HEERF I REPORTING - CARES | Butler Community College

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HEERF I REPORTING - CARES

The Coronavirus Aid, Relieve, and Economic Security (CARES) Act was signed in to law on March 27th, 2020. Section 18004 of the CARES Act provides Higher Education Emergency Relief Funds (HEERF) to colleges and universities to assist with unexpected expenses related to the disruption of campus operations due to the COVID-19 global pandemic. In compliance with section 18004(e) of the Federal CARES Act, institutions are required to report and disclose specified information associated with these funds. Until the time the U.S. Department of Education creates a manner in which reporting can be submitted directly to the Department, institutions are required to disclose this information on the institution’s website. The initial report must be made available within 30 days of the institution receiving its funds, and then updated every 45 days thereafter.

Reporting Timeline

  • April 27th, 2020 - Certification and Agreement submitted to U.S. Department of Education
  • May 22nd, 2020 - CARES Emergency Student Aid funds received by Butler Community College
  • June 20th, 2020 - Initial 30 day report disclosure due
  • August 4th, 2020 - 45 day follow-up disclosure report due
  • September 18th, 2020 - 45 day follow-up disclosure report due

The U.S. Department of Education updated their reporting requirements to a quarterly basis. Once institutions indicate they have expended all HEERF funds under section 18004(a)(1) student Portion, no additional quarterly reports are required.

The first quarterly report is due January 10, 2021 with subsequent reports due April 10th, July 10th, October 10th, and on.

Required Reporting Information

  1. An acknowledgement that the institution signed and returned to the Department the Certification and Agreement and the assurance that the institution has used, or intends to use, no less than 50 percent of the funds received under Section 18004(a)(1) of the CARES Act to provide Emergency Financial Aid Grants to students.

    Butler Community College signed and returned the Certification and Agreement to the U.S. Department of Education on April 27th, 2020. Butler assures it will use no less than 50 percent of the funds received under the CARES Act to provide emergency student aid directly to eligible students.
     
  2. The total amount of funds that the institution will receive or has received from the Department pursuant to the institution’s Certification and Agreement [for] Emergency Financial Aid Grants to Students. 

    On May 22nd, 2020, Butler received $1,815,966 for distribution to students in the form of emergency student aid.
     
  3. The total amount of Emergency Financial Aid Grants distributed to students under Section 18004(a)(1) of the CARES Act as of the date of submission (i.e., as of the 30-day Report and every 45 days thereafter).
    Date of Report Total Funds Disbursed Percent of Funds Disbursed Total Students Awarded
    Initial Direct Disbursement $1,351,500 74% 1,365
    30 Day Report
    as of 6/18/20    		 $1,475,498 81% 1,508
    45 Day Report
    as of 8/3/20    		 $1,499,677 83% 1,537
    45 Day Report
    as of 9/9/20    		 $1,815,966 100% 1,597
    Quarterly Report Requirement:
    Quarterly Report Total Funds Disbursed Percent of Funds Disbursed Total Students Awarded
    1/10/21 $1,815,966 100% 1,597
    4/10/21 NA NA NA
    January 10, 2021 is the first and final quarterly reporting for HEERF fund expenditures for Section 18004(a)(1) Student Portion funds. All funds are expended and no additional quarterly public reporting is required.
     
  4. The estimated total number of students at the institution eligible to participate in programs under Section 484 in Title IV of the Higher Education Act of 1965 and thus eligible to receive Emergency Financial Aid Grants to students under Section 18004(a)(1) of the CARES Act.

    Estimated Number of Butler Students Eligible for CARES Emergency Student Aid: 2,492*

    * Based on the student eligibility requirements outlined by the U.S. Department of Education, the most accurate way to provide an estimation of the total number of students who may be eligible to receive emergency student aid under the CARES Act, is to report students who have a 2019-2020 FAFSA on file, have been awarded at least one form of Title IV Aid (Pell, Direct Loan, Federal Work Study) for the Spring 2020 semester, and were enrolled in at least one on-campus class. Other students may be eligible.
     
  5. The total number of students who have received an Emergency Financial Aid Grant to students under Section 18004(a)(1) of the CARES Act.

    See Table Above
     
  6. The method(s) used by the institution to determine which students receive Emergency Financial Aid Grants and how much they would receive under Section 18004(a)(1) of the CARES Act.

    In an attempt to meet Congress’s intent to deliver emergency student aid relief as expeditiously as possible, while prioritizing populations with exceptional financial need, Butler identified eligible students actively enrolled for the Spring 2020 semester (as of May 11th) who also received a Pell grant disbursement. This group of students will receive a direct disbursement and do not need to submit an application or any additional paperwork. Award amounts are based on the enrollment status for which their Pell funds disbursed- full time, three-quarter time, half time, and less-than-half time.

    Eligible students not identified for direct disbursement, but who had expenses related to the disruption of campus operations due to COVID-19, had an opportunity to complete an online application for emergency student aid funds. The application process is now closed. Completion of application was not a guarantee of award. Awards are determined using defined amounts related to student needs in an equitable and non-discriminatory manner. Funds are limited and will be awarded until exhausted.

    Campus operations continued to experience disruption over the Summer 2020 semester as offices remained closed and face-to-face classes were taught remotely. As the summer semester and 2019-2020 aid year came to an end, the determination was made to discontinue the application process due to an extremely low volume of qualified applications received. The remaining CARES funds were distributed by disbursing an additional small amount to those previously awarded Butler CARES Emergency Student Aid during the Spring 2020 semester and providing a direct distribution to Summer 2020 enrolled students meeting eligibility criteria.

    Student eligibility criteria was determined by the recommended guidelines published by the U.S. Department of Education on April 21st, 2020.
     
  7. Any instructions, directions, or guidance provided by the institution to students concerning the Emergency Financial Aid Grants.

    Announcement of the Butler CARES Emergency Student Aid program, made available through the Federal CARES Act, was made to students through a Pipeline campus announcement, CANVAS announcement, social media post, and posted to Butler’s main website.

    Students receiving a direct disbursement were notified by Butler email. Students in this category, who did not experiences expenses related to the disruption of campus operations due to COVID-19, were instructed to return their funds to Butler Community College, ATTN: Accounts Receivable, 901 S Haverhill Rd, El Dorado, KS 67042.

    Additional information, including student eligibility and the information on the process, are available at the following webpages: