Maintained for Historical Purposes

This resource is being maintained for historical purposes only and is not currently applicable.

(GENERAL-23-52) Availability of the Prison Education Program Application Form and Instructions for Applying for Prison Education Programs (Updated Sept. 30, 2024)

Author
Federal Student Aid
Electronic Announcement ID
GENERAL-23-52
Subject
Availability of the Prison Education Program Application Form and Instructions for Applying for Prison Education Programs (Updated Sept. 30, 2024)

Note

Update on Sept. 30, 2024: The Department has fully integrated the PEP application into the Electronic Application to Participate in the Federal Student Financial Aid Programs (E-App). For instructions on using the E-App, please see the Sept. 30, 2024 Electronic Announcement GENERAL 24-118.

Update on June 25, 2024: We updated the links to the E-App and updated the instructions for the E-App process. In addition, we provided a temporary process for schools that do not have access to Partner Connect to allow them to submit a PEP application and supporting documents through the Document Center in COD.

Update on Oct. 20, 2023: Schools should also refer to an Oct. 20, 2023 Electronic Announcement for information about applying for eligibility for a new Prison Education Program by Nov. 24, 2023.

This Electronic Announcement provides general guidance to schools interested in applying for the eligibility of a Prison Education Program (PEP) and announces the availability of the PEP Application Form. It also explains the process for submitting PEPs on the U.S. Department of Education’s (Department) Electronic Application to Participate in the Federal Student Financial Aid Programs (E-App). The Department began accepting PEP applications on Monday, July 3, 2023.

The FAFSA Simplification Act, passed on Dec. 27, 2020 as part of the Consolidated Appropriations Act, 2021, made important changes to the Higher Education Act of 1965 (HEA), including the restoration of Pell Grant eligibility for confined or incarcerated students who enroll in an eligible PEP. In addition, it creates a new definition of a “prison education program” and adds specific requirements for approval, reporting, oversight, and evaluation of such programs. The provisions of the FAFSA Simplification Act related to students who are confined or incarcerated had an effective date of July 1, 2023. The Department provided an overview of the requirements for an eligible PEP in Dear Colleague Letter GEN-23-05.

The Department has developed a PEP Application Form that must be used by schools applying to offer an approved PEP. It includes the specific information, certifications and signatures that must be provided for the Department to consider the eligibility of the PEP. The purpose of the PEP Application is to provide a streamlined process for public or private nonprofit institutions applying to the Department of Education for approval of a PEP. A Title IV eligible PEP must be offered by an eligible public or private nonprofit institution. Private for-profit (proprietary) institutions cannot offer a Title IV eligible PEP.

The PEP Application Form provides instructions and must be submitted as supporting documentation to the E-App. Eligible schools must use the E-App to report or request approval of a PEP. The PEP Application Form is available on the Prison Education Program topics page on the Knowledge Center.

General Guidance

An eligible PEP is a program of study, such as a bachelor’s degree or another recognized credential, that meets the Department’s requirements to be an eligible program and is offered to confined or incarcerated individuals. A school that seeks to offer an eligible PEP must submit the PEP Application Form to the Department as supporting documentation to the E-App. Following the initial approval of an eligible PEP at the first two additional locations where your school offers a PEP, additional PEPs at the same location, or at other locations operated by same school, may be determined to be eligible without further approvals from the Department - except as required by the regulations under 34 CFR 600.7, 34 CFR 600.20(c)(1), or 34 CFR 600.21(a), as applicable, if such programs are consistent with the school’s accreditation or its state approval agency requirements. However, even for programs where the Department’s approval is not required, a school must complete the PEP Application Form and include the completed form as supporting documentation on the E-App when those programs are reported to the Department.

The first time a school offers an eligible PEP at a new facility, the school must also report the correctional facility (federal, state, or local penitentiary, prison, jail, reformatory, work farm, juvenile justice facility, or other similar correctional institution) where the PEP is offered as an additional location, and in some cases must wait for approval of the location before beginning the eligible PEP. All locations where a PEP is offered must be reported to the Department within 10 days of establishment.

Important Information about the PEP Application Process

The following information applies to all PEP applications:

  • Before applying for a PEP, ensure that your program is consistent with your school’s accreditation and any applicable state approval agency requirements and that you have been granted authorization to offer your program at the correctional facility. The Department will not accept a PEP application that does not meet those conditions.

  • If applying for, or reporting, more than one PEP: complete a separate PEP Application Form for each PEP but report them all in one E-App submission (the PEP Application Form for each PEP must be submitted as supporting documentation when submitting the E-App).

  • Both the oversight entity and the school must complete the information in Section 4 (the institution and oversight entity assurances, certification, and signatures section).

  • The school must submit a finalized signed copy of the agreement with the Oversight Entity labeled as Attachment 1 – Signed Agreement to Provide Transfer and Release Data with each PEP application.

  • The school must submit the required accrediting agency approval documentation, as described above, labeled as Attachment 2 – Accrediting Agency Approval Documentation.

  • The school must submit a valid state license or other state authorization.

  • Submission of other attachments identified in the PEP Application Form are conditionally required as described in the PEP Application.

  • Where space is provided on the PEP Application Form for descriptive paragraphs, the school must provide the requested details.

  • Report the name of the eligible PEP on the E-App. The name of the program must include “Prison Education Program” in the title (for example “Business Administration– Prison Education Program”). All relevant information must be completed as instructed via the E-App. The name of the eligible PEP reported in the Programs Section on the E-App must match with the information in Section 3A on the PEP Application Form.

  • Report the correctional facility at which the eligible PEP will be offered as an additional location on the E-App using the facility’s official name.

  • Review Section 5 of the PEP Application Form for additional instructions on reporting eligible PEPs.

  • Once the PEP and supporting documentation has been submitted via the E-App, please send an email to PEP@ed.gov with “PEP application” and the name of the school and correctional facility in the subject line so our PEP staff can begin tracking your application (please do not include the PEP application or any other attachments when sending the notification email to the PEP mailbox).

In addition, the information below is applicable depending on the type of PEP the school is applying for:

  • If applying for approval of the first PEP at the first two additional locations: complete all sections of the PEP Application. Note that accrediting agency approval must include the current letter of accreditation and any attachments. In addition, the documentation must also indicate that the agency has evaluated the PEP and included it in the school’s grant of accreditation or approval as required by 34 CFR 668.237(b)(1).

  • If reporting a subsequent PEP beyond the first PEP at the first two additional locations, offered by a new method of delivery: complete Sections 1, 2, and 4 of the PEP Application (Section 3 is not required). Note that accrediting agency approval must include the current letter of accreditation and any attachments. In addition, the documentation must also indicate that the agency has evaluated the PEP offered by a new method of delivery and included it in the school’s grant of accreditation or approval as required by 34 CFR 668.237(b)(2).

  • If reporting a subsequent PEP beyond the first PEP at the first two additional locations, not offered by a new method of delivery: complete Sections 1, 2, and 4 of the PEP Application (Section 3 is not required). Note that accrediting agency approval must include the current letter of accreditation and any attachments. In addition, accreditors should use “Prison Education Program” as a descriptor in PEP notification letters sent to schools.

If your institution is experiencing problems accessing Partner Connect

Several institutions have reported challenges with gaining access to Partner Connect that prevents them from accessing the E-App. If your institution is experiencing difficulties with the Partner Connect system, please contact FSA Partner Connect Customer Support by emailing fsapartnerconnectsupport@ed.gov. You may also reach them by calling 1-800-848-0978.

Submitting the PEP Application Form and supporting documents along with adding the PEP and additional location via the E-App is the required way to request PEP approval.

However, in limited circumstances where an institution that cannot access the E-App has a PEP application and supporting documentation ready to submit, the Department offers an alternative method for submitting the PEP Application Form and supporting documentation by accessing the Document Center in the Common Origination & Disbursement (COD) website to securely upload the PEP Application Form and supporting documentation via the COD website. This alternative can only be used after the institution has reached out to FSA Partner Connect Customer Support to resolve its access issues and is still unable to access the E-App through Partner Connect. In this limited circumstance, the institution may report the PEP by following these steps:

  1. Access the Document Center in COD

  2. Upload the PEP Application Form and all supporting documentation for each PEP via the Document Center

  3. Email your SPD and copy the PEP mailbox (PEP@ed.gov). Your email must include the following information: Name of your institution; OPE ID of your institution; and the date your institution submitted the PEP Application Form and supporting documents via the COD Document Center

Once submitted, the Department will begin reviewing the PEP Application and supporting documentation. Although the institution will need to add the PEP and additional location on the E-App once it gains access to the system, this temporary process allows the Department to begin reviewing the application and supporting documentation.

Additional Resources

Contact Information

If you have questions about the PEP program approval process using the E-App, contact the School Participation Division that represents the state in which your school is located. If you have questions about eligible PEPs, please send an email to PEP@ed.gov.

Last Modified: 09/30/2024