(Updated November 2024)
- Quarterly Performance Reports FAQs (PDF - 188 KB)
- General Questions
- Table A.1: Program Capacity
- Table A.2: Place-Based Services
- Table A.4: Staff Recruitment and Retention
General Questions:
When is the Quarterly Performance Report due?
Quarterly Performance Reports are due 45 days from the last day of the reporting period. Please note that the previous quarter’s report must be approved before you can start the next quarter’s report. The annual schedule of reporting is provided below.
(Updated 08/2024)
Form 4 Timeline
| Quarter | Data Collection Period | Report Submission Period |
|---|---|---|
| 1 | October 1-December 31 | January 1-February 15 |
| 2 | January 1-March 31 | April 1- May 16 |
| 3 | April 1-June 30 | July 1- August 15 |
| 4 | July 1-September 30 | October 1- November 15 |
Do awardees report combined data from all active grants in one report?
You will only submit one report across your active X10 grants that includes services provided through federal base and matching funds. You should pool data across all active X10 grants and report at the state level. You will submit a separate quarterly report for pooled data across active American Rescue Plan Act (ARP) grants (through FY 2024 Q4).
(Updated 08/2024)
For Quarterly Performance Reports, do awardees report data cumulatively over the reporting period or point-in-time at the end of the reporting period?
Some data is defined as a point in time at the end of the quarter and some is defined as a cumulative representation of services provided throughout the quarter. Please see the Definitions of Key Terms section for more information.
Do awardees need to report quarterly data if it is not collected under the model(s) they are implementing?
Yes, you are required to collect all data required for Quarterly Performance Reports, even if it is not collected through the model(s).
(Updated 08/2024)
Do awardees need to collect data on non-MIECHV funded services in quarterly reports?
No. You should not include data on non-MIECHV families or non-MIECHV funded staff that do not support MIECHV in Quarterly Performance Reports. You should also not include any data on families served with non-federal match funding.
(Updated 08/2024)
Table A.1: Program Capacity
Section A.1, Columns A and B asks for the total number of new households and continuing households. Since this is over a three-month time frame, a family can potentially enroll, disengage, and a new (different) family may enroll. How would these households be reported on Table A.1?
The definition for the purposes of Table A.1 is that new enrollees must continue to be enrolled at the end of the reporting period. In this scenario, the family that enrolls during the reporting period then disengages before the end of the reporting period would not be included in this table. This is the same also for continuing households. The new family, if they remain enrolled through the end of reporting period, will be included in this table. The Current Caseload (Column C) auto-calculated in the system is a cross- sectional snapshot of households enrolled at the end of each reporting period and not a cumulative total of all households enrolled during the reporting period. (Note: The cumulative total of all households served during the reporting period should be reported in Table A.3: Family Engagement.)
(Updated 08/2024)
What does it mean for a household to be “enrolled” during the reporting period for Form 4? Does a family need to have received a home visit during the reporting period in order to be included?
You should follow model-specific criteria to determine whether a household meets the definition of enrolled for the purposes of reporting on Form 4. Table A.1 (as well as Column A of Table A.3) reflect point-in-time data based on the end of the quarterly reporting period.
With ARP funding coming to an end and services transitioning to X10 funding, how should this be reported on Quarterly Performance Reports?
You should report families served under the X10 or ARP (X11) quarterly report based on the funding they were supported by during that reporting period. Families moving from one funding stream to another would not be considered “newly enrolled” to that funding stream and would be reported as “continuing”. Note, ARP slots are not automatically carried over to the base or matching grant. You should contact your Project Officer if you need to add your caseload of ARP slots to the caseload of your X10 grant. (08/2024)
Does 25% of a home visitor’s FTE need to be covered at each monthly invoice to count towards a MIECHV household based on the personnel cost method? Should the home visitor always have a 25% of their monthly invoice covered by MIECHV or is a 25% of their FTE annually covered by MIECHV acceptable?
For defining a MIECHV household under the home visitor personnel cost method, families considered MIECHV are served by home visitors for whom at least 25% of their personnel costs (salary/wages including benefits) are paid for by MIECHV funding. HRSA recommends using annual or annual average funding, rather than quarterly or monthly funding, in determining the 25% threshold under this definition.
(Updated 08/2024)
How do awardees update the Maximum Service Capacity?
If you need to update the Maximum Service Capacity, you should contact your Project Officer before submitting your Quarterly Performance Reports.
(Updated 08/2024)
Table A.2: Place-Based Services
What LIA address should be submitted if it has multiple offices or locations?
You should submit only one address per LIA. In instances where the LIA has multiple locations or addresses, you should submit the address that most accurately reflects where services are delivered. Note that after the first quarter of entry, data for this table will pre- populate in HVIS, so you only need to enter updates to the data in subsequent reports.
Should the list of counties served by the LIA be updated quarterly for each site based on the actual clients served during that reporting period, or is this a static list of counties that were part of the originally stated reach of the LIA?
You should update the counties each quarter based on families served by the LIA. Note that after the first quarter of entry into the form, data for this table will pre-populate in HVIS, so you only need to enter updates to the data in subsequent reports. (Updated 11/2024)
Table A.4: Staff Recruitment and Retention:
Is Table A.4 reporting point-in-time numbers for a specific quarter and not cumulative numbers?
This table is intended to record the total number of new and continuing FTE of home visitors, supervisors, and other staff supported through MIECHV funds. This table is intended to be a point-in time report of the FTEs employed at the end of each reporting period and is not cumulative.
You should only report the proportion of the FTE that is supported by MIECHV grant funds. For example, a 1.0 FTE staff member who is supported at 30% through MIECHV funds and 70% through other funds would be reported as 0.3 FTE for the purposes of this table.
The available categories for reporting are: Home Visitor, Supervisor, and Other. LIA staff have a variety of job titles, depending on the agency and model. Is there a federal definition that would help classify FTEs?
Definitions for the staffing categories are available in the key terms section of Form 4. You should classify staff in the category that most closely aligns with the staff responsibilities. If the staff has multiple responsibilities (i.e. home visitor and supervisor) the proportion of time spent in each role and funded by MIECHV should be reported accordingly. For example, for a staff that spends 25% of their time providing home visits and 75% of their time supervising other staff and is supported 100% by MIECHV funds, they should be reported as 0.25 FTE home visitor and 0.75 FTE supervisor. The FTE of MIECHV-funded LIA staff who do not have home visitor or supervisor responsibilities should be reported under Other FTE.
(Updated 08/2024)
How should staff on temporary leave be reported? For example, if a home visitor goes on parental leave during a quarter, and is not working as of the last day of the quarter, would the position be “vacant”?
Staff on temporary leave should be reported according to the FTE of their position that is currently being supported by MIECHV funds at the end of the reporting period. If staff on leave do not receive any funding from MIECHV while on leave, they should not be reported in Table A.4. Table A.4 is point-in-time reporting, as of the end of the reporting period.
(Updated 08/2024)
For Table A.4, should awardees report FTEs according to what is budgeted or what is invoiced?
You should report FTEs according to what was supported by MIECHV funding at the end of the reporting period, not what they are budgeted for. If staff did not receive any MIECHV funding even if their position was budgeted as such, they should not be reported in Table A4. Table A.4 is point-in-time reporting, as of the end of the reporting period.
(Updated 08/2024)