Superintendent’s Memo #108-12

State seal, Commonwealth of Virginia

Department of Education

April 27, 2012

TO:  Division Superintendents

FROM:  Patricia I. Wright, Superintendent of Public Instruction

SUBJECT:  Provisions for Reallocating Unused Student Slots in Regional Alternative Education Programs for 2012-2013

The state budget adopted by the 2012 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 2013, and the number of unused student slots being requested by divisions. Once the Virginia Department of Education 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 June 2012, and it is anticipated that the process to reallocate any unused student slots will be completed by September 2012. Based on the appropriation to each regional program, 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 January 2013 based on the final number of student slots following the approved reallocations. Semimonthly payments for the program will continue through June 30, 2013.

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.



  1. Regional Alternative Education Programs Process for Determining Distribution of Unused Student Slots, 2012-2013 (PDF)