Reporting for the CARES Act emergency grants to students

Federal reporting requirement

The information below summarizes the process that Gettysburg College followed for the distribution of CARES Act funds to qualifying students.

Timeline

  1. On June 10, 2020, Gettysburg College returned a signed Certification and Agreement to the U.S. Department of Education assuring that no less than 50 percent of funds received under Section 18004(a)(1) of the CARES Act would be distributed to provide Emergency Financial Aid Grants eligible Gettysburg students.
  2. On June 16, 2020, Gettysburg College received notice that the College’s signed Certification and Agreement was accepted and the funds were available to the College for drawdown.
  3. In accordance with the College’s Certification and Agreement, Gettysburg College received $828,017 from the U.S. Department of Education to distribute as Emergency Financial Aid Grants to students. The funds were drawn down on July 14, 2020.
  4. Gettysburg College estimates that 1,873 Gettysburg students are eligible to participate in programs under Section 484 in Title IV of the Higher Education Act of 1965 and are thus eligible to receive Emergency Financial Aid Grants to student under Section 18004(a)(1) of the CARES Act.
  5. On July 15, 2020, Gettysburg College distributed a total of $828,017 in Emergency Financial Aid Grants to 608 students under Section 18004(a)(1) of the CARES Act.
  6. Students must have been currently enrolled at the time of the grant disbursement as well as have been enrolled for the Spring 2020 semester in at least one ground-based class and in a Title IV eligible degree-seeking or certificate program at the time of the disruption of campus operations on March 13, 2020.
  7. Following guidance from the U.S. Department of Education, Gettysburg College established three operational principles to determine the methodology to be used for the distribution of funds Section 18004(a)(1) of the CARES Act.
    1. Student success and support – The change to off-campus, on-line learning due to the coronavirus caused Gettysburg College students to incur additional financial expenses related to their education.
    2. Impact and equity - All Gettysburg College students have experienced some type of additional costs due to the coronavirus with varied negative impacts on students depending on their socioeconomic background. Students should receive different amounts of funding based on their level of need.
    3. Timeliness and administrative efficiency – Ensure access for any student experiencing a loss to receive emergency grants with minimal administrative process.
  8. Based on the three operational principles described above, the following method was used to determine recipients and funding levels:
    1. On June 19, 2020, all eligible students were sent an email to their official gettysburg.edu address from the Student Accounts office. This email included the following information:
      1. Gettysburg College was awarded federal funds through the Coronavirus Aid, Relief and Economic Security (CARES) Act.
      2. A listing of expenses that can be considered for CARES Act emergency grant assistance if they were incurred in direct relation to the disruption of campus operations due to the coronavirus. Eligible expenses include food, housing, course materials, health care, child care technology and transportation.
      3. Eligibility requirements to receive CARES Act funding.
      4. How to request funds through the survey application link included in the email and the deadline for requesting funds of July 3 (extended to July 5).
      5. How funds will be distributed
    2. A second email was sent on Friday, June 26 to all students who had not yet submitted a survey response to remind them of the available CARES Act emergency grant funding and the deadline to request funds.
    3. On Tuesday, July 7 the Student Accounts office sent one final email to any student who had not opened the original email giving them one final chance to submit a request for funds.
    4. Students requesting funding were assigned a level based on their expected family contribution (EFC) on file with the Financial Aid office. The following levels were used:
      1. EFC of $10,000 or less
      2. EFC between $10,001 and $20,000
      3. EFC greater than $20,000
    5. The grant amounts were calculated by determining a base amount for students with an EFC between $10,001 and $20,000 ($1,279.78) and then increasing the funding amount 50% for students with an EFC of $10,000 or less ($1,919.67) and decreasing the funding amount by 50% for students with an EFC greater than $20,000 ($639.88).
  9. On Tuesday, July 14, all CARES Act student emergency grants were posted to students accounts to be automatically disbursed on Thursday, July 15th either by direct deposit or check via the same process used for student refunds.
  10. The Student Accounts office sent out an email to all student receiving funds on Tuesday, July 14 notifying them of the amount of their grant and that the funds would be disbursed on Wednesday, July 15.

Instructions, directions and guidance provided to students:

Email sent to students with a FAFSA on file:

Subject: CARES Act Emergency Grants to Students – Response Required

Dear Student:

Gettysburg College is now accepting applications via the survey link below for emergency grants to students under the CARES Act.

Please note: Emergency relief funding is limited and disbursements will be based on the number of survey applications received. If you do not need the funds please consider indicating so on the survey so that the limited funding can be disbursed to those students with the most need.

Please read the following information carefully before submitting a survey response. Responses must be received no later than 5 p.m. on Friday, July 3rd for funding consideration.

CARES Act Student Emergency Grants

The Coronavirus Aid, Relief and Economic Security (CARES) Act which was passed by Congress and signed into law in March provides Gettysburg College with $828,017 in higher education emergency relief funding to be distributed directly to eligible students in the form of emergency grants to cover expenses incurred related to disruption of campus operations due to the coronavirus pandemic.

What expenses can be considered for emergency funding?

The following is a list of expenses that can be considered for CARES Act emergency grant assistance if they were incurred in “direct relation to the disruption of campus operations due to the coronavirus”:

  • Food
  • Housing
  • Course materials
  • Health care
  • Child care
  • Technology- related expenses (such as having to buy a computer or internet service when courses were moved online)
  • Transportation (such as having to come back to campus to pick up belongings)

Eligibility

Per the Department of Education, only students who are or could be eligible to participate in programs under Section 484 in Title IV of the Higher Education Act of 1965, as amended (HEA), may receive CARES Act funded emergency financial aid grants. If a student has filed a Free Application for Federal Student Aid (FAFSA), then the student has demonstrated eligibility to participate in programs under Section 484 the HEA. The College has a FAFSA on file for you. As long as you meet the College’s satisfactory academic progress policy, are currently enrolled at Gettysburg College and have incurred an additional expense listed above during the spring 2020 semester you are eligible to request an emergency grant.

How to Request Funds

Currently enrolled students who were also enrolled during spring 2020 and have a FAFSA on file with the College are receiving this email directly from the Student Accounts office and should complete and submit the survey application by Friday, July 3rd to be included in the funding calculation.

Funding Amounts

A student who completes and returns the survey will receive an amount based on their official expected family contribution (EFC). The specific amount will be determined and emailed to you based on the number of survey applications received.

Distribution of Funds

Funds will be placed on the student’s Gettysburg College account and immediately disbursed either via direct deposit or paper check. The timing of this distribution will be based on when the College is approved by the federal government to draw down the funds. The College anticipates this distribution to occur in July but will be in contact with students who submit the survey application to share funding amounts and anticipated date of distribution.

If you have not setup direct deposit through the Student Accounts office (separate from any information provided for student employment) you should follow the instructions here. If you are unsure if you have setup direct deposit you can review your setup for direct deposit by logging into the Student Center and selecting “Enroll in Direct Deposit Refund.”

Additional Information

  • Emergency relief funding is limited and will be awarded to eligible students meeting the criteria above.
  • The funding is not considered financial aid and may not meet a student’s full financial need.
  • This is one-time funding and is not renewable.
  • Please see the Internal Revenue Service for taxation questions.

Survey Application (link was emailed - copy of survey below)

  1. Please provide your Gettysburg College email address below. Gettysburg College Student Accounts Office will use it to contact you for fund distribution purposes. Please make sure you type it correctly.
  2. Do you want to request a CARES Act emergency grant? Yes No
  3. Did you incur any additional expenses listed below as a direct result of the disruption of campus operations (students moving to on-line courses and leaving campus) due to the coronavirus? (Check all that apply)
    1. Food/Groceries
    2. Housing/Rent/Utilities/Mortgage
    3. Course materials
    4. Technology (Internet services, online books, equipment, software/hardware, hotspot Internet devices, laptop, etc.)
    5. Health care/Medical expenses/Health insurance (co-pays)
    6. Childcare/Dependent expenses
    7. Transportation (Gas/Uber, vehicle repairs, insurance, etc.)
  4. Please provide any additional comments.

Email sent to students with no FAFSA on file:

Subject: CARES Act Emergency Grants to Students – Response Required

Dear Student:

Gettysburg College is now accepting applications via the survey link below for emergency grants to students under the CARES Act. Please note: Emergency relief funding is limited and disbursements will be based on the number of survey applications received. If you do not need the funds please consider indicating so on the survey so that the limited funding can be disbursed to those students with the most need.

Please read the following information carefully before submitting a survey response. Responses must be received no later than 5 p.m. on Friday, July 3rd for funding consideration.

CARES Act Student Emergency Grants

The Coronavirus Aid, Relief and Economic Security (CARES) Act which was passed by Congress and signed into law in March provides Gettysburg College with $828,017 in higher education emergency relief funding to be distributed directly to eligible students in the form of emergency grants to cover expenses incurred related to disruption of campus operations due to the coronavirus pandemic.

What expenses can be considered for emergency funding?

The following is a list of expenses that can be considered for CARES Act emergency grant assistance if they were incurred in “direct relation to the disruption of campus operations due to the coronavirus”:

  • Food
  • Housing
  • Course materials
  • Health care
  • Child care
  • Technology- related expenses (such as having to buy a computer or internet service when courses were moved online)
  • Transportation (such as having to come back to campus to pick up belongings)

Eligibility

Per the Department of Education, only students who are or could be eligible to participate in programs under Section 484 in Title IV of the Higher Education Act of 1965, as amended (HEA), may receive CARES Act funded emergency financial aid grants. If a student has filed a Free Application for Federal Student Aid (FAFSA), then the student has demonstrated eligibility to participate in programs under Section 484 the HEA. Students who have not filed a FAFSA but who are eligible to file a FAFSA also may receive emergency financial aid grants. The criteria to participate in programs under Section 484 of the HEA include but are not limited to the following: U.S. citizenship or eligible noncitizen; a valid Social Security number; registration with Selective Service (if the student is male); and a high school diploma, GED, or completion of high school in an approved homeschool setting. Students must be currently enrolled at Gettysburg College and meet the College’s satisfactory academic progress policy to be eligible for a CARES Act emergency student grant.

The College does not have a FAFSA on file for you. Therefore, in order to be eligible for an emergency grant, you must attest that you meet all of the required criteria when submitting your survey application, be currently enrolled at Gettysburg College and have incurred an additional expense listed above during the spring 2020 semester.

How to Request Funds

Currently enrolled students that the College has identified as potentially FAFSA eligible who were also enrolled during spring 2020 are receiving this email directly from the Student Accounts office and should complete and submit the survey by Friday, July 3rd to be included in the funding calculation.

Funding Amounts

A student who completes and returns the survey will receive an amount based on their official expected family contribution (EFC). The specific amount will be determined and emailed to you based on the number of survey applications received.

Distribution of Funds

Funds will be placed on the student’s Gettysburg College account and immediately disbursed either via direct deposit or paper check. The timing of this distribution will be based on when the College is approved by the federal government to draw down the funds. The College anticipates this distribution to occur in July but will be in contact with students who submit the survey application to share funding amounts and anticipated date of distribution.

If you have not setup direct deposit through the Student Accounts office (separate from any information provided for student employment) you should follow the instructions here. If you are unsure if you have setup direct deposit you can review your setup for direct deposit by logging into the Student Center and selecting “Enroll in Direct Deposit Refund.”

Additional Information

  • Emergency relief funding is limited and will be awarded to eligible students meeting the criteria above.
  • The funding is not considered financial aid and may not meet a student’s full financial need.
  • This is one-time funding and is not renewable.
  • Please see the Internal Revenue Service for taxation questions.

Survey Application (link was emailed - copy of survey below)

  1. Please provide your Gettysburg College email address below. Gettysburg College Student Accounts Office will use it to contact you for fund distribution purposes. Please make sure you type it correctly.
  2. Do you want to request a CARES Act emergency grant? Yes No
  3. The College does not have a FAFSA on file for the 2019-20 academic year. Do you attest that you meet all of the following criteria? (Check all that apply)
    • I am a U.S. citizen or eligible noncitizen.
    • I have a valid Social Security #.
    • I registered for the Selective Service (This item is for male students ONLY).
    • I meet Gettysburg College’s satisfactory academic progress policy.
  4. Did you incur any additional expenses listed below as a direct result of the disruption of campus operations (students moving to on-line courses and leaving campus) due to the coronavirus? (Check all that apply)
    1. Food/Groceries
    2. Housing/Rent/Utilities/Mortgage
    3. Course materials
    4. Technology (Internet services, online books, equipment, software/hardware, hotspot Internet devices, laptop, etc.)
    5. Health care/Medical expenses/Health insurance (co-pays)
    6. Childcare/Dependent expenses
    7. Transportation (Gas/Uber, vehicle repairs, insurance, etc.)
  5. Please provide any additional comments.