Elementary and Secondary School Emergency Relief (ESSER) Funding Status Report for Non-LEA Entities Instructions

Introduction: School Entities Required to Complete ESSER Report Submission | Required Data | 2021-22 Fiscal Year Reporting and Due Date | Template
Instructions: Section 1 - Non-LEA Entity Information | Section 2 - ESSER SEA Reserve Allocations to Non-LEA Entities | Section 3 - Number of FTE Positions | Saving and Submission 
Appendices: Appendix A | Appendix B

Elementary and Secondary School Emergency Relief (ESSER) Funding Status Report for Non-LEA Entities Instructions (PDF)

Introduction

The U.S. Department of Education (USDE) requires all entities receiving Elementary and Secondary School Emergency Relief (ESSER) funds to report on the use of the ESSER funds. The Pennsylvania General Assembly allocated American Rescue Plan (ARP) Act ESSER funds to certain entities that provide educational programs to neglected, delinquent, and at-risk youth (Non-LEA Entities) through Act 24 of 2021 (Act 24). These ARP ESSER funds were part of the ESSER SEA Reserve Allocation.

Act 24 defined how the ARP ESSER SEA Reserve Allocations were distributed. For more information on ESSER SEA Reserve Allocations to Non-LEA Entities for ARP ESSER, including allocation amounts, see Appendix A. Note that Non-LEA Entities did not receive ESSER funds under any other Federal or State law.

The Non-LEA ESSER Funding Status Report (ESSER Report) seeks to assess the expenditures of ESSER funds, identify the interventions and activities implemented with ESSER funds, and understand planned uses of funds in the next fiscal years.

The ESSER Report is due to PDE by Thursday, March 9, 2023 to ra-edarpesser@pa.gov. Completion and submission of this report is a condition of continued receipt of ESSER funds.

School Entities Required to Complete ESSER Report Submission

Non-LEA Entities that received ESSER funding are required to submit a status report and are advised to follow instructions for submitting the ESSER Report within this document. School districts (SDs), charter schools (CSs), intermediate units (IUs), career and technical education centers (CTCs), approved private schools (APSs), private residential rehabilitative institutions (PRRIs), and chartered schools for the deaf and blind that received ESSER funding are also required to submit the ESSER Report and are advised to follow the LEA ESSER Reporting Instructions.

Required Data

This report should be completed based on ARP ESSER funds expended during the reporting period and planned for future use.

Note: Do not include data regarding the use of Governor's Emergency Education Relief (GEER) Funds, Emergency Assistance to Nonpublic Schools (EANS) Funds, ARP IDEA Funds, ARP Homeless Children and Youth (ARP-HCY) Funds, and/or any other federal, state, or local funds.

2021-22 Fiscal Year Reporting and Due Date

The ESSER report is due to PDE by March 9, 2023. The report should be completed based on expenditures made during the Non-LEA Entity's 2021-22 fiscal year.

Template

Non-LEA Entities can access the District Fact reporting template via the PIMS Excel Reporting Tools web page and are advised to submit as soon as possible, but no later than March 9, 2023 to ra-edarpesser@pa.gov.

Instructions

The following instructions detail how to enter data into each section and subsection of the reporting template. Supplementary information is provided via links and appendices. Definitions can be found in Appendix A.

Section 1 – Non-LEA Entity Information

Section 1 should be completed to identify the LEA and provide appropriate contact information.

1. Select your institution from the drop-down menu on the right.
2. AUN automatically populates when the institution name is selected.
3. Enter your Non-LEA Entity's total ESSER Allocation.
4. Select the reporting period 2021-2022 from the drop-down menu on the right.
5. Enter your Non-LEA Entity's DUNS#. Note: The previously reported number will be posted.
6. Enter your Non-LEA Entity's NCES#. Note: The previously reported number will be posted.
7. Enter your Non-LEA Entity's Unique Entity ID (SAM). Note: The previously reported number will be posted.
8. Enter the name of the ESSER Reporting Point of Contact.
9. Enter the phone number of the ESSER Reporting Point of Contact.
10. Enter the email address of the ESSER Reporting Point of Contact.

Section 2 –ESSER SEA Reserve Allocations to Non-LEA Entities

Section 2 should be completed to report total awards and expenditures, along with allowable uses, of the ESSER SEA Reserve Allocations under ARP ESSER. Carefully review the table below and the link to allocation amounts provided within the table to ensure that your Non-LEA Entity is entering the appropriate ESSER SEA Reserve Allocation in the report.

SEA Reserve Allocations to Non-LEA Entities

2.1a ARP ESSER SEA Reserve Awards to Non-LEA Entities

1. Enter the amount awarded from the ARP SEA Reserve Fund to your Non-LEA Entity for each of the following:
1. Learning Loss Activities Set-Aside
2. Summer Enrichment Set-Aside
3. Afterschool Programs Set-Aside
4. Other SEA Reserve Award
   Note: The total for 1a though 1e automatically calculates. The total should match what was entered in 1.1.3.
2. Enter the total amount expended from the ARP SEA Reserve Fund by your Non-LEA Entity for each of the following:
1. Learning Loss Activities Set-Aside
2. Summer Enrichment Set-Aside
3. Afterschool Programs Set-Aside
4. Other SEA Reserve Award
   Note: The total for 2a though 2 e automatically calculates. The total should match what was entered in 1.1.3.

2.1b ARP ESSER SEA Reserve Awards to Non-LEA Entities-Other Use

1. The total amount reserved by your Non-LEA Entity from the ARP ESSER SEA Reserve-Other automatically populates.
   Note: This entry should match the entry in 2.1.a1d.
2. Enter the total amount expended by your Non-LEA Entity from the ARP ESSER SEA Reserve-Other:
   Note: This entry should match the entry in 2.1.a2d.
3. Select Y/N regarding your Non-LEA Entity's usage of ARP ESSER SEA Reserve Funds in this reporting period on:
1. Addressing Physical Health and Safety
2. Meeting Students' Academic, Social, Emotional, and Other Needs (excludes mental health supports)
3. Mental Health Supports for Students and Staff
4. Operational Continuity and Other Uses
   Note: See Appendix C for examples of expenditures that should be counted within the expenditure categories listed above.

2.1c Planned Uses of Remaining ARP ESSER SEA Reserve Awards- Other Use

1. Enter the total amount of ARP ESSER SEA Reserve Expenditures for your Non-LEA Entity in prior reporting periods.
2. The remaining ARP ESSER SEA Reserve Funds-Other Use prepopulates based on 2.1a1d, 2.1a2d, and 2.1c1.
3. Enter the percentage of remaining ARP ESSER SEA Reserve Funds- Other Use planned for each category:
1. Addressing Physical Health and Safety
2. Students' Academic, Social, Emotional, and Other Needs (excludes mental health supports)
3. Mental Health Supports for Students and Staff
4. Operational Continuity and Other Uses
5. Not Yet Planned for Specific Use
   Note: The total for 3a through 3e automatically calculates and must equal 100%. See Appendix C for examples of planned uses that should be counted within the main expenditure categories listed above.

Section 3 –Number of FTE Positions

This section outlines the number of Full time equivalent (FTE) positions in the Non-LEA Entity.

3.1 Provide the number of FTE positions employed in the Non-LEA Entity as of each reporting date.

Enter the number of FTE Positions employed as of each of the below listed reporting dates. Note: The number of FTE positions includes all staff regardless of whether the position is funded by Federal, State, local, or other funds—and equals the sum of the number of full-time positions plus the full-time equivalent of the number of part-time positions.

1. September 30, 2018
2. September 30, 2019
3. March 13, 2020
4. September 30, 2020
5. September 30, 2021
6. September 30, 2022

Saving and Submission

Refer to general instructions found on the first tab within the ESSER Report template for saving the report. After saving the file submit the report via email by Thursday, March 9, 2023 to ra-edarpesser@pa.gov.

Appendices

Appendix A: Definitions

The definitions included below have been provided by USDE.

ARP - American Rescue Plan Act of 2021

ARP ESSER - Elementary and Secondary School Emergency Relief fund authorized under section 2001 of the American Rescue Plan Act of 2021

Awarded - An SEA awards funds when it makes a subgrant to an LEA or, in the case of the SEA Reserve, when it enters into a subgrant or contract with a subrecipient.

CARES (ESSER I) - Coronavirus Aid, Relief, and Economic Security Act

CRRSA (ESSER II) - Coronavirus Response and Relief Supplemental Appropriations

DUNS#- A DUNS number is a unique nine-character number used to identify your organization. The federal government uses the DUNS number to track how federal money is allocated.

ESSER I - Elementary and Secondary School Emergency Relief fund authorized under Section 18003 of Division B of the Coronavirus Aid Relief, and Economic Security (CARES) Act

ESSER II - Elementary and Secondary School Emergency Relief fund authorized under Section 313 of the Coronavirus Response and Relief Supplemental Appropriations (CRRSA) Act

Expended - The actual spending of money; an outlay. For purposes of this reporting, reimbursements that are made in the current reporting period that reimburse expenditures made prior to the start of the reporting period and on or after March 13, 2020, are considered "expenditures" for this reporting period.

LEA - Local Educational Agency, which includes school districts (SDs), charter schools (CSs), intermediate units (IUs), career and technical education centers (CTCs), approved private schools (APSs), private residential rehabilitative institutions (PRRIs), and chartered schools for the deaf and blind.

NCES#- NCES School District/Entity ID: This field displays the 7-digit school district/ entity identification number. The first 2 digits of the 7-digit ID identify the state and the last 5 identify the school district/entity. Put together, they make a 7-digit unique ID code for each school district/entity. (National Center for Education Statistics)

Planned Uses of Funds - Remaining funds that have been earmarked or budgeted for specific purposes are considered "Planned Uses" of Remaining Funds. The Department acknowledges these plans may change; please provide the State's most current information regarding budgeted or earmarked uses of remaining funds.

Remaining Funds - The balance remaining after all expenditures through the end of the reporting period have been subtracted from the total award.

SEA - State Educational Agency

Unique Entity ID (SAM)- A new unique entity identifier (UEI) is assigned and visible to entities that are already registered in SAM (SAM.gov). Entities that register in SAM for the first time will obtain their UEI as part of the registration process. (More information can be found here: U.S. General Services Administration: Unique Entity Identifier Update and/or DUNS to Unique Entity ID (SAM) Transition

Appendix B: Examples of ESSER Expenditures/Planned Uses by Category