{"id":34564,"date":"2022-12-12T03:32:57","date_gmt":"2022-12-12T03:32:57","guid":{"rendered":"http:\/\/e-ratepaorg.local\/?p=34564"},"modified":"2023-01-03T20:31:02","modified_gmt":"2023-01-03T20:31:02","slug":"update-enrollmentnslp-data-in-epc-now-3","status":"publish","type":"post","link":"https:\/\/e-ratepa.org\/?p=34564","title":{"rendered":"Update Enrollment\/NSLP Data in EPC Now"},"content":{"rendered":"

December 12, 2022<\/span><\/p>\n

Attached:\u00a0Entering Enrollment-NSLP in EPC FY 2023<\/a><\/p>\n

Attached:\u00a0Unofficial PDE Enrollment – NSLP-CEP Data Oct 2022<\/a><\/p>\n

~ Draft Enrollment\/NSLP\/CEP Data Attached ~<\/p>\n

~ Helpful Guide to Quickly Updating Data Attached ~<\/p>\n

~ Also Update C2 Enrollment if Enrollment Has Increased and You\u2019re Applying for C2 in FY 2023 ~<\/p>\n

The Funding Year 2023 E-rate \u201dAdmin Window\u201d is open and the PDE data is now available!\u00a0 That means it\u2019s time that schools must update the enrollment\/NSLP data in each of their schools\u2019 EPC profiles, update their Category 2 enrollment data (if enrollment has increased and they\u2019re 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).\u00a0 After the Admin Window closes, the data will be \u201clocked down\u201d 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.\u00a0 The Admin Window deadline has not yet been announced, but I expect it to be the second week in January.\u00a0 As soon as the Admin Window closes, the Form 471 Filing Window for FY 2023 will open.\u00a0\u00a0*Try to update your school data in EPC before leaving for holiday break*<\/p>\n

Important<\/strong>:\u00a0\u00a0The\u00a0official<\/em>\u00a0PDE 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\u00a0unofficial\u00a0data 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).\u00a0 Official disclaimer:\u00a0 LEAs technically have until December 30, 2022 to make revisions to this data in the PDE PEARS system, and therefore there\u2019s a\u00a0chance<\/em>\u00a0that this data could change from the official data that is submitted to USAC.<\/p>\n

Details about the Data:<\/strong>\u00a0The data that you will use is on the 1st<\/sup>\u00a0tab (named:\u00a0 Oct 2022 NSLP Draft Data), which contains the Enrollment and NSLP that should be used in each school\u2019s EPC profile.\u00a0 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).\u00a0 Use the attached Guide to explain how to update this data in EPC.<\/p>\n

Some Missing Data:<\/strong>\u00a0 There are some LEAs that have not yet submitted their October 2022 NSLP Claim Forms to PDE.\u00a0 If your LEA\u2019s 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.<\/p>\n

Schools that No Longer Participate in NSLP:<\/strong>\u00a0 The attached spreadsheet only contains buildings that have students participating in the NSLP program.\u00a0 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. \u00a0If 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.<\/p>\n

Updating Category 2 Enrollment:<\/strong>\u00a0Applicants\u2019 Category 2 Budgets are set in the first year in which a school or library applies for C2 within the \u201ccycle\u201d with the current cycle running FY 2021 \u2013 FY 2025.\u00a0 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\u2019t happen automatically \u2013 see Guide to explain this process).\u00a0 If you\u2019re not applying for Category 2 funding in FY 2023, do nothing, and you will retain the higher C2 budget.<\/p>\n

What To Do Now<\/strong><\/p>\n

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.
\n2. Update the Enrollment and NSLP (or CEP) data in each school\u2019s EPC profile.\u00a0 Although I encourage everyone to use the October 2022 data, schools are permitted to use alternative data (such as surveys, more recent data, etc.).\u00a0 If you use data different from the Oct. 2022 data, just be prepared to validate\/prove this data during PIA review.\u00a0\u00a0 If a school is participating in the Community Eligibility Provision (CEP) program, Column F will indicate \u201cY\u201d and the Free\/Reduced Column (Column I) will indicate to find the CEP % in the second tab.\u00a0 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.
\n3. Use the attached \u201cGuide to Entering Enrollment-NSLP in EPC\u201d which contains screenshots of the EPC profile pages for both CEP schools and non-CEP schools.\u00a0 The Guide also explains where to enter Category 2 Budget updates, and how to request a C2 Replacement Budget.\u00a0 Use this Guide and you will succeed!<\/p>\n

Where Should You Update EPC Profiles?\u00a0<\/strong>
\nYou must access each school\u2019s EPC Profile page to update this information.\u00a0 There are two places to find a list of schools in EPC:\u00a0 1) On the Landing Page (5\/page), or 2) on the Discount Rate Page (10\/page). \u00a0Personally, 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.\u00a0 See the attached Guide that explains both methods.<\/p>\n

A Few Additional Notes:<\/strong><\/p>\n

1. Please review your schools\u2019 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.
\n2. Don’t forget:\u00a0 Your EPC profiles must contain\u00a0ALL<\/strong>\u00a0of the buildings that are receiving E-rate discounted services, including your non-instructional facilities (NIFs), such as bus barns, administration buildings, etc.\u00a0 If you have not yet added those NIF buildings into your EPC Portal, call USAC at 888-203-8100 and have them added.
\n3.\u00a0\u00a0If 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.
\n4.\u00a0 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.\u00a0 Use the first year of the range in the EPC profile.\u00a0 For example,\u00a02022 – 2023 would be entered as “2022.”
\n5,\u00a0 Each school’s profile page has fields for State School and LEA Codes and NCES codes.\u00a0 You are\u00a0not\u00a0required to enter this data. \u00a0If you choose to enter this data, and if the system gives you an error for these fields, just erase the data and hit Submit.
\n6.\u00a0 Consortia will NOT enter this data for their member schools\/districts.\u00a0 In fact, they\u00a0cannot\u00a0enter this data for their members (it all has to be done in the district-level EPC portals).
\n7.\u00a0 If you\u2019re 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).
\n8.\u00a0 If you have any questions about your\u00a0NSLP\u00a0or CEP information, contact Jennifer Jarrett in the PDE Bureau of Food and Nutrition at 800.331.0129 (option 4) or\u00a0jejarrett@pa.gov.\u00a0 If you have questions about E-rate or entering this data in EPC, please e-mail me at\u00a0jtschell@comcast.net.<\/p>\n

Happy updating!<\/p>\n

— Julie<\/p>\n

Julie Tritt Schell<\/p>\n

Pennsylvania E-rate Coordinator
\n717-730-7133 – o
\njtschell@comcast.net
\nwww.e-ratepa.org<\/p>\n\n

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