Fillable Form 2: Table of Contents CARES ACT HEERF (Dickinson College)

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CARES ACT HEERF Fund Quarterly Report

Dickinson College

Information as of October 30, 2020

Table of Contents

Page

Overview- Student Emergency Relief Grants

formation provided to students

Institutional fund report- final

Appendix A: Awarding Policies and Procedures

Appendix B: Statement on Institutional Share

2-4

5-6

7-9

The f

ollowing report is required to be updated and published on the Dickinson College website

on a quarterly basis. It contains information on both the student and institutional portion of the

aid received.

Overview—Student Emergency Relief Grants

Dickinson has signed and returned a certification and agreement to participate in the CARES act

emergency relief funding provided by the Department of Education in response to the COVID-

19 outbreak. As part of this agreement, Dickinson will distribute at least 50% of this funding to

students via emergency relief grants for a total amount of at least $718,034.00. As of

10/30/2020, Dickinson has provided a total of $537,679.29 of this funding to 226 students who

have demonstrated need and requested assistance.

Based on the criteria provided by the Department of Education, Dickinson has determined that

1267 students were eligible to apply for these grants as of April 21, 2020. This number was

calculated based on students who have a valid FAFSA on file. While there may be others that

could qualify, the current guidance from the Department of Education requiring Title IV

eligibility of recipients means the FAFSA is the only current practical method of determining

eligibility.

The College has determined that a simple application be the method to determine if students

experienced COVID expenses. The eligible amount is determined by either available student

documentation (including the student information system, Banner) or standard expenses used in

the official Cost of Attendance. Requests for funds outside of these standard practices are

reviewed by committee. To prioritize these limited funds, refunds already received from the

college for living expenses will be considered when determining eligibility. A full explanation of

the College’s guidelines for awarding CARES act grants can be found in Appendix A

Priority notice of the application availability was given to Pell Grant recipients and students who

had been in contact regarding hardship. Current recipients are nearly all Pell Grant recipients.

Information Provided to Students

The following Email was sent to all Pell Recipients on April 24, 2020:

Hello,

The Office of Financial Aid hopes you are staying safe and well.

We are reaching out to Pell Grant eligible students to inform them of newly available federal

emergency grant funding. We want students with the highest levels of financial need, according

to FAFSA results, to receive early notice of this availability.

o qualify for the grant, you will need to have experienced expenses related to the disruption of

campus operations due to COVID-19 such as food, housing, course materials, unanticipated

travel, technology, health care, and child-care expenses. Students with significant financial need

will receive priority consideration.

lease be considerate of your fellow Dickinson students and only apply for amounts you truly

need so that we may benefit the most students possible with these limited funds. You can

complete the brief application here.

lease let us know if you have any questions.

ll my best,

eah Young

Director of Financial Aid

Dickinson College

P.O. Box 1773

Carlisle, PA 17013

(717)

5-1308 (phone)

(717)

5-1972 (fax)

http://www.dickinson.edu/financialaid

pplication Instructions

ickinson College has received limited federal aid from CARES Act: Higher Education Emergency

Relief Fund for the purpose of providing emergency grants to eligible domestic students for

their expenses related to the disruption of campus operations due to COVID-19, including, but

not limited to food, housing, course materials, unanticipated travel, technology, health care, and

child-care expenses. This form, along with any current financial aid data will be used to

determine eligibility for grant funding. However, a previous financial aid application is not

mandatory but students applying for the grant must file a FAFSA (either for 2019-2020 or 2020-

2021) if they have not already done so.

OTE: Due to Department of Education guidance, we are not able to award these funds to

International students or undocumented students. Guidance is not yet clear on whether

students who graduated in May of 2020 are eligible for funding. These graduates may apply, but

their applications will be put on hold until we have final guidance on how we may award these.

ou will be notified of the outcome of your application as soon as possible, generally within 2-4

weeks. If approved, funds will be distributed via check or direct deposit (if you have this set up).

lease be considerate of your fellow Dickinson students and only apply for amounts you truly

need so that we may benefit the most students possible with these funds. The maximum grant is

currently limited to $4,000.

If you have any questions on the status of your application, please contact finaid@dickinson.edu

pproval verbiage

or students found eligible for CARES grant funding, the following email is sent upon

processing.

Dear_____,

I’m pleased to inform you that your grant application for funding through the CARES act for

COVID-19 related expenses has been approved in the amount of $XX.XX.

f you have direct deposit set up with the College, the approved amount will be deposited

directly into your bank account in approximately 5-7 business days. Otherwise a check will be

mailed to the home address on file.

We hope these funds help ease the financial strain of COVID-19 and allow you to continue your

studies uninterrupted.

ll our best,

Office of Financial Aid

OMBControlNumber1840‐0849Expires4/30/2021

Version1.3

QuarterlyBudgetandExpenditureReportingunderCARESActSections18004(a)(1)InstitutionalPortion,18004(a)(2),and

18004(a)(3),ifapplicable

InstitutionName:___________________________________________________DateofReport:______________CoveringQuarterEnding:______________

TotalAmountofFundsAwarded:Section(a)(1)InstitutionalPortion:____________Section(a)(2):____________Section(a)(3):___________FinalReport?☐

Category Amount

in(a)(1)

institutionaldollars

Amountin

(a)(2)dollars,

ifapplicable

Amountin

(a)(3)dollars,

ifapplicable

ExplanatoryNotes

Providingadditionalemergencyfinancialaidgrantstostudents.

Providingreimbursementsfortuition,housing,roomandboard,or

otherfeerefunds.

Providingtuitiondiscounts.

Coveringthecostofprovidingadditionaltechnology hardware to

students,suchaslaptopsortablets,orcoveringtheaddedcostof

technologyfees.

Providingorsubsidizingthecostsofhigh‐speedinternettostudents

orfacultytotransitiontoanonlineenvironment.

Subsidizingof

‐campushousingcostsduetodormitory closuresor

decisionstolimithousingtoonestudentperroom;subsidizing

housingcoststoreducehousingdensity;payingforhotelsorother

off‐campushousingforstudentswhoneedtobeisolated;paying

travelexpensesforstudentswhoneedtoleavecampusearlydueto

coronavirusinfectionsorcampusinterruptions.

Subsidizingfoodservicetoreducedensityineatingfacilities,to

providepre‐packagedmeals,ortoaddhourstofoodservice

operationstoaccommodatesocialdistancing.

Costsrelatedtooperatingadditionalclasssectionstoenablesocial

distancing,suchasthoseforhiringmoreinstructorsandincreasing

campushoursofoperations.

Campussafetyandoperations.



Tosupportanyelementofthecostofattendance(asdefinedunderSection472oftheHigherEducationActof1965,asamended(HEA))perSection18004(c)oftheCARESAct

andtheInterimFinalRulepublishedintheFederalRegisteronJune17,2020(85FR36494).CommunityCollegesinCalifornia,allpublicinstitutionsinWashingtonState,andall

institutionsinMassachusettshavedifferentrequirementsduetorecentU.S.DistrictCourtactions.Pleasediscusswithlegalcounsel.HEERFlitigationupdatescanbefoundhere.

Includingcostsorexpensesrelatedtothedisinfectingandcleaningofdormsandothercampusfacilities,purchasesofpersonalprotectiveequipment(PPE),purchasesof

cleaningsupplies,addingpersonneltoincreasethefrequencyofcleaning,thereconfigurationoffacilitiestopromotesocialdistancing,etc.

Dickinson College

10/26/2020

09/30/2020

$ 718,034

$ 0

$ 718,034

$ 0

The full amount was disbursed in April 2020, but is

being drawn down alongside the student aid portion.

$ 0

OMBControlNumber1840‐0849Expires4/30/2021



Version1.3

Category Amount

in(a)(1)

institutionaldollars

Amountin

(a)(2)dollars,

ifapplicable

Amountin

(a)(3)dollars,

ifapplicable

ExplanatoryNotes

Purchasing,leasing,orrentingadditionalinstructionalequipment

andsupplies(suchaslaboratoryequipmentorcomputers)toreduce

thenumberofstudentssharingequipmentorsuppliesduringa

singleclassperiodandtoprovidetimefordisinfectionbetween

uses.

Replacinglostrevenueduetoreducedenrollment.

Replacinglostrevenuefromnon‐tuitionsources(i.e., cancelled

ancillaryevents;disruptionoffoodservice,dorms,childcareorother

facilities;cancellationofuseofcampusvenuesbyother

organizations,lostparkingrevenue,etc.).



Purchasingfacultyandstafftraininginonlineinstruction; or paying

additionalfundstostaffwhoareprovidingtraininginadditionto

theirregularjobresponsibilities.

Purchasing,leasing,orrentingadditionalequipmentorsoftwareto

enabledistancelearning,orupgradingcampuswi‐fiaccessor

extendingopennetworkstoparkinglotsorpublicspaces,etc.

OtherUsesof(a)(1)InstitutionalPortion

unds.

OtherUsesof(a)(2)or(a)(3)

unds,ifapplicable.

QuarterlyExpendituresforeachProgram

TotalofQuarterlyExpenditures

Includingcontinuanceofpay(salaryandbenefits)toworkerswhowouldotherwisesupporttheworkoractivitiesofancillaryenterprises(e.g.,bookstoreworkers,foodservice

workers,venuestaff,etc.).

Pleasepostadditionaldocumentationasappropriateandbrieflyexplaininthe“ExplanatoryNotes”section.PleasenotethatcostsforSection18004(a)(1)InstitutionalPortion

fundsmayonlybeused“tocoveranycostsassociatedwithsignificantchangestothedeliveryofinstructionduetothecoronavirus,solongassuchcostsdonotinclude

paymenttocontractorsfortheprovisionofpre‐enrollmentrecruitmentactivities;endowments;orcapitaloutlaysassociatedwithfacilitiesrelatedtoathletics,sectarian

instruction,orreligiousworship.”

Pleasepostadditionaldocumentationasappropriateandbrieflyexplaininthe“ExplanatoryNotes”section.PleasenotethatcostsforSections18004(a)(2)and(a)(3)funds

mayonlybeused“todefrayexpenses,includinglostrevenue,reimbursementforexpensesalreadyincurred,technologycostsassociatedwithatransitiontodistanceeducation,

facultyandstafftrainings,payrollincurredbyinstitutionsofhighereducationandforgrantstostudentsforanycomponentofthestudent’scostofattendance(asdefined

undersection472oftheHEA),includingfood,housing,coursematerials,technology,healthcare,andchildcare.”

$ 0

$ 718,034

$ 0

$ 718,034

Appendix A: Awarding Policies and Procedures

ickinson College

CARES Act Higher Education Emergency Relief Fund Policies and Procedures

This document serves as an official guideline to the distribution of emergency grants through the CARES

Act. This document was developed and implemented on April 17, 2020 in accordance with guidance

received from the signed certification form

required to access the CARES Act: Higher Education

Emergency Relief Fund.

llocation

Dickinson College will all

ocate half of the $718,034 funding for emergency grant applications filed prior

to June 30, 2020. The remaining half is reserved for the 2020-2021 fiscal and academic year, beginning

July 1, 2020. If there are unused funds remaining after June 30, 2020, these will be rolled for utilization

in the 2020-2021 fiscal and academic year.

ll funding must be spent by April 21, 2021, one year from the date Dickinson College received CARES

act funds.

thods of Application

Dickinson College will accept applications for emergency grant funding through three methods. Methods

one and two are strongly preferred:

1. Directly from the student through a web form

2. From an authorized Dickinson staff member on behalf of the student through a separate web

form

3. Documentation from FinOps showing a direct payment to the student for eligible funds during

he eligible period outlined by ED. This must capture the following information upon submission to

Financial Aid:

• how grants were distributed to students

• the amount of each grant awarded to each student

• how the amount of each grant was calculated, and

• any instructions or directions given to students about the grants.

rant Amount Calculation

The webform options capture data related to the types of expenses incurred. For the items selected and

detailed by the student, amounts will be calculated as follows, with a maximum grant of $4,000 unless

significant extenuating circumstances warrant otherwise. To prioritize these limited funds, refunds

already received from the college for living expenses will be considered when determining eligibility.

Expense

Determination

Food

The amount of the meal plan credited to their spring

student

account, the standard 54% of

the board expense in the spring semester COA for the

time left in the semester, or the amount requested,

whichever is less.

Housing

The amount of housing credited to their spring

student

account, the standard 54% of housing

expense in the

spring semester COA for the time left

in the

semester after disruption, or the amount

requested, whichever is less.

Travel, Course Materials, Technology, Health

Care,

or Childcare

The amount reported by student if receipts are

provided.

The approver also has the option of using

54% of the

appropriate spring semester

component of

the cost of

attendance in absence of a receipt if no

other committee review is needed.

If an expense falls

outside of the cost of attendance, it will be flagged for

committee review.

Other

Reviewed by committee for eligibility and amount

determination

Funding allocated through financial operations will be determined based on NACUBO

guidance and best practices, and keeping with Department of Education recommendations prioritizing

high need recipients. A student may qualify for additional funding above the $4,000 through the

combination of webform and financial operations methods, though care should be taken to ensure that

the total amount stays below the Pell Grant Maximum of $6,395 for 2020-2021, unless extreme

circumstances are presented.

pplication Review and Approval Process

As often as is practical, but no less than once a week, applications via webform will be reviewed by a

financial aid staff member. Pell Grant recipients will be prioritized in review. All requests for

food and housing as well as travel, technology, health care, and childcare with receipt

documentation or as a percentage of the cost of attendance (or billed cost) can be approved by a single

reviewer up to the maximum grant amount. For students with significant proven financial need and

detailed expenses above the $4,000 maximum, the application should be forwarded for committee

review.

committee of at least 3 members comprised of financial aid staff and/or financial operations staff will

review applications for expenses designated “other” or those without receipts and outside the cost of

attendance. This review will be completed no less than once every two weeks, with a goal of meeting

weekly.

rant Distribution Process

Upon approval of any web form applications, the Dickinson College Payment Voucher will be completed

by Financial Aid and submitted to Financial Operations. This will then initiate the process to cut a check

or direct deposit to the student.

A report showing the date payments were processed for these students should be provided to financial

aid office each week. This will be recorded on the applicant tracking sheet once received.

If method 3 was used to submit the grant funding request, the date students received the funds should

be provided.

racking and Reporting Requirements

Tracking spreadsheets for web form applicants will be maintained by financial aid noting all the required

reporting items. For items submitted by FinOps via method 3, back up documentation will be

maintained in the COVID-19 Emergency Grants Folder accessible to the Financial Aid team on OneDrive.

Dickinson College awaits guidance on the methods of reporting, but we are mandated to report 30 days

from the date the funds were received (April 21, 2020) and every 45 days thereafter via a web report.

Appendix B: Statement on Institutional Share

n addition to the $718,034 provided by the Department of Education for emergency relief grants

to students, Dickinson received $718,034 for use by the institution to assist with costs and losses

related to COVID-19. The decision was made to provide this institutional funding to students in

accordance with the suggested use by the Department of Education. Therefore, this amount was

used in full to provide gross refunds and credits of room and board to students during Spring 2020

rather than adjusting the refunded or credited amounts to students based on their financial aid

package. This decision was made to assist students with their ongoing costs of attendance as a

result of COVID-19.

ue to Dickinson’s decision to use all CARES Higher Education Emergency Relief Fund allocations

to provide financial assistance to students, there is no direct impact on employee retention as a

result of its use. It is Dickinson’s priority to provide maximum support for its students during this

crisis as well as continued retention of its employees through every means available. Other

sources of funding and internal reserves have been used to assist in ongoing employee retention

at Dickinson College.

s a result of the indirect benefits of HEERF funding in addition to other CARES funding, donations,

and reserve usage at Dickinson, the college was able to retain all full- and part-time staff through

June 30, 2020, maintaining full pay even for those unable to work remotely.

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