General

Q: What is the deadline for the submission of Phase I applications?

A: The deadline is firm for Phase I: Initial Review submissions: November 1, 2022.

Q: We see two due dates -- an early bird date of Oct 21 and Nov. 1. Is it acceptable for a provider to submit any time during that window, or is preference given to those who submit by October 21?

A: It is acceptable for a vendor to submit any time during the window. This is not a competitive process, so if your submission meets the criteria, you will be invited to proceed to Phase II. 

Q: Is there a way to see all that is required for the Phase I submission, since the materials are submitted on several different pages on the website?

A: Yes, please see the link to the PDF: View Complete Phase I: Initial Submission Form.

Q: Are vendors required to submit for all grades K-3 or can they submit for individual grade(s) (K only, or K-2, for example)?

A: Providers are NOT required to submit for all grades. You may submit an application for each grade level that you choose.

Q: The SOL Crosswalk/Publisher Correlation Chart document references Annotated Teacher Editions. Are ATEs required for Phase I submissions, or is it sufficient to provide the exact citation on the worksheet?

A: It is sufficient to provide the exact citations on the worksheet.

Q: When will rubrics for the Phase II In-depth Review be available?

A: Phase II rubrics will be available in the upcoming weeks.

Q: The Terms of Service document indicates that print and digital samples will be required during a public review period. When does the public review window begin, and which program components will publishers be required to supply for the public review?

A: The public review window will occur once an Approved Core Instructional Program Guide has been submitted by the Superintendent to the VBOE for approval. It is expected that this will happen in the spring of 2023. During this public review window, providers must submit physical copies of textbooks for public review and comments. Here, the term "textbooks" means print or electronic media for student use that serve as the primary curriculum basis for a grade-level subject or course.

Q: What does the Code of Virginia say about the public review?

A: Code of Virginia, § 22.1-238 A. The Board of Education shall have the authority to approve textbooks suitable for use in the public schools and shall have authority to approve instructional aids and materials for use in the public schools. The Board shall publish a list of all approved textbooks on its website and shall list the publisher and the current lowest wholesale price of such textbooks. B. Any school board may use textbooks not approved by the Board provided the school board selects such books in accordance with regulations promulgated by the Board. C. For the purposes of this chapter, the term "textbooks" means print or electronic media for student use that serve as the primary curriculum basis for a grade-level subject or course.

Here is the relevant section of the Regulations:
Section V: State Board Action
The Superintendent of Public Instruction reviews the list of textbooks proposed by the reviewers and makes a recommendation to the Board of Education that it accept for first review the proposed list of textbooks for state approval. Information from the textbook publishers’ certifications and agreements is also included as part of the presentation to the Board. Upon acceptance for first review by the Board, a 30-day public examination period is announced. The public is invited to review copies of the books that have been placed at review sites around the state and to provide public comment to the Board either by mail or to an established electronic mailbox. The Board reviews all public comment, considers the list, and approves the textbooks. Following Board action, the Department posts a list of approved textbooks with prices on the Department’s Web site under Textbooks. Information from the textbook publishers’ certifications and agreements will also be posted on the Web site.

Publishers

Q: Should we ship curricular kits and materials to you for review?

A: No. No hard copies of materials should be shipped. All submissions are digital. Submission of materials either in hard copy or via email will not be accepted.

Q: On the Publishers’ Submission Form, do all ISBNs in our program need to be listed on this form during the Phase 1 Submission in order to be included on the Recommended Guide, or may we include just our core material at this point?

A: In order to be considered for the Recommended Guide for core programs, please include ISBNs for materials that are part of your core program for both phases of this review. Reviews for supplemental and intervention programs will be held at a later date.

Q: If vendors have materials in multiple school divisions, will they need to complete the form multiple times?

A: No, providers will submit only one Phase I Program Review application for each grade level.

School Divisions

Q: Our division uses a commercial core instructional program for literacy. Do we need to submit an application?

A: No, proprietary content providers are required to directly submit their materials for review. Divisions are asked to inform potential vendors of K-3 core curricula that the division wants to be considered for VBOE approval.

Q: Our division uses several separate commercial programs that, when combined, include all components of a core literacy program. May we submit these as a locally-created core curriculum?

A: If your division is using commercially available products, the best avenue to have those products reviewed is by informing the provider that this review process is underway. Proprietary content providers (not divisions) are required to directly submit these materials for review. Also, please note that the current review process only includes core ELA curriculum, not supplemental ELA instructional materials. Therefore, if the various published programs that your division is using together are supplemental programs (not a comprehensive core curriculum), those materials are not up for review at this time.

Q: Our division does not use a commercial core program. Do we need to submit an application for our materials to be reviewed at this time, or is this just for providers?

A: Yes, providers include proprietary content providers, as well as Virginia school divisions who have developed and are using locally-created core instructional programs in K-3 settings. School divisions are asked to submit any locally-created core curriculum that the division wants to be considered for VBOE approval. These materials are subject to the same review process as commercially available products (from vendors).

Q: Our division uses teacher-created materials from a consultant with whom we work. Do we need to submit these materials for review?

A: The intent of this review is to establish a list of programs that align with evidence-based literacy instruction as defined in the Virginal Literacy Act (VLA). School divisions are asked to submit any locally-created or locally-adopted core curriculum that the division wants to be considered for VBOE approval.

Q: Do school divisions need to complete and sign the Publishers’ Submission Form?

A: No, school divisions who submit locally-created core programs do NOT need to complete the Publishers’ Submission Form, since this form is specific to published textbooks. A question on the application asks if the applicant is a Virginia school division. If you have chosen "Yes" as a response, you will be allowed to submit without the Publishers’ Submission Form.

Q: Do you have suggestions for how school divisions can answer questions and submit materials if they are NOT a printed commercial curriculum?

A: For product website, you may enter N/A. For publication date, you may enter the year that your local program was created or adopted. You may consider uploading a link to a Google folder with materials from your program.

Q: Is this the only chance that divisions with a locally-created core program will have to submit materials for review? Will there be a way to request a waiver after the approved list is released?

A: School divisions are strongly encouraged to submit their core programs for review now so that they may be included on the approved list. The VLA does provide a provision for divisions to seek approval from the VDOE for use of an alternative program not included on the approved list. In both cases, the locally-created curriculum is subject to the same level of review, and the program must be aligned to science-based reading research and evidence-based literacy instruction indicators.

From the VLA: “When developing such division wide literacy plan, each local school board shall use programs from the lists developed by the Department pursuant to subsection C of § 22.1-253.13:5 and subdivision H 2 of § 22.1-253:1 or seek approval from the Department for the use of alternative programs that consist of evidence-based literacy instruction and align with science-based reading research.”