Update Enrollment/NSLP Data in EPC Now

December 12, 2022

Attached: Entering Enrollment-NSLP in EPC FY 2023

Attached: Unofficial PDE Enrollment – NSLP-CEP Data Oct 2022

~ Draft Enrollment/NSLP/CEP Data Attached ~

~ Helpful Guide to Quickly Updating Data Attached ~

~ Also Update C2 Enrollment if Enrollment Has Increased and You’re Applying for C2 in FY 2023 ~

The Funding Year 2023 E-rate ”Admin Window” is open and the PDE data is now available!  That means it’s time that schools must update the enrollment/NSLP data in each of their schools’ EPC profiles, update their Category 2 enrollment data (if enrollment has increased and they’re applying for C2 in FY 2023), and add any new schools/admin buildings (libraries do not enter NSLP data, but should update any changes to square footage of their buildings).  After the Admin Window closes, the data will be “locked down” and it will not be possible to update this data in the EPC profiles because that data will be linked to active library and consortia applications.  The Admin Window deadline has not yet been announced, but I expect it to be the second week in January.  As soon as the Admin Window closes, the Form 471 Filing Window for FY 2023 will open.  *Try to update your school data in EPC before leaving for holiday break*

Important:  The official PDE NSLP Data File will not be available until after the Admin Window has closed; but, the PDE Bureau of Food and Nutrition has again provided us with the unofficial data that was submitted by each LEA on their October 2022 NSLP Claim Form (which is the month that is used by USAC to validate your discounts).  Official disclaimer:  LEAs technically have until December 30, 2022 to make revisions to this data in the PDE PEARS system, and therefore there’s a chance that this data could change from the official data that is submitted to USAC.

Details about the Data: The data that you will use is on the 1st tab (named:  Oct 2022 NSLP Draft Data), which contains the Enrollment and NSLP that should be used in each school’s EPC profile.  If a school is a CEP-participating school, they will use the Enrollment and then CEP Percentage shown on the CEP % tab of the spreadsheet (note, this is technically the Identified Student Percentage, but USAC calls it the CEP Percentage).  Use the attached Guide to explain how to update this data in EPC.

Some Missing Data:  There are some LEAs that have not yet submitted their October 2022 NSLP Claim Forms to PDE.  If your LEA’s name is not on the list, you should contact your Food Service Director and remind them to file this October 2022 claim form ASAP, and then have them provide to you the data they submitted so you can enter it in your EPC profiles.

Schools that No Longer Participate in NSLP:  The attached spreadsheet only contains buildings that have students participating in the NSLP program.  If your school does not participate in the NSLP, they still must be included in your EPC Portal and have enrollment and NSLP eligibility data entered.  If you do not have the NSLP data and cannot obtain student family income levels from other sources, you can list 0 and receive the minimum 20% E-rate discount for that school.

Updating Category 2 Enrollment: Applicants’ Category 2 Budgets are set in the first year in which a school or library applies for C2 within the “cycle” with the current cycle running FY 2021 – FY 2025.  If an applicant has received C2 funding in FY 2021 or FY 2022, they can use their enrollment (schools) or square footage (libraries) data for the remainder of the 5-year C2 budget cycle, or if enrollment (or square footage for libraries) increases, they may update their data and request a Category 2 Replacement Budget with USAC to obtain a higher Category 2 budget (it doesn’t happen automatically – see Guide to explain this process).  If you’re not applying for Category 2 funding in FY 2023, do nothing, and you will retain the higher C2 budget.

What To Do Now

1. Review the entities in your EPC Portal and contact USAC at 888-203-8100 to have any new entities added, such as new schools, libraries, NIFs, etc.
2. Update the Enrollment and NSLP (or CEP) data in each school’s EPC profile.  Although I encourage everyone to use the October 2022 data, schools are permitted to use alternative data (such as surveys, more recent data, etc.).  If you use data different from the Oct. 2022 data, just be prepared to validate/prove this data during PIA review.   If a school is participating in the Community Eligibility Provision (CEP) program, Column F will indicate “Y” and the Free/Reduced Column (Column I) will indicate to find the CEP % in the second tab.  When updating the EPC profiles, CEP schools should mark YES for the Community Eligibility Provision and then enter the CEP % number in the required EPC field.
3. Use the attached “Guide to Entering Enrollment-NSLP in EPC” which contains screenshots of the EPC profile pages for both CEP schools and non-CEP schools.  The Guide also explains where to enter Category 2 Budget updates, and how to request a C2 Replacement Budget.  Use this Guide and you will succeed!

Where Should You Update EPC Profiles? 
You must access each school’s EPC Profile page to update this information.  There are two places to find a list of schools in EPC:  1) On the Landing Page (5/page), or 2) on the Discount Rate Page (10/page).  Personally, I recommend that you use the Discount Rate Page so you can then easily ensure that your totals are accurate, and determine the discount for FY 2023.  See the attached Guide that explains both methods.

A Few Additional Notes:

1. Please review your schools’ data carefully to ensure that it is accurate and if it is not, have your food service director update this data in the PEARS system before December 30, 2022.
2. Don’t forget:  Your EPC profiles must contain ALL of the buildings that are receiving E-rate discounted services, including your non-instructional facilities (NIFs), such as bus barns, administration buildings, etc.  If you have not yet added those NIF buildings into your EPC Portal, call USAC at 888-203-8100 and have them added.
3.  If PDE data is lumped together for 2 schools but broken out in EPC, you should obtain the breakdown from your food service director and enter it by school building in EPC.
4.  The CEP Base Year in the PDE data shows a range such as “2022 – 2023″ but the EPC intake field only permits a single year to be listed.  Use the first year of the range in the EPC profile.  For example, 2022 – 2023 would be entered as “2022.”
5,  Each school’s profile page has fields for State School and LEA Codes and NCES codes.  You are not required to enter this data.  If you choose to enter this data, and if the system gives you an error for these fields, just erase the data and hit Submit.
6.  Consortia will NOT enter this data for their member schools/districts.  In fact, they cannot enter this data for their members (it all has to be done in the district-level EPC portals).
7.  If you’re using an E-rate consultant, please forward this message to them so they can update your EPC profiles (which they can do from their consultant EPC accounts).
8.  If you have any questions about your NSLP or CEP information, contact Jennifer Jarrett in the PDE Bureau of Food and Nutrition at 800.331.0129 (option 4) or jejarrett@pa.gov.  If you have questions about E-rate or entering this data in EPC, please e-mail me at jtschell@comcast.net.

Happy updating!

– Julie

Julie Tritt Schell

Pennsylvania E-rate Coordinator
717-730-7133 – o

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