Superintendent’s Memo No. 221-14

State seal, Commonwealth of Virginia

Department of Education

August 15, 2014

TO:  Division Superintendents

FROM:  Steven R. Staples, Superintendent of Public Instruction

SUBJECT:  Virginia Preschool Initiative (VPI) Web-based Data Collection and Fall Verification Reporting Requirements for Fiscal Year 2015 (July 1, 2014 through June 30, 2015) DUE: October 1, 2014

The Virginia Preschool Initiative provides programs for at-risk four-year-old children that include quality preschool education, health services, social services, parental involvement, and transportation.  Programs must provide services for the entire school year and must operate on a half-day or full-day schedule. Programs operating half-day will receive state funds prorated at 50 percent. For a new program in the first year of implementation only, a program operating less than a full school year will receive state funds on a fractional basis determined by the pro rata portion of the school year the program is provided.

The program guidelines are available at the following Web site:

Fall Verification Report and Data Submission

School divisions must submit the data and application through the Virginia Department of Education’s Single Sign-On for Web Systems (SSWS) portal. Access to the VPI application in the SSWS portal should be requested through the school division’s SSWS account manager. Instructions are available in Attachment B.  School divisions that are eligible and choose to participate will also submit budget and program summary information.
All school divisions, regardless of participation, are required to submit the data in SSWS and the division superintendent must certify electronically in SSWS that the data is correct by October 1, 2014. Attachment A lists the school divisions eligible to participate in VPI for fiscal year 2015 (2014-2015 school year).


It is anticipated that state funds for the program will be distributed in fiscal year 2015  based on an allocation formula providing the state share (based on each division’s composite index capped at 0.5000) of $6,000 per child for 100 percent of the estimated unserved at-risk four-year-olds in each locality as projected by the Virginia Department of Education. Additional funding is allocated for fiscal year 2015 to provide a partial hold harmless to divisions for the actual number of slots used in fiscal year 2014.

The projected local distribution of state funds for each locality for school year 2014-2015 is included in the “Budget Calculator” section of the application. This section provides the estimated formula-driven entitlement available to each locality.  If the locality chooses to serve fewer children than the total number allocated by formula, insert the local projected number of children to be served in the calculator in the “Local Projection” fields. The projected state and local shares of cost will automatically be recomputed for your information. 

The cost for Phonological Awareness Literacy Screening (PALS) materials and access to the PALS Online Score Entry and Reporting System became a local responsibility in 2012. This is an allowable expense in the local VPI budget.  If the locality already purchased a PALS-PreK Teacher Set for the classroom, the per pupil cost would be about $5.  If in the future the locality starts a new program, the Teacher Set would need to be purchased; then the per pupil cost would be about $9.  These figures are based on an average class size of 15. The PALS office Web site can be found at:

If you have program questions, please contact Cheryl Strobel, associate director, Early Childhood Education, at (804) 371-7578 or Budget questions should be directed to Chris Sorensen, budget director, at (804) 225-2025 or



  1. List of School Divisions Eligible to Participate in VPI in FY15 (PDF)
  2. Instructions for Virginia Preschool Initiative (VPI) Data Collection and Application Requirements for 2014-2015 (Word)