Virginia Department of Education Office of Program Administration and Accountability Spring N or D Application

The U.S. Department of Education allocates Title I, Part D, Subpart 1, funds to Virginia based on: the number of children and youth in state correction and youth detention facilities; and the state's average per-pupil educational expenditures. Once the allocation is determined, the Virginia Department of Education awards subgrants to the state agencies based on: their proportionate share of the state's enrollment count of children; and youth who are eligible N or D Application

 Two State Agencies N or D Application Virginia Department of Juvenile Justice (DJJ) State Operated Programs (SOP) or state detention centers operated by the Department of Education one high school/several campuses 24 centers

 Delinquent program services must supplement existing educational programs in which youth are enrolled.  Weekly instructional time provided must be:  at least 20 hours per week for youth in detention facilities; and  at least 15 hours per week for youth in correctional facilities N or D Application

 The grant application is due each year at the Department of Education by the first business day in July.  The N and D application is due for the school year by Tuesday, July 1,  Grants are submitted through the Department’s Web- based Online Management of Education Grant Awards System (OMEGA).  Notification of grant award is made through OMEGA.  If the allocation amount is not available by July 1, the allocation may be used as the estimated amount for budget purposes N or D Application

 Revisions are changes that are necessary to the program application or budget before approval can be granted. ◦ Revisions are made after the original submission only if the application was denied.  Amendments are changes that are made to the program application or budget after the approval of the application.  Revisions and amendments should be identified on the first page of the application in the upper right-hand corner. ◦ An “Explain” link will take you to a section where details about the changes to the application should be provided. Please be specific.  Revision or amendment changes should be made to the original or most recently approved version of the application and resubmitted through OMEGA N or D Application

 Any changes to the program budget should first be reflected in an amended application, followed by a budget transfer within 7 business days of approval of the amended application.  Beginning with Federal Fiscal Year 2014 grants, budget transfers will no longer be accepted without an approved amended application reflecting budget changes N or D Application

 Funds are available to state agencies on a reimbursement basis.  The grant award period is July through September 30,  Under the Tydings Amendment, state agencies have until September 30, 2016, to encumber funds.  Final reimbursements must be submitted to the Department by November 16, N or D Application

9 Improve educational services for youth in state institutions for N and D children so that they have the opportunity to meet the same challenging state academic content standards that all children in the state are expected to meet; Prevent at-risk youth from dropping out of school; Provide dropouts and youth returning from correctional facilities or institutions for N and D youth with a support system to ensure their continued education; and Focus on providing participants with the knowledge and skills needed to make a successful transition to secondary school completion, vocational or technical training, further education, or employment. Focus on providing participants with the knowledge and skills needed to make a successful transition to secondary school completion, vocational or technical training, further education, or employment N or D Application

A. Cover Page B. Program Overview C. Coordination of Services D. Program Information E. Measurable Objectives F. Detailed Budget Breakdown G. Budget Summary H. Maintenance of Effort I. Reservations of Transition Services Funds J. Budget for Reserved Funds for Transition Services K. Transition Coordinator N or D Application

A. Cover Page  School state agency information  Internal review and approval prior to submission  Signatures  Application and allocation information N or D Application

B. Program Overview  Instructional program described  Description of data to evaluate program, ensure data quality, and use of data  Use of evaluation data to track performance and make program improvements C. Coordination of Services  Partnership between federal, state, or local programs in the delivery of services to the targeted population  Collaboration that will contribute to the attainment of the measurable objectives in the application N or D Application

 Program Information  Section 1: Comprehensive overview of program  Section 2: Institutionwide program requirements (if applicable) N or D Application

Section 1 Comprehensive Overview of Program  Nine requirements are specified in ESEA Section 1414, and should be described in the program description.  The state agency should address all items, as appropriate, for a comprehensive overview of the Title I, Part D, Subpart 1, services being offered to students.  The goals and objectives reflected in the application should relate to the described program N or D Application  Indicate “not applicable” where appropriate.

a.How documented youth served by this program meet the eligibility requirements described in the non- regulatory guidance. b.How the state agency will carry out the evaluation requirements of Section 9601 and how the results of the most recent evaluation will be used to plan and improve the program. c.Provide a description of:  What data are used to evaluate your program (Consolidated State Performance Report [CSPR] and/or other data) and how the data are used;  Steps taken to ensure data quality; and  How evaluation data are used to track performance and make program improvements N or D Application 1.Describe the procedures to determine eligibility and then assess the educational needs of the children to be served in the program. Include in the description:

a.Services and activities, including where they will take place; b.Activities and programs that involve parents, guardians, and family members, as appropriate; c.How services and activities are related to student outcome goals; and d.How services and activities will contribute to the successful transition of the student from the facility N or D Application 2.Describe the program by specifying the services and activities that will be conducted and supported by Title I, Part D, funds.

a.An individual designated in the facility or institution to be responsible for issues relating to the transition of children and youth from the facility or institution to locally operated programs; b. Plan to transition students to school division education program; c. Support systems, such as counseling, tutoring, learning centers, to ensure successful transition of students; d. Plan to transition students for completion of education requirements to skills training program, higher education, or job entry; e. Support for students identified as at risk of not completing public school program and in danger of correctional facility assignment; f. High quality instruction, diverse transition opportunities, and dropout prevention services; and g. Program alignment with the Standards of Learning N or D Application 3.Describe how the program will meet the goals and objectives of the state plan. Include in the description :

If the state agency operates as an institution-wide project, examples of the types of information that may be included in the response are:  Persons to be involved in planning;  Sufficient planning time;  Meeting intent and purposes of all programs/sources in entire educational program;  Utilizing research-based effective practices appropriate to the population served;  Continual review of student progress; and  Continual revision of program, as necessary N or D Application 4.Describe how the state agency will consult with experts and provide the necessary training for appropriate staff to ensure that the planning and operation of institution-wide projects under Section 1416 are of high quality.

Examples of the types of information that may be included in the response:  Frequency and extent of coordination;  Service programs and outreach activities with public school divisions;  Community service agencies;  Municipalities;  Institutions of higher learning;  Services for students with disabilities;  Services for English Limited Language students;  Recidivism retention services; and  If institution-wide project, how Title I, Part D, funds are combined with other federal, state, and local funds to upgrade the entire educational program N or D Application 5.Describe how the program will be coordinated with other state and federal programs, such as programs under Title I, vocational and technical education programs, state and local dropout prevention programs, and special education programs.

N or D Application 6.Describe how the state agency will encourage correctional facilities receiving funds under Subpart 1 to coordinate with school divisions or alternative education programs attended by incarcerated children and youth prior to their incarceration to ensure that student assessments and appropriate academic records are shared jointly between the correctional facility and the school division or alternative education program.

Examples of the types of information that may be included in the response:  Professional development activities available for staff involved with Title I, Part D, students, workshops, in-service, and conferences;  How activities will assist teachers and staff in working with students to meet the Standards of Learning objectives;  Neglected and Delinquent institution-specific activities; and  Activities implemented in coordination with local school divisions, the Virginia Department of Education, public schools, and correctional facilities N or D Application 7.Describe how appropriate professional development will be provided to teachers and other staff.

Examples of the types of information that may be included in the response:  Efforts to coordinate;  Actual coordination;  Businesses involved in training and mentoring; and  How such training and mentoring meets the student needs and goals of the program N or D Application 8.Describe how the state agency will endeavor to coordinate with businesses for training and mentoring for participating children and youth. 9. Describe any additional services to be provided to children and youth, such as career counseling, distance learning, and assistance in securing student loans and grants.

 A state agency that provides free public education for youth in an institution for neglected or delinquent children and youth (other than an adult correctional institution) or attending a community day program for youth may use Title I, Part D, Subpart 1, funds to serve all children in, and upgrade the entire educational effort of, that institution or program.  This section should only be completed if the state agency meets the above condition and uses its Title I, Part D, Subpart 1, funds to serve all children in the program.  Each facility that meets the above conditions must complete the information for Institution-wide Projects.  Indicate by checking the appropriate box if all children are served with Title I, Part D, Subpart 1, funds N or D Application

 If the agency is serving all children with Title I, Part D, Subpart 1, funds, describe the institutionwide project plan at each institution by:  Addressing the seven (7) requirements for an institution- wide project plan as outlined in ESEA Section  Demonstrating that the plan and resulting outcomes meet the intent and purposes of the programs for which funds are used collectively to upgrade the entire educational program N or D Application

E. Measurable Objectives  Measurable objectives will guide the development of the program.  For measurable objectives, each objective should have four components: 1.Subject; 2.Behavior; 3.Specific criteria for assessing improvement, readiness, or achievement; and 4.Time period for performance or assessment.  Example: By the end of the school year, at least 80 percent of students exiting the Crossroads Detention Academy will successfully transition to their next placement, as measured by school attendance and academic progress records N or D Application

 Budget must reflect resources required to achieve objectives.  Summary budget reflects resources needed to achieve the measurable objectives.  Summary budget provided by:  Object code;  Expenditure; and  Amount budgeted N or D Application

 the fiscal year (FY) ending June 2012, and  the FY ending June  Department of Juvenile Justice (DJJ):For the one correctional facility listed, provide the average per pupil expenditure from non-federal funds for:  the FY ending June 2012, and  the FY ending June N or D Application  The combined expenditures will automatically compute for 2012 and 2013 from the figures provided.  State Operated Programs (SOP):For the school divisions listed, provide the average per pupil expenditure from non-federal funds for:

 Each state agency must reserve not less than 15 percent and not more than 30 percent of its total funds for activities regarding transition services.  Describe the instructional program to be developed with the required transition fund reservation.  Projects that facilitate the transition of youth from the state agency-operated institutions to schools served by school divisions; or  The successful reentry of youth offenders who are age 20 or younger and have received a secondary school diploma or its recognized equivalent into postsecondary programs N or D Application  Indicate if these services are conducted through a contract or other arrangement.

 Using the budget summary presented:  Show by object code, expenditure account, and amounts for the reserved transition funds; and  Reserve not less than 15 percent and not more than 30 percent of total funds for activities regarding transition services N or D Application

 List the name of the individual in each facility or institution that received Title I, Part D, Subpart 1, funds that has been designated as the transition coordinator.  Transition coordinator is responsible for issues related to the transition of children and youth from the facility or institution to locally operated programs N or D Application

 Assurances should be:  Reviewed and agreed to by the agency superintendent or designee, and  Kept on file in the state agency.

 Adult Correctional Institution: A facility in which persons (including persons under 21 years of age) are confined as a result of a conviction for a criminal offense.  At-Risk: When used with respect to a child, youth, or student, means a school aged individual who is at-risk of academic failure, has a drug or alcohol problem, is pregnant or is a parent, has come into contact with the juvenile justice system in the past, is at least one year behind the expected grade level for the age of the individual, has limited English Language Learner (ELL) proficiency, is a gang member, has dropped out of school in the past, or has a high absenteeism rate at school N or D Application

 Community Day Program: A regular program of instruction provided by a State Agency at a community day school operated specifically for neglected or delinquent children and youth.  Institution for Neglected or Delinquent Children and Youth: ◦ A public or private residential facility, other than a foster home, that is operated for the care of children who have been committed to the institution or voluntarily placed in the institution under applicable state law, due to abandonment, neglect, or death of their parents or guardians; or ◦ A public or private residential facility for the care of children who have been adjudicated to be delinquent or in need of supervision N or D Application

 Title I, Part D, Non-Regulatory Guidance  delinquent.org/nd/docs/nonregulatoryguidance_FINAL.pdf delinquent.org/nd/docs/nonregulatoryguidance_FINAL.pdf  Title I, Part D, Legislation   The National Evaluation and Technical Assistance Center for the Education of Children and Youth Who are Neglected, Delinquent, or At-risk (NDTAC)   Virginia Department of Education’s Web site  improve_academic_achievemt/part_d_neglected_delinquent _risk/index.shtml improve_academic_achievemt/part_d_neglected_delinquent _risk/index.shtml N or D Application

Diane Jay Associate Director Office of Program Administration and Accountability (804) N or D Application