Disaster information request language

NOTE: All information in bold italics is changeable based on the specific type and location of a disaster.

Subject Line: Important Disaster Information from the U.S. Department of Education

Body:

Dear <<President Name>>,

The U. S. Department of Education (Department) is sending this notification because the following location may have been impacted by Specify Disaster Type (such as Wildfires, Floods, Hurricanes, Tornados, Winter Storms, Mudslides, Earthquakes, Pandemics, etc. ).

<<OPEPID>>

<<School Location Name>>

<<Street Address Line 1>>

<<Street Address Line 2>>

<<City>>, <<State>> <<Zip Code>>

Although this notification is being sent separately to both the President and Financial Aid Administrator listed for each participating Title IV location, only one response is requested.

To assist the Department and help us better serve the impacted institutions, we are kindly requesting that all institutions voluntarily provide the appropriate Regional Office School Participation Division an update on the operating status and any Disaster Type impacts via email. Specifically, please send an email to appropriate Regional Office email address addressing the following:

• Name of Institution, OPE ID Number (8 Digit), and Location (If sending a single email, please identify all locations.)

• Did your institution close or cease providing academic instruction at any point due to the disaster? If yes, what was your first full day without any academic instruction?

• If your institution remains closed and is not providing academic instruction, when do you anticipate resuming academic instruction?

• Is the institution currently open? If open, are you providing academic instruction? What date did you open and resume academic instruction?

• Has there been any structural damage to the institution?

• If structural damage has occurred, will you establish a temporary site for instruction and what is the address for the temporary alternate location?

• How is your institution communicating operational status and providing key updates to students and the community?

• What issues or questions can we address related to the administrative relief and flexibilities described in Dear Colleague Letter (GEN 17-08)?
  
  

As a reminder, the Department established special resources to help institutions prepare for the results of this natural disaster:

• Use Dear Colleague Letter (GEN 17-08) and the attachment to help determine any impact to your institution’s Title IV administration.

• Current guidance from Federal Student Aid on disaster impacted areas for participating Title IV institutions can continue to be found on IFAP at https://ifap.ed.gov/natural-disaster-information.

• Announcements from the Department regarding hurricanes can also be found at:

• https://www.ed.gov/hurricane-help?src=feature; and

• https://studentaid.ed.gov/sa/about/announcements/disaster

The Department is prepared to implement any and all appropriate actions, as necessary, to assist impacted schools and students. Please don’t hesitate to contact the appropriate Regional Office School Participation Division at appropriate Regional Office email address if we can be of further assistance.

Sincerely,

Name of Appropriate Regional Office Division Chief, Division Chief

Appropriate Regional Office School Participation Division

cc: <<FAA Name>>, Financial Aid Administrator, <<FAA Email>>