Online Management of Education Grant Awards
(OMEGA)

The Virginia Department of Education (VDOE) has developed an automated grant application and reimbursement system. The goal of the new system is to eliminate most, if not all, of the paper submissions currently associated with grant applications and reimbursement requests. As explained in the User's Guide, the Online Management of Education Grant Awards (OMEGA) system 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.

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 email address in SSWS; the grant recipient submits a user permission form indicating the specific OMEGA responsibilities and access to be granted. To add or change user access, OMEGA User Permission Form OP1 must be mailed to the following address:

Department of Education
Attn: Accounting Department
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.

After user permissions at each required level have been established, transactions can be processed. The User’s Guide has step-by-step instructions for creating, submitting, and approving object code transfer requests, reimbursement requests, and application requests.

Currently school divisions are able to use OMEGA to view award balances for all open awards; and submit and view reimbursement requests and object code transfer requests for seventeen federal grants:

• NCLB Title I – Part A, Grants to LEAs (CFDA 84.010);
• NCLB Title I – Part C, Education of Migrant Children (CFDA 84.011);
• NCLB Title I – Part D, Neglected and Delinquent (CFDA 84.010);
• NCLB Title II – Part A, Teacher and Principal Training (CFDA 84.367);
• NCLB Title II – Part D, Enhancing Education Through Technology (CFDA 84.318);
• NCLB Title III – Part A, English Language Acquisition (CFDA 84.365);
• NCLB Title IV – Safe and Drug Free State and Local (CFDA 84.186);
• NCLB Title V – Innovative Education (CFDA 84.298);
• NCLB Title VI – Part B, Subpart 2, Rural Education (CFDA 84.358);
• IDEA, Section 619 Preschool (CFDA 84.173);
• IDEA, Section 611 Flow Through (CFDA 84.027);
• NCLB Title IV – Part B, Twenty-First Century Community Learning Centers (CFDA 84.287):
• NCLB Title II - Part B, Mathematics and Science Partnership (CFDA 84.366);
• Workforce Investment Act Title I, Career and Technical Education Federal Perkins Act Funds (CFDA 84.048);
• ESEA Title I – Part B, Subpart 3, Even Start (CFDA 84.213);
• ESEA Title I – Part B, Subpart 1, Reading First (CFDA 84.357); and
• NCSA, Learn and Serve (CFDA 94.004).

School divisions are also able to submit and view applications online for the first eleven grants listed above.

“Recorded Sessions” on a variety of OMEGA functions and end user procedures are available on DOE’s “Archived Webinar Sessions ” web page. If users need additional assistance, they should contact OMEGA Support at omega.support@doe.virginia.gov or (804) 371-0993.

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