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October 25, 2023
Prior editions of the ESEA Update can be found on the MDE ESEA Federal Title Programs webpage. "ICYMI" means "in case you missed it" and highlights when a topic is a repeat from a prior ESEA Update.
Timeline Reminders
Review the SY24 Timeline for ESEA Applications in MEGS and SERVS.
Upcoming Dates:
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November 1, 2023: Fall Amendment Window Opens in MEGS
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December 1, 2023: Final date to close out state fiscal year 2023 in SERVS
ESSER III (FIN160 & 161) Funds Reallocated
Ninety percent of the American Rescue Plan (ARP) Elementary and Secondary School Emergency Relief (ESSER) funds (ESSER III 90%) were allocated to local educational agencies (LEAs) following the Title I, Part A formula, per the ARP requirements, in school year 2021. Due to school closures and declined awards, MDE reallocated over $1.6 million of these finance code (FIN) 160 and 161 funds to participating LEAs following the required formula.
The additional funds are considered course code 013 funds in SY24 and will expire along with all other ARP-ESSER III funds on September 30, 2024. These dollars are loaded into the Minnesota Education Grants System (MEGS) under the Allocations/Transfers tab "PY Adjustment (+/-)" row. All eligible LEAs received these additional funds, even when other FIN160 or FIN161 funds were fully expended. It is presumed LEAs will create projects and budgets to include these funds but LEAs may choose to decline them in MEGS by December 20, 2023.
Contact MDE.federalCOVIDfunds@state.mn.us for questions about these funds. Contact MEG.MDE@state.mn.us with questions about how to complete specific actions in MEGS.
ESSER III Consolidated Application Available in MEGS
The ESSER III Consolidated Application in the Minnesota Education Grants System (MEGS) includes finance codes 159, 160, 161, and 169 and is now available for LEAs to create. Plan to attend the November 2 "Completing the ESSER III Consolidated Application in MEGS" session at 10:30 a.m. or one of the other repeated sessions offered over the next month. See the MDE Calendar for details.
Applications cannot be submitted until carryover funds are loaded, but all budgeting can happen in MEGS while awaiting the movement of funds from SERVS Financial, which will happen as quickly as possible.
Email MDE.federalCOVIDfunds@state.mn.us if there are questions.
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ICYMI: No SERVS/UFARS Comparison Reports for 013 Spending in FY23
ESSER I (including FIN 151, FIN 152) and GEER I (including FIN 153) funds were allocated in State Fiscal Year (SFY) 2020. The final spending deadline for these funds was in SFY23 (September 30, 2022) when the funds were considered course code 013.
The SERVS/UFARS Comparison reports from MDE’s Data Reports and Analytics webpage are designed to compare a given year’s SERVS information to course codes 000, 011 and 012 information in UFARS (with almost all FIN codes, in almost every year, these three course codes contain all UFARS transactions). The report cannot handle the 013 course code so the SFY23 SERVS/UFARS comparisons for ESSER I and GEER I funds using course code 013 do not work. LEAs are advised to compare SERVS and UFARS manually for any SFY23 spending under finance codes 151, 152, and 153.
Contact MDE.FederalCOVIDFunds@state.mn.us if there are questions.
ESEA Consolidated Application Amendment Window Opens November 1
The Fall Amendment Window for the ESEA Consolidated Application opens on November 1 and will close on January 19 at 3 p.m. This close date is an extension of four days due to the MLK holiday on January 15. Plan to attend the November 1 "Completing the ESEA Consolidated Application Amendment Window in MEGS" session at 12:30 p.m. or one of the other repeated sessions offered. See the MDE Calendar for details.
Please contact mde.esea@state.mn.us with questions about the amendment window.
Requirement Reminder: Documenting Personnel Costs
Local educational agencies (LEAs) are required to use employee records of actual work activity to determine allowable pay and benefits charged to federal awards, including Title funds. Such records must identify:
- the employee
- the time period being reported
- all federal and nonfederal work paid
- the reasonably accurate distribution of that work among cost objectives (specific activities that must be recorded to meet requirements)
Salaried employees should record the percentage of total work activity. Hourly employees are required to record daily work hours. Reports should be completed at appropriate intervals to be reasonably accurate and verified with a signature by the employee or their onsite supervisor as part of the LEA’s internal controls. Budget estimates may be used but adjusted as needed based on actual work activity. [CFR 200.430(i)(1)]
Eligible work that exceeds the amount available from the corresponding federal fund should be noted, providing justification to charge a greater portion should more of that fund become available later. The actual work time must be no less than the amount charged to federal funds.
Additional compensation paid with federal funds that is not based on time worked must be consistent with a written agreement with the employee or an LEA policy which implies an agreement. [CFR 200.430(f)] All charges to federal funds must be reasonable and necessary to meet the purpose of the fund.
Contact mde.esea@state.mn.us if there are questions about this requirement that is included in the assurances signed when accepting ESEA Title funds.
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Upcoming Training Opportunities
Join the MDE Student Access and Opportunity staff for upcoming trainings. All links to join can be found on the MDE Calendar. There is no need to register unless otherwise noted.
Visiting Teacher Program (VTP) Information Session
Schools interested in hiring and hosting a visiting teacher from Spain, Mexico or Taiwan should attend this information session to learn more about the responsibilities and regulations involved. MDE will be leading the session to talk about school responsibilities and share resources for relevant procedures like licensing, Teachers Retirement Association, onboarding, and interviewing. This session is for any school admin or staff who could not attend the first information session on 10/23/23. The application link will be shared with participants following the conclusion of the session.
ESSER III State Priority Webinar: Student Support Staffing
This session will focus on the use of ESSER III funds for Student Support Staffing (one of 20 state identified priorities for these funds). You will learn about program design and implementation and sustainable funding with ESSER and beyond.
Completing the ESEA Fall Amendment Window in MEGS
This session will focus on the process to complete the requirements of the fall amendment window for the ESEA Consolidated Window in MEGS that is open November 1, 2023 through January 19, 2024 at 3 p.m. The session will be repeated multiple times; there is no need to register.
Completing the ESSER III Consolidated Application in MEGS
This session will provide an overview of the ESSER III Consolidated Application in the Minnesota Education Grants System (MEGS). This application includes funding under finance codes 159, 160, 161, and 169. The session will be repeated multiple times; there is no need to register.
ESSER III State Priority Webinar: Ethnic Studies
This session will focus on the use of ESSER III funds for Ethnic Studies (one of 20 state identified priorities for these funds). You will learn about program design and implementation and sustainable funding with ESSER and beyond.
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Foster Care Point of Contact Network
The Foster Care Point of Contact (POC) Network is a statewide community of practice centered on ensuring district and charter school POCs know and understand key roles and responsibilities in supporting educational stability for students in foster care. Participants will collaborate with peers and statewide partners to share learning and leverage effective, evidence-based practices to improve student outcomes.
Language Access Network
The Language Access Network (LAN) is a statewide community of practice centered on ensuring that families who speak languages other than English have access to information and services from public schools. We have some great new plans for the 2023-24 school year, so make sure your district or school is represented. LAN consists of school and school district personnel with responsibility for the interpreting, translation and language access needs of Minnesota’s multilingual children and families.
Migrant Student Information Form (MSIF) Workshop
Participants will be supported to complete the MSIF including all the required minimum data elements for migratory students.
New to ESEA Title Programs Networking Session
Each meeting will cover all things related to the implementation of activities funded by the Elementary and Secondary Education Act (ESEA). Each session (every second Monday of the month) will include new learning and ample time for questions, answers, and networking.
ESSER State Priority Webinar: Indigenous Education for All
This session will focus on the use of ESSER III funds for Indigenous Education for All (one of 20 state identified priorities for these funds). You will learn about program design and implementation and sustainable funding with ESSER and beyond.
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