMEGA via Single Sign-On for Web Systems (SSWS), VDOE’s secure Web portal through which users access all VDOE Web applications. After the grant recipient’s SSWS Manager establishes an individual user’s logon name, password, and e-mail address in SSWS; the OMEGA user submits a user permission form indicating the specific OMEGA responsibilities and access to be granted. To add or change user access, use one of the following forms:
- OMEGA User Permission Form OP – school divisions and agency employees (XLS) – this form is intended for use by school divisions and agency employees and is completed by the user to obtain access to specific grant awards including NCLB/ESEA, IDEA, CTE, ABE, and state funded programs.
- OMEGA User Permission Form OP-G – other recipients or grant awards (XLS) – This general form is completed by any user by obtaining award specific information from the Grant Award Notification (GAN).
Permission forms must be mailed to:
Virginia Department of Education
Attn: Fiscal Services
P. O. Box 2120
Richmond, VA 23218-2120
VDOE requires a minimum of one “originator” for each request type, one “level 4 approver” (superintendent or authorized superintendent’s designee) for application requests, and one “level 3 approver” for budget requests and reimbursement requests. After user permissions have been established, the grant recipient user with “Edit Grant Approval Levels” may increase the required number of approvals at each level (the “approval queue”) if desired by the grant recipient.