Background
The American Rescue Plan Act of 2021 (P.L. 117-2) (ARP) (PDF - 681 KB) added section 511A of the Social Security Act and appropriated $150,000,000 to enable Maternal, Infant, and Early Childhood Home Visiting (MIECHV) Program recipients to address the needs of expectant parents and families with young children in response to the COVID-19 public health emergency. The purpose of the MIECHV Program is to support the delivery of coordinated and comprehensive high-quality and voluntary early childhood home visiting services to eligible families.
HRSA issued approximately $40,000,000 in ARP Act funds in May 2021, with a period of performance from May 1, 2021 through September 30, 2023 and $82,000,000 in December 2021, with a period of performance from December 1, 2021 through September 30, 2024. The reporting instructions outlined here include an update to HRSA's preliminary reporting guidance and apply to all funds issued under the ARP Act. Reporting instructions may be updated at HRSA’s discretion and additional information will be available to support any future changes prior to implementation.
As described in the Notice of Award (NoA) Terms and Conditions, awardees are required to submit:
- A Quarterly Performance Report using Form 4 in HVIS (consolidated across X11 awards);
- A Quarterly Progress Report using the Quarterly Progress Report Template (consolidated across X11 awards); and
- An Annual Performance Report (consolidated across X11 and X10 awards)
The purpose of this page is to provide awardees with an overview of the reporting requirements including a description of quarterly and annual reports, reporting schedules, and processes for submission. A MIECHV ARP Frequently Asked Questions page has been created to serve as a resource for MIECHV awardees to assist you in completing the various reporting requirements.
X11 Activity Code Quarterly Reporting Requirements and Instructions
Quarterly Performance Reports (HVIS Form 4) and Progress Reports (narrative report) for ARP funds must include descriptions of the scope of activities consistent with the purposes of the ARP Act awards, including updates on progress in achieving project goals and objectives. More details can be found below:
X11 Quarterly Reports - What to report
Effective with the FY 2022 Quarter 2 reporting period (January 1, 2022 - March 31, 2022), awardees receiving ARP funds will be required to submit one Quarterly Performance Report (Form 4 in HVIS) and one Quarterly Progress Report related to project activities and performance. In the future, HRSA plans to collect quarterly performance data through a separate Form 4 performance data report.
Quarterly Performance Reports: The Quarterly Performance Report, or Form 4, includes a select number of service utilization and staffing measures, which have the potential to change frequently. Recipients must submit Quarterly Performance Reports (Form 4) to report information about MIECHV participants and staff supported with X11 funds separately from X10 funds. Households should only be reported once in either X10 or X11 Quarterly Performance Reports and there should not be duplication of households, participants, or staff across reports. In cases where home visitors are supported by both X10 and X11 funds, the FTE percentage that the home visitor is supported by each grant should be reported in the corresponding report (i.e. if a home visitor is supported at 0.5 FTE by the X10 grant and 0.5 FTE by the X11 grant, their FTE should be reported as 0.5 on both the X10 and X11 quarterly performance report). For cases where home visitors are supported through both X10 and X11 funds, awardees should develop a procedure to designate and consistently report households in either the X10 or X11 Quarterly Performance Reports. These reports are submitted through the HVIS system, accessed through the Electronic Handbooks (EHBs). Awardees are required to submit a Quarterly Performance Report for X11 funds, even if an awardee does not use ARP funds for service delivery or expansion in a given quarter. In this case, specific instructions on how to complete Form 4 can be found on the MIECHV ARP Frequently Asked Questions page.
Quarterly Progress Reports: The Quarterly Progress Report is a narrative report where awardees will provide details about grant activities related to the allowable uses of funds (i.e., hazard pay and other staff costs, home visitor training, technology, emergency supplies, diaper bank coordination, and prepaid grocery cards). Using this template, awardees will first indicate in which areas X11 funds were used during the reporting period (Section A). Awardees who use funds for any of these allowable activities are required to report additional details in Section B of the report. If an awardee does not use funds for one or more allowable activity in a given quarter, they are not required to provide additional information for that activity in Section B. Update: A previous version of the Quarterly Progress Report included a select number of service utilization and staffing measures. Beginning in FY 2022, Quarter 2 reporting period (January 1, 2022 - March 31, 2022) awardees will report this information using the Quarterly Performance Report (Form 4). With this update, HRSA has released a streamlined template for the Quarterly Progress Report where awardees can provide narrative detail about service delivery or expansion, such as a ramp up, recruitment, etc.
X11 Quarterly Reports - Where to report
Quarterly Performance Reports and Quarterly Progress Reports will be submitted through HRSA’s Electronic Handbooks (EHBs) through the Awardee grant folder. Additional support for submitting through HRSA’s EHB can be found on the Electronic Handbooks Help and Knowledge Base website.
Quarterly Performance Reports: Beginning in FY 2022, Quarter 2 (January 1, 2022 - March 31, 2022) the Quarterly Performance Report (Form 4) will be completed and submitted through the fillable form in HVIS and can be found in your X11 grant folders. Awardees are required to consolidate information reported through the Quarterly Performance Report across both X11 awards.
Quarterly Progress Reports: The Quarterly Progress Report will be completed using the Quarterly Progress Report Template, a Microsoft Word document template, which awardees will upload through HRSA’s EHB under the grant submissions folder. Awardees are required to consolidate information reported through the Quarterly Progress Report across both X11 awards. Beginning in FY 2022, Quarter 2 (January 1, 2022 - March 31, 2022), HRSA has released a streamlined template for the Quarterly Progress Report.
X11 Quarterly Reports - When to report
The submission due date associated with ARP funded activities for the X11 Quarterly Performance and Quarterly Progress Reports is 45 days from the last day of the reporting period. Detailed information about reporting periods and dates is included in Table 1.
| Fiscal Year | Reporting Quarter | Data Collection Period | Report Submission Period |
|---|---|---|---|
| 2021 | Q3* | April 1 - June 30, 2021 | July 1 - July 31, 2021 |
| 2021 | Q4 | July 1 - September 30, 2021 | October 1 - October 31, 2021 |
| 2022 | Q1 | October 1 - December 31, 2021 | January 1 - January 31, 2022 |
| 2022 | Q2 | January 1 - March 31, 2022 | April 1 - May 16, 2022 |
| 2022 | Q3 | April 1 - June 30, 2022 | July 1 - August 15, 2022 |
| 2022 | Q4 | July 1 - September 30, 2022 | October 1 - November 15, 2022 |
| 2023 | Q1 | October 1 - December 31, 2022 | January 1 - February 15, 2023 |
| 2023 | Q2 | January 1 - March 31, 2023 | April 1 - May 15, 2023 |
| 2023 | Q3 | April 1 - June 30, 2023 | July 1 - August 15, 2023 |
| 2023 | Q4 | July 1 - September 30, 2023 |
October 1 - November 15, 2023 |
| 2024 | Q1 | October 1 - December 31, 2023 | January 1 - February 15, 2024 |
| 2024 | Q2 | January 1 - March 31, 2024 | April 1 - May 15, 2024 |
| 2024 | Q3 | April 1 - June 30, 2024 | July 1 - August 15, 2024 |
| 2024 | Q4 | July 1 - September 30, 2024 | October 1 - November 15, 2024 |
Submission due dates may be adjusted or extended at HRSA’s discretion.
X11 Activity Code Annual Reporting Requirements and Instructions
Awardees must provide demographic, service utilization, and select clinical indicators (Form 1) and performance indicator and systems outcome measure (Form 2) performance data for all participants served through X11 grants. These performance data for participants served through ARP funded services will be consolidated across X10 and X11 grants in corresponding fiscal years, and awardees will submit a single Annual Performance Report. MIECHV Annual Performance Reports are due on October 30th of each year covering the reporting period for the prior federal fiscal year.
Section 1 of that report includes demographic, service utilization, and select clinical indicators including: an unduplicated count of enrollees; selected characteristics by race and ethnicity; socioeconomic data; other demographics; numbers of households from priority populations; service utilization across all models; among other measures.
Section 2 of that report includes the performance indicators and systems outcomes measures for all 19 constructs defined by HRSA within each of the six benchmark areas.