Dear HEERF Project Director — Secretary DeVos and the U.S. Department of Education (October 19, 2020)
Summary
This October 19, 2020 email is addressed to a HEERF Project Director and follows a Higher Education Emergency Relief Fund (HEERF) webinar hosted on Wednesday, October 14. It says over 6,200 colleagues from the HEERF grantee community joined the webinar, and it lists webinar materials and reporting resources. It answers technical frequently asked questions on the quarterly public reporting requirements, including the differences among the (a)(1), (a)(2) and (a)(3) funding streams under Section 18004 of the CARES Act. It says the next Student Aid Portion report is to be posted no later than January 10, 2021.
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“Dear HEERF Project Director — Secretary DeVos and the U.S. Department of Education (October 19, 2020).”
Original at www.ed.gov. Archived at Pandemic Darlings, https://pandemicdarlings.com/source-documents/department-of-education-post-webinar-email-to-grantees-www-ed-gov-02e5a152ed/
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October 19, 2020
Dear HEERF Project Director:
On behalf of Secretary DeVos and the U.S. Department of Education, we were grateful to see
such a strong turnout for the Higher Education Emergency Relief Fund (HEERF) webinar
hosted on Wednesday, October 14, from 2:00 – 3:30 p.m. eastern standard time (EST).
Over 6,200 colleagues from the HEERF grantee community joined us to discuss several
important topics related to HEERF, its funding distribution, and related reporting
requirements.
During this webinar, Undersecretary Diane Jones, Assistant Secretary Bob King, and other
Department officials discussed HEERF reporting requirements and provided insight to
several frequently asked questions. We appreciate everyone’s participation in this
important event and accordingly, wanted to provide a short summary of the webinar, as
well as reiterate the availability of our webinar materials if you were unable to join us.
Wednesday Webinar Materials:
• Recording: If you were unable to join us during our webinar, or you would like to
watch it again, please use the following link:
https://mediasite.ed.gov/webcast/Play/e125773d112c4ae5bf8580236cd6efe91d
• PowerPoint: Slides used during the webinar are available at the following link:
https://www2.ed.gov/about/offices/list/ope/heerfreportingwebinar10142020.pdf
Reporting Topics and Updates:
• Reporting Requirements Table: A table describing the Reporting Requirements for
the HEERF grant programs is available here.
• Our two Quarterly Public Reporting Requirements updates:
o (a)(1) Student Aid Portion Quarterly Public Reporting Requirements (August
31, 2020 Federal Register Notice revising the original May 6 Electronic
Announcement)
o Quarterly Budget and Expenditure Reporting Under CARES Act Sections
18004(a)(1) Institutional Portion, 18004(a)(2), and 18004(a)(3) public
reporting form (PDF Version) (Microsoft Word Version) (October 13, 2020)
o Note: Some technical frequently asked questions (FAQs) and reminders
about these quarterly public reporting requirements are below.
Additional Resources:
• The Department’s HEERF Reporting and Data Collection Webpage (please check
back here for all the latest information regarding HEERF Reporting Requirements)
• CARES Act HEERF Rollup FAQs (document collecting all five previously-released
HEERF FAQ documents in one document) (October 14, 2020)
• HEERF Student Aid Reporting Spreadsheet (tracking document to highlight the
Department’s efforts to ensure institutions are publicly reporting to their
communities their expenditures and distributions of HEERF (a)(1) Student Aid
Portion funds and for ease of reference for interested members of the public)
(October 9, 2020)
Technical FAQs on the Quarterly Public Reporting Requirements:
1. Question: What are the differences between the “(a)(1),” “(a)(2),” and “(a)(3)”
funding streams?
Answer: The “(a)(1),” “(a)(2),” and “(a)(3)” is shorthand for separate programs
established by the section of the CARES Act that creates these multiple funding
streams, Section 18004.
Section 18004(a)(1) (or “(a)(1)”) funding is designated for institutions of higher
education. At least 50% (Student Aid Portion) of the (a)(1) funding must be used
for emergency financial aid grants to students and the remainder (the Institutional
Portion) of an institution’s (a)(1) funds may be used for costs associated with
significant changes to the institution’s delivery of instruction due to the coronavirus.
Institutions are required to meet their reporting requirements for the (a)(1)
Student Aid Portion funds by publicly posting required information as described in
the Department’s notice.
To satisfy their reporting requirements as to the (a)(1) Institutional Portion,
institutions should fill out the Quarterly Budget and Expenditure Reporting form
(the (a)(1) column in this form refers to just (a)(1) institutional portion). The CFDA
number associated with the student aid portion is 84.425E, while the institutional
portion is associated with 84.425F.
Funding under Section 18004(a)(2) is designated for schools eligible for funding
under Titles III and V of the Higher Education Act of 1965 (HEA): HBCUs, TCCUs,
MSIs, and schools eligible under the Strengthening Institutions Program (SIP).
CFDAs associated with these “(a)(2)” funds are are 84.425J, 84.425K, 84.425L, and
84.425M, respectively. To satisfy their reporting requirements as to the (a)(2)
funds, institutions should fill out the Quarterly Budget and Expenditure Reporting
form.
Funding under Section 18004(a)(3) (“(a)(3)”) is designated for public and private
nonprofit institutions of higher education that are eligible under Part B of Title VII of
the Higher Education Act of 1965 and received less than $500,000 total from the
HEERF (a)(1) and (a)(2) programs. The CFDA number associated with the (a)(3)
funds is 84.425N. To satisfy their reporting requirements as to the (a)(3) funds,
institutions should fill out the Quarterly Budget and Expenditure Reporting form.
Please note that there is also a separate competitive grant program, the Institutional
Resilience and Expanded Postsecondary Opportunity (IREPO) program, that the
Department has also established under the authority of Section 18004(a)(3). The
Quarterly Budget and Expenditure Reporting form does not apply to IREPO grants.
Please see our chart of all the HEERF grant programs on our main website here for
more information.
2. Question: Once I have posted an updated quarterly Student Aid Portion report or
quarterly report for (a)(1) Institutional Portion, (a)(2), and (a)(3) funds, can I get
rid of the previous reports that contains old information?
Answer: No. We ask that institutions separately maintain each quarterly report on
their website, which adds transparency and accountability as to when and how
institutions expended funds.
3. Question: How and when do I report Section 18004(a)(1) student and institutional
expenditures?
Answer: To be clear, (a)(1) Student Aid Portion reporting is not done through the
Quarterly Expenditure form. This form should be used solely for (a)(1) Institutional
Portion, (a)(2), and (a)(3) funding, if applicable. Student Aid Portion reporting
follows a different set of guidelines, which can be viewed in our Federal Register
notice here, which is also linked to above.
Institutions must report on both their (a)(1) Student Aid Portion and their (a)(1)
Institutional Portion, (a)(2), and (a)(3) funds.
• The next Student Aid Portion report is to be posted no later than January 10,
2021 covering the calendar quarter from October 1, 2020 – December 31,
2020. The previous Student Aid Portion reports (a 30, 45, or quarterly
report) should have covered from the date of the institution’s (a)(1) Student
Portion award – to September 30, 2020.
• The first quarterly expenditure form (for (a)(1) Institutional Portion, (a)(2),
and (a)(3) funds) is to be posted no later than October 30, 2020 covering
expenditures from the period from the date of the institution’s first HEERF
award (for those funds) through September 30, 2020. The next quarterly
expenditure form is due to be posted by January 10, 2021 covering
expenditures from October 1, 2020 – December 31, 2020.
Please see our reporting table on our HEERF reporting website for more
information.
4. Question: Do I have to submit anything to the Department?
Answer: The two quarterly reports (Student Aid Portion report and the Quarterly
Budget and Expenditure form) need to be publicly reported on institutions’ websites
but do not need to be submitted to the Department. The Annual Report, which is
currently being developed, will need to be submitted to the Department in early
2021.
Institutions are encouraged, but not required, to submit their links of their publicly
posted reports to HEERFreporting@ed.gov.
5. Question: Is it okay if we create a new webpage and migrate current student
reports as well as this new institutional report to the new webpage? Will that cause
any problems with our existing posted reports?
Answer: Yes. We only ask that you please submit this change to
HEERFreporting@ed.gov with a new link to your webpage, so that we can keep
record of the most accurate information available.
As always, please visit our main HEERF website for the latest updates and information
regarding the HEERF grant program.
For any additional inquiries, please send your questions or comments to HEERF@ed.gov,
and we will be more than happy to assist you. Thank you for everything you are doing and
continue to do for our nation’s students.
Sincerely,
Christopher J. McCaghren, Ed.D.
Deputy Assistant Secretary
Higher Education Programs
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