Grants & Funding
USED Final LEA MOE Regulations and Guidance – For more information, click on the Reporting tab below.
- LEA Annual Plan
- VA's Application
Annual Plan – Local Application for IDEA Part B Funds
Each local educational agency (LEA) including school divisions, state-operated programs and the Virginia School for the Deaf and Blind at Staunton, is required by state and federal law to submit an annual plan to VDOE for providing special education services to identified children with disabilities residing within the jurisdiction and demonstrate their funding eligibility. Each LEA must complete the Special Education Annual Plan and Application for Federal Funding workbook and submit the completed workbook electronically using the Online Management of Grant Awards (OMEGA) System.
2016-17 Special Education Annual Plan / Part B Flow-Through Application – Due: May 13, 2016
- Special Education Annual Plan / Part B Flow-Through Application for Federal Funding workbook (XLS)
- 2016-2017 Special Education Annual Plan / Part B Flow-Through Application – Superintendent's Memo 290-15
- Object Codes/Object Code Definitions (PDF) – object codes used for budget purposes and definitions of the costs associated with each code
- Suggestions for Appropriate Use of Early Childhood Special Education Funds (PDF) – planning ideas for the use of federal preschool special education funding
- Contact Directory (PDF) – VDOE personnel responsible for specific sections of the annual plan / part B flow-through application
- OMEGA – VDOE’s automated grant application and reimbursement system.
- Guidance for completing the 2015-2016 IDEA Annual Plan:
Maintenance of Effort
2014-15 Individuals with Disabilities Education Act Maintenance of Effort (IDEA MOE) Requirements for School Divisions
Due: March 18, 2016
IDEA mandates that school divisions meet a maintenance of effort (MOE) obligation. The MOE regulation requires school divisions to spend at least the same amount of local or local plus state dollars for a current school year on the delivery of special education and related services, as were spent from the same source for preceding fiscal year. This collection is intended to report costs associated with providing special education and related services to children and youth with disabilities that are above and beyond the costs of providing regular education programs to nondisabled students.
This collection will be open and accessible through the Single Sign-on for Web Systems (SSWS) beginning February 15, 2016.
- Superintendent's Memo 030-16 – Individuals with Disabilities Education Act Maintenance of Effort (IDEA MOE) Requirements for School Divisions – 2014-2015
- IDEA MOE Guidance Document (PDF)
- IDEA MOE Application User’s Manual (PDF)
- Video Webinar: How to use the IDEA MOE Application – Coming Soon
- USED Office of Special Education Programs MOE Compliance under IDEA Part B (PDF) – April 4, 2014
- USED Final LEA MOE Regulations and Guidance (PDF) – August 17, 2015
Excess Costs Calculation Requirements for SY 2013-2014
Due date: May 16, 2015
- Individuals with Disabilities Education Act (IDEA) Excess Costs Calculation – Superintendent's Memo 055-15
- Excess Costs Calculation Guidelines (PDF)
- Overview of IDEA Excess Cost Calculation 2013-2014 Submission (PDF)
- Recorded Webinar: Guidance for submitting the 2013-2014 IDEA Excess Cost Calculation
Proportionate Share Calculation for SY 2015-2016
Due date: October 23, 2015Expenditures by school divisions on the provision of special education and related services for parentally-placed private school children.
- Proportionate Share Calculation (PDF)
- For 2015-2016 Individuals with Disabilities Education Act Proportionate Set-Aside Requirements, see Superintendent's Memo 238-15 and Guidance Document (PDF)
- Special Education Proportionate Set-Aside Requirements
Time & Effort Reporting
Federal Part B Reporting
Federal funds under Part B of the Individuals with Disabilities Education Improvement Act (IDEA) are available both for preschool and school-age special education programs.
IDEA Part B (Section 611) – Flow-Through Funding
IDEA Part B (Section 619) – Pre-School
IDEA Part B Allocations Under the American Reinvestment and Recovery Act (ARRA)
Virginia's Annual Application for IDEA Part B Funds – Virginia's application for FFY 2014 consists of three sections:
- Section I: Submission Statements
- Section II: Assurances and Certifications
- Section III: Description of Use of Funds
State & Local Funding
State FundingState funds are made available to school divisions to assist in the cost of implementing the state's special education program standards. For each child counted in the school division's average daily membership (ADM), an amount is paid to the school division for this purpose. This per-child amount is referred to as the special education add-on. The per-child special education add-on amount is determined by calculating the theoretical number of teachers and aides necessary to meet the special education program standards in each school (based on information supplied on the Dec. 1 Count of Children Receiving Special Education and Related Services), and then determining the state's share of the theoretical cost of those teachers and aides. The state's share of this cost is determined according to the locality's composite index of local ability to pay.
Under certain conditions, different state funds are available to certain school divisions who claim regional tuition reimbursement for certain students in leiu of the state funds referred to above. VDOE sets the tuition rates that these locally operated programs may charge to the participating school divisions.
Children placed in private special education schools are funded through an interagency pool which exists under the Comprehensive Services Act to pay the state's share of the cost of services for children who are in (or at risk of) out-of-home placement by any local public agency (i.e., courts, social services, or school division).
Local FundingLocal school boards determine how much local funding to request from the governing body (city council, town council or board of supervisors) by costing out all of its programs and then subtracting out the anticipated revenues from state, federal and other sources.
MedicaidSchool divisions may also seek federal Medicaid reimbursement for certain students and services by applying to the Virginia Department of Medical Assistance Services to be an approved provider.
- Medicaid and Schools – School divisions can submit reimbursement claims to Medicaid for some services provided to students.
- How Special Education Programs are Funded in Virginia's Schools (PDF)
- Special Education Grant Management – Handbook of Procedures and Forms (PDF) (Word)
- Comprehensive Services Act for At Risk Youth and Families