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June 4, 2021
Updates in this email:
In mid-March, President Biden signed the American Rescue Plan Act (ARP) of 2021 into law. The ARP, along with the Elementary and Secondary School Emergency Relief (ESSER) III fund, provides states and local districts and charters the opportunity to intentionally meet the needs of students, particularly those who have been most impacted by the COVID-19 pandemic.
The U.S. Department of Education released a state plan template at the end of April for all states to engage in consultation with stakeholders and the public to develop their ARP ESSER plans. The state plan requires MDE to describe a variety of areas including priorities, inclusive engagement, equity, data reporting and strong fiscal safeguards.
Originally, the state plan was to be submitted June 7, but MDE received notification this week that the U.S. Department of Education will allow Minnesota an extension to submit the plan on June 30. This will give MDE additional time to ensure meaningful engagement on the ARP ESSER plan and ensure the plan is reflective of the input received from students, families, educators and communities.
Due to the extension of Minnesota's deadline to submit our plan, we have reopened the public comment survey which closed on June 1. The survey will now be open through 4 p.m. on Monday, June 21. See additional information below:
On March 11, 2021, the American Rescue Plan (ARP) Act of 2021 was enacted into law which includes $1.3 billion for E-12 education in Minnesota to help schools returning to, and maintaining, safe in-person learning for all students. Per the federal law, 90% of these funds have been allocated to eligible districts and charter schools. Another 9.5% of these funds are for flexible use by each state education agency to create a plan to meet the needs of students. As a result, MDE is asking for feedback and input on how the 9.5% could be used. A form is being used to collect feedback in English, Hmong, Somali and Spanish. Additional information is also available in Hmong, Karen, Somali and Spanish. Feedback in Karen can be emailed to mde.federalcovidfunds@state.mn.us. The public comment period ends on June 21.
Please note, this public comment does not apply to the ARP's State Fiscal Recovery Fund. Those funds are separate from Minnesota’s $1.3 billion in Elementary and Secondary School Emergency Relief (ESSER III) funds under the ARP.
Resources
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Federal COVID-19 Funding Flow Chart: In response to a number requests, MDE has put together a one-page flow chart that shows all of the various federal relief funds that have come to the State of Minnesota for Education. This flow chart can be found on MDE's Federal Relief Funds webpage.
- Application and budget steps: MDE has recently posted updated SERVS Application and Budget Steps instructions which includes information on how to accept funds, modify budgets and carrying funds forward. This document can be found at Federal COVID-19 Funds Application and Budget Steps.
Required “Safe Return to In-Person Learning” Plan
As a condition of accepting the ESSER III award (FIN160 & FIN161), the LEA must develop, with community input, a Safe Return to In-Person Learning Plan and post it for public comment within 30 days of receiving the ESSER III award (June 21, 2021). The requirements for the ESSER III Safe Return to In-Person Learning Plan can be found in the Interim Final Rule and must describe how “[the LEA] will maintain the health and safety of students, educators, and other staff and the extent to which it has adopted policies, and a description of any such policies, on each of the following safety recommendations established by the CDC.” The Safe Return to In-Person Learning Plan must be reviewed regularly, at least every six months, and the LEA must seek additional public comment on revisions. LEAs must retain documentation of the plan development, plan review, public comment, and summary of public comment.
The recent FAQ document from ED published last week highlights in A-4: “[a]n LEA that developed a school reopening and continuity of services plan prior to the date of enactment of the ARP Act and that meets the above requirements for public comment will be deemed in compliance but, within no more than six months, the LEA must review and, if necessary, revise the plan to meet the requirements of the interim final requirements.” Minnesota LEAs that followed the MN Safe Learning Plan guidance and included staff, families, and students in the development (page 9) are likely close to meeting this federal requirement with the addition of public comment before June 21 and updates within the next six months.
Email mde.federalCOVIDfunds@state.mn.us with questions.
Additional Information and Upcoming Deadlines
GEER I and ESSER I Summer 2020 Funding (FIN151, FIN152, FIN153)
These funds are for technology and summer school programming starting in summer 2020. These funds are being distributed via SERVS.
- Applications were due by May 1, 2021 (this deadline has passed)
- Funds for expenditures from January 1-June 30, 2021 must be drawn by September 15, 2021
- Funds can be spent through September 30, 2022 and must be drawn by December 12, 2022
Flexible American Rescue Plan (ARP) Funds for Summer Academic and Mental Health Supports (FIN150)
$33.6 million partnerships and support to provide services to expand summer academic and mental health supports including transportation and meals, school-based summer programs in the community, and opportunities for enrichment, social and emotional skill building, mental health supports, and field trips for hands-on learning opportunities.
- Streamlined applications are now available in SERVS
- FY 21 application is due June 18, 2021
- FY 22 application will be posted by June 18, 2021
- Funds for this initiative are available through September 30, 2022
ESSER II
- The applications for ESSER II 90% allocation and the allocation to entities that don’t receive the 90% allocation are due June 30, 2021 (FIN155 or FIN156)
Expanded Summer Programming (FIN162, FIN163 and FIN164) under ESSER II
$57.5 million in funding for teachers to support in-person instruction as well as other expenses related to providing summer school, including class size reduction, longer programming hours or days, enrichment supports, transportation, or personal protective equipment.
- The allocation is based on actual student membership hours. This will be determined at the end of the summer and final allocations will be made. Unallocated dollars will be carried forward for summer programs next summer.
- Dollars allocated and not expended will be carried forward for next summer.
School Age Child Care Support
- MDE will be releasing applications for Summer School Age Child Care support to all districts on June 14, 2021.
- Those with certified school age child care programs operated by public schools will be eligible to receive funds.
- It is estimated that approximately $3,000 per certified site will be allocated.
- Funds will go out in July, August and September.
ARP ESSER III Applications (FIN160 & FIN161)
The allocations and applications for ESSER III 90% to LEAs (following the SY21 Title I, Part A formula) are available in SERVS Financial under finance codes (FIN) 160 and 161. Applications are due no later than October 1, 2021. LEAs are able to immediately obligate allowable activities to the FIN160 and FIN161 awards. The obligation period is July 1, 2020 through September 30, 2024. LEAs can draw down against FIN160 and FIN161 once there is an approved application and budget in SERVS and the services are received by the LEA.
Both applications allow for rapid approval when the LEA is using all ESSER III funds to support allowable activities under the State Education Priorities. For FIN161, the activities must be for summer learning or enrichment, comprehensive afterschool programs, extended day programs, and/or extended year programs. Review the ESSER III FIN160 & FIN161 Overview document for more information.
Email mde.federalCOVIDfunds@state.mn.us with questions.
Other
SY22 ESEA Title applications (FIN401, FIN406, FIN414, FIN417, and FIN433) will open in SERVS next week and are due September 1, 2021. Allocations for these finance codes are posted on the MDE website.
As we continue to move through this exciting and celebratory time of the year recognizing the many accomplishments of our students and their families and communities, schools are urged to allow American Indian students to wear items of cultural and traditional significance, such as eagle feathers, beaded caps, tribal insignias and stoles, in commencement and recognition celebrations and ceremonies. Read the full letter from Commissioner Mueller.
Executive Order 20-82 provided school districts and charter schools with the ability to offer instruction and services through distance learning. Executive Order 20-82 will be rescinded at 11:59 p.m. on June 30, 2021 by Executive Order 21-21. Therefore, effective July 1, 2021 school districts and charter schools no longer have authority to provide ESY services through distance learning unless they are a state approved online provider under Minnesota Statutes Section 124D.095. The Minnesota Legislature is currently debating a provision that would allow all school districts and charter schools to offer a distance learning option to all students during the summer of 2021 and the 2021-22 school year. See the Frequently Asked Questions about the Guide to Addressing the Impact of the COVID-19 Pandemic on Students with Disabilities document for additional information. Questions 15 and 16 have been added to address this topic. We will update this guidance document with any legislative changes as we learn of them.
The current executive order requiring school districts and charter schools to provide a distance learning option for students expires at the end of the 2020-21 school year. Unless there is further legislative action, districts and charter schools that want to offer online options (through distance learning or hybrid learning) for students beyond this school year will need to apply to become a state approved supplemental or comprehensive online learning provider. For more information regarding the Online Learning Provider application process, please reference MDE's Online Learning Provider webpage.
Calling all Tests—it’s time to come home (or find a new one).
As summer approaches, we recognize that some of your districts or schools have extra tests you do not anticipate using during the summer. We’d like to get an exact sense of who has extra tests and who needs to hold tight to their current supply.
On Tuesday, June 8, schools will receive a quick survey via email that will assess supply. The survey will be live through June 18th. Your participation is critical and will help ensure that we are good stewards of the testing materials that we have in hand.
The goal of the survey is to get an accurate assessment of how many tests are remaining in the field and to help determine what districts are willing to redistribute tests over the summer months. This redistribution is intended to help you get rid of tests you do not need, and to help districts who know they are going to need tests acquire them efficiently. Once we know what remains and where it is, the regional coordinators from your regional service cooperative will help make connections between districts willing to share supplies.
Not to fear, schools and districts will still be able to order additional tests through the collection report at any point during the summer.
Please remember to open the email that says “COVID-19 Test Distribution Survey” this coming Tuesday!
The State of Minnesota has created two videos for high schools to share with their students and families during their graduation ceremonies or online.
MDE is sharing both videos on social media this week. Commissioner Mueller's video was shared on June 3 and the Governor and Lt. Governor's video will be shared on June 4. Schools are invited to re-share those posts and use #mngraduates in your social media posts around graduation.
Digital Equity Survey: Coming in Late June
Heading into the 2021-22 school year, school districts and charter schools are strongly encouraged to collect information from families regarding student access to Internet and technology devices. Staff at MDE have been working with district technology coordinators and MARSS coordinators on this initiative and will continue to do so over the summer. Schools will receive a sample survey template in late June, which can be used to collect information from families, which will then be reported to MDE. The reporting deadline will be October 1, 2021.
In addition to state-level uses for this data (which may inform statewide initiatives, such as public-private partnerships to increase digital access), there are many local-level uses for this data and we hope all school districts and charter schools will participate in data collection.
Audit Requirements for Fiscal Year 2021 Audits
Please read the Summary of Audit Requirements FY 2021 Audits on the Division of School Finance, Financial Management webpage. Minnesota Statutes require reporting of audited financial data be completed by statutory deadlines. This memorandum explains the process of these audit requirements. Please share with anyone who is involved with school audits.
If you have questions, contact Pam Sanders.
Long-Term Facilities Maintenance (LTFM) Program Update for Fiscal Year (FY) 2023
The following documentation has been posted to the LTFM webpage for school districts to use for the FY 2023 LTFM submission:
- FY 2023 Long-Term Facilities Maintenance Guide
- FY 2023 Long-Term Facilities Maintenance Ten-Year Expenditures Application
- FY 2023 Long-Term Facilities Maintenance Ten-Year Revenue Projection
- FY 2023 Long-Term Facilities Maintenance Cooperative Allocation Worksheet
- FY 2022 Long-Term Facilities Maintenance Revenue – Statement of Assurances
Under 2020 Minnesota Laws, to qualify for LTFM revenue (Minn. Stat. § 123B.595, subd. 4), a school district, intermediate district, or other cooperative units must have a ten-year facility plan adopted by the school board and approved by the commissioner. This does not include charter schools.
The plan must be updated annually and indicate whether the district will issue bonds to finance the plan or levy for the costs. School Districts issuing bonds must include a debt service schedule demonstrating that the debt service revenue required to pay principal and interest on the bonds each year will not exceed the projected LTFM revenue for that year.
For 21Payable 22 - Levy (FY 2023), the district must submit the updated and approved LTFM documentation to the commissioner by July 31, 2021. Please submit to MDE.Facilities@state.mn.us.
For questions about allowed uses of LTFM revenue, process and timelines, LTFM ten-year expenditure projections and LTFM Uniform Financial Accounting and Reporting (UFARS) coding, please contact Sarah C. Miller at Sarah.C.Miller@state.mn.us or 651-582-8370.
For questions about the LTFM ten-year revenue projections, Levy Limitation and Certification report adjustments, LTFM aid entitlement and levy calculations or LTFM required debt, please contact Lonn Moe at Lonn.Moe@state.mn.us or 651-582-8569.
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