Washington state gear up grant 3 Kick-off implementation workshop

1. Washington state gear up grant 3Kick-off & implementation workshop Gaining Early Awareness & Readiness for Undergraduate Programs.

2. Welcome Welcome Weiya Liang, Director Vision for the Day Setting the parameters while building a community of support.

3. Introductions Who is in the Room? Marcie Sample, Program Administrator Name, Position, One Thing or One Question

4. Objectives & Agenda Objectives Participants will understand the basics of GEAR UP grant implementation and have a network of resources for support. Agenda Understanding the �BIG PICTURE� of GEAR UP Offering Activities, Spending $$$, and Getting Paid Match, Match, Match Resources & Networking Opportunities

5. Weiya Liang, Director Alison Eldridge, Information Specialist

6. GEAR UP Funding History. GEAR UP began in 1998. Initial federal funding level was $120 million. Current funding for GEAR UP is $303 million.

7. GEAR UP Nationwide. $77.3 million for 19 new state grants. $100.1 million in new awards for 47 partnership grants in 24 states. This is in addition to 89 continuing grants (2006 � 2010 grantees). 155 GEAR UP grants in total � 34 state and 121 partnerships.

8. State vs. Partnership Grants Management of state grants is designated by the governor, and each state can only have one. State grants must provide a scholarship. Waiver is allowed. State grants do not have to include community partners, and direct services are provided through contractors. Funding levels vary by state, but can be no more than $5 million per year. A state can have as many partnership grants as they are awarded by the US Department of Education. Partnerships do not have to provide a scholarship. Partnerships must include a college, a school district, and at least two community partners. Federal funding is limited to $800 per student served. State Grants Partnership Grants

9. Organization of Programs

10. GEAR UP in Washington. HECB�s Washington State GEAR UP�s direct service component serves approximately 6,000 students in 28 school districts statewide. Year 1: 23 Middle Schools, 13 Middle/High Schools and 18 High Schools. Washington is also home to 10 GEAR UP partnership grants funded directly by the Department of Education. Serve a total of approximately 29,000 students statewide.

11. Washington GEAR UP Sites

12. Use this as a reference when talking with staff, administrators, advisory committee, and other strategic partners. Washington State GEAR UP Message Platform See Coordinator Manual, page 20, for more information.

13. The Washington State GEAR UP program facilitates strategic partnerships in order to leverage funding and resources that provide direct, early intervention services to students in high-need schools in order to help them prepare for and succeed in college. Our Mission:

14. All Washington students are academically and financially prepared to enter and complete college. Our Vision:

15. We focus on students who are underserved and underrepresented when planning for college. We believe that students who start early have a better chance of entering college and completing their degrees. We believe that personal relationships fuel a student�s desire to go to college and are just as important as good grades and financial resources. Our Values:

16. GEAR UP stands for Gaining Early Awareness and Readiness for Undergraduate Programs It is always written as two words, in all caps. We give gold stars for doing this correctly! It�s an ACRONYM

17. Marcie Sample, Program Administrator

18. National GEAR UP Goal See page 17, Coordinator Manual for more information.

19. National GEAR UP Objectives See Coordinator Manual, page 17 for more information.

20. Measuring the Impact of GEAR UP See Coordinator Manual, page 17 for more information.

21. Washington State GEAR UP College & Career Ready Benchmarks See Coordinator Manual, page 18 for more information.

22. Research Based Planning See Coordinator Manual, page 19 for more information..

23. Quarterly Family Workshops See Coordinator Manual, page 20 for more information.

24. So, how do we get them to show up?

25. So, how do we get them to show up?

26. Partnerships for Support

27. University of Washington

28. Before break: Move to Sister School Groups. Introductions. All contact information is in Section 1. Share three things you have planned to meet the benchmarks. Identify one area you might ask for support from your sister school, and one area you might be able to provide support.

29. Sister School Assignments - Cohort

30. Sister School Assignments - Priority

31. Sister School Networking

32. Susan St. George, Program Administrator

33. Federal Funding CFDA #84.334S

34. Understanding GEAR UP Funding Guidelines Overview of financial policies. Managing budget. Avoiding audit problems. The federal government provides billions of dollars in grants to over 30,000 organizations annually. This investment of taxpayer dollars means that the federal government has to set up strong controls over grant projects to ensure the proper use of public funds.� It�s sometimes complicated and takes time to learn. There may be experts in your school district to help you. The federal government provides billions of dollars in grants to over 30,000 organizations annually. This investment of taxpayer dollars means that the federal government has to set up strong controls over grant projects to ensure the proper use of public funds.� It�s sometimes complicated and takes time to learn. There may be experts in your school district to help you.

35. Understanding GEAR UP Funding Guidelines Carefully walk you through the reimbursement process. Answer your specific questions about GEAR UP reimbursement. Provide you with forms, tools, and resources to help you.

36. Understanding GEAR UP Funding Guidelines Legislation Regulations EDGAR OMB Circulars Department Directives and Bulletins The federal policies that govern GEAR UP are diverse and sometimes confusing. You may find inconsistencies that come from government and agency policies trying to accommodate many unique grant programs. In GEAR UP, you are subject to a number of regulatory sources. When you come across conflicts or inconsistencies between the sources, generally you should begin with the GEAR UP statute, and then move down the hierarchy for answers. The following list provides a brief description of each of the major policy sources. The federal policies that govern GEAR UP are diverse and sometimes confusing. You may find inconsistencies that come from government and agency policies trying to accommodate many unique grant programs. In GEAR UP, you are subject to a number of regulatory sources. When you come across conflicts or inconsistencies between the sources, generally you should begin with the GEAR UP statute, and then move down the hierarchy for answers. The following list provides a brief description of each of the major policy sources.

37. Understanding GEAR UP Funding Guidelines The statute is a federal law that authorizes or governs a program. In the case of GEAR UP, the term statute refers to the program legislation found in Title IV of the 1998 Amendments to the Higher Education Act (HEA) of 1965 [P.L. 105-244]. http://www.ed.gov/policy/highered/leg/hea98/sec403.html The Education Department General Administrative Regulations (EDGAR) are agency-wide and set broad administrative policies that impact nearly all grant programs funded at the USDOE. The regulations are published in Title 34 of the Code of Federal Regulations (CFR). The pertinent sections of EDGAR to your grant administration are 34 CFR parts 74, 75, 77, 79, 80, 81, 82, 84, 85, 86, 97, 98, and 99 http://www.ed.gov/policy/fund/reg/edgarReg/edgar.html GEAR UP program regulations are published in 34 CFR parts 694. http://www2.ed.gov/legislation/FedRegister/finrule/2000-2/042700a.html The Higher Education Coordinating Board is the fiscal agent of the grant. School districts must also follow its policies and guidelines.

38. Understanding GEAR UP Funding Guidelines A complete list of all relevant OMB Circulars and the web links are provided in the GEAR UP Manuals.

39. Washington GEAR UP Responsibilities Demonstrates project success and financial accountability. Submits annual and final performance reports. Ensures validity and reliability of data. Reports on GPRA standards and indicators.

40. Government Performance and Results Act of 1993 Ties federal funding to results. Greater accountability. Project objectives and activities must reflect GPRA indicators.

41. Understanding GEAR UP Funding Guidelines Missing time and effort reports. Poor record-keeping. Failure to obtain prior approval. Unallowable costs. Lack of documentation. Develop a process for collecting time and effort sheets regularly and accurately. Federal regulations require that every GEAR UP staff whose salary is supported in full or in part need to document the time, effort, and activities during any given pay period. When you use in-kind personnel contributions as match, they have to fulfill the same reporting obligations as if they were receiving federal funds. Develop a process for collecting time and effort sheets regularly and accurately. Federal regulations require that every GEAR UP staff whose salary is supported in full or in part need to document the time, effort, and activities during any given pay period. When you use in-kind personnel contributions as match, they have to fulfill the same reporting obligations as if they were receiving federal funds.

42. Understanding GEAR UP Funding Guidelines GEAR UP regulations require that GEAR UP funds supplement�not supplant. GEAR UP funds are intended to build the capacity of school districts to create a college going culture. GEAR UP funding may be used to enhance what is already in place or to create new activities. GEAR UP funds cannot be used to replace other federal, state, or local funding. Examples.

43. Understanding GEAR UP Funding Guidelines Allowable�either permitted or not specifically prohibited. Allocable�associated with a project activity. Reasonable�costs that would be incurred by �prudent� person. Is the expense: Allowable and necessary to implement the program? Reasonable? Allocable to program objectives? Compliant with the program�s federal administrative regulations? Is the expense: Allowable and necessary to implement the program? Reasonable? Allocable to program objectives? Compliant with the program�s federal administrative regulations?

44. Understanding GEAR UP Funding Guidelines Refer to the Common GEAR UP Costs section in your Manual. The manual may help you determine whether your program expenses are allowable or not. It includes costs that are commonly incurred in GEAR UP, or are the subject of frequent questions or discussions about their permissibility. Under no circumstances are entertainment costs allowable. Costs of entertainment, including amusement, diversion, and social activities and any costs directly associated with such activities (such as tickets to shows or sports events, recreational activities such as swimming, meals, lodging, rentals, transportation, and gratuities), are unallowable. Sources: GEAR UP Statute, EDGAR, OMB Circular A-21, OMB Circular A-87)

45. Understanding GEAR UP Funding Guidelines Refer to the Washington State GEAR UP Program Specific Allowable Costs and Guidelines for more information on: Allowable Incentives. Meal, Beverage, and Snack Allowances. Student Classes, Camps, College Credit. See page 30 for complete guidelines.

46. Understanding GEAR UP Funding Guidelines The following are required each month in order for your district to be reimbursed for expenditures: A19 Invoice Voucher. Expenditure Detail Form. Submit a transaction detail report. (ADD TO MANUAL.) Required backup documentation.

47. Understanding GEAR UP Funding Guidelines Complete and submit an A19 Invoice Voucher by the 25th of each month for the preceding month�s expenditures. Each A19 may only include expenses for one calendar month (do not mix months). Complete and submit an Expenditure Detail Form. The Expenditure Detail Form must include a complete description of the purpose of the expenditures. Provide a copy of the district�s transaction detail report for GEAR UP expenditures. Include copies of receipts, invoices, and source documentation for each expenditure. Copies of original detailed invoices or receipts must be provided for all goods and services purchased with GEAR UP funds. GEAR UP cannot accept credit card receipts that do not show what was purchased, and cannot accept credit card statements as documentation. Include the Interagency Agreement Number on each invoice voucher.

48. Understanding GEAR UP Funding Guidelines Mail invoice vouchers requesting reimbursements to: � Katherine Kersten GEAR UP Program Coordinator Higher Education Coordinating Board PO Box 43430 Olympia, WA 98504-3430 Questions? Contact Katherine Kersten at (360) 596-4810 or katherinek@hecb.wa.gov.

49. Understanding GEAR UP Funding Guidelines The contractor must retain itemized records of all contract expenditures for six years after final contract payment is remitted. At the end of the grant period, the school district will notify the HECB where GEAR UP records are stored. The records may be subject to program review or audit at any time.

50. Understanding GEAR UP Funding Guidelines When preparing the Expenditure Detail Form, please adhere to the following guidelines for categorizing all expenditures. The list also includes the backup documentation required to be submitted with the A19 to ensure reimbursement to the district.

51. Understanding GEAR UP Funding Guidelines

52. Understanding GEAR UP Funding Guidelines

53. Understanding GEAR UP Funding Guidelines

54. Understanding GEAR UP Funding Guidelines

55. Understanding GEAR UP Funding Guidelines

56. Understanding GEAR UP Funding Guidelines Internet Purchases When purchasing and/or paying for items online, it can be particularly challenging to get the correct backup documentation. It is important that you print the final invoice of your purchase showing what was purchased, the date the item was purchased, and the detailed costs. Order confirmations, order summaries, etc. are not invoices and will not be accepted as backup documentation. �Pre-Payment Per Washington State regulations, GEAR UP will not reimburse for items that have not been received by the school district. You must have received all goods and services prior to submitting for reimbursement. The only exceptions are: Conference registrations. Airfare or other transportation that must be pre-purchased. �Credit Card Statements and Receipts All purchases require a detailed receipt as backup, therefore the summary receipt that is given when you make a credit card receipt, nor the credit card statement are accepted as backup.

57. Understanding GEAR UP Funding Guidelines Expenditure Detail Form Invoice Voucher A 19-1A Thank You

58. Katherine Kersten Program Coordinator

59. General Information Reimbursement Process for Travel Meals Mileage Lodging Parking, Airfare, Advance Travel Travel Expense Voucher Best Way to Show Who/What Was Paid

60. District employees must follow the district�s rules and policies regarding travel allowances and reimbursement requirements. District employees need to claim travel expenses in the manner that their district requires while still providing the HECB GEAR UP with the travel expense documentation required by the program. The HECB GEAR UP can only reimburse for travel expenses (of any kind) up to the maximum allowed amount set byOFM.

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64. Meals The HECB GEAR UP can only reimburse for the cost of meals up to the maximum allowed amount set by OFM (state meal per diem rates). Even if your district is willing to give you more than what the state per diem is, the HECB GEAR UP can still only reimburse up to the allowed maximum amount set by OFM. Meals are only reimbursable if the staff member is in travel status. Travel Status Includes: 11 hours or more away from your school district, overnight travel, field trips with students/families. Staff will not be reimbursed for meals that were provided at an event. Example: Today�s Leavenworth lunch.

65. Important Rules to Remember: Alcoholic beverages will not be reimbursed. The HECB GEAR UP will only pay for the approved travelers meal cost. State per diem INCLUDES taxes and tip. Receipts for Meals: If you claim per diem (state or district allowance) a meal receipt is not required from the HECB GEAR UP � UNLESS required by your school district. If your district reimburses you based on the actual cost of a meal, not to exceed the state�s per diem, then the HECB GEAR UP requires a copy of your detailed receipt (credit card receipts are not detailed). Meals Cont.

66. What�s Wrong With This Receipt?

67. Mileage The HECB GEAR UP can reimburse for use of a personal vehicle or district car up to the allowed amount set by OFM which is currently $.51/mile. Other district vehicles (ex: SUV, van, bus) will be reimbursed up to the allowed amount set by the school district. Driver Cost: When a district vehicle such as a bus is being used the HECB GEAR UP will reimburse for driver time, benefits, and mileage but will need written verification of these expenses.

68. Lodging The HECB GEAR UP can reimburse for lodging up to the maximum allowed amount set by OFM. Taxes and fees associated with lodging are not included in the OFM lodging rates so are reimbursable. Internet: Pre-approval from the HECB GEAR UP required. If lodging is required that exceeds the set OFM lodging rates, then pre-approval from the HECB-GEAR UP must first be obtained. A detailed invoice is required for all lodging expenses (shows cost of room, fees, taxes, etc.). Staying additional nights beyond the event date requires pre-approval from Katherine. You must be traveling at least 50 miles to be eligible to stay overnight.

69. Parking/Airfare/Advance Travel Parking If parking at a hotel event, parking shown on the hotel invoice will be reimbursed. Other parking will be reimbursed, but a detailed receipt is required. Valet Parking: Will only be reimbursed up to the standard parking amount.

70. The HECB GEAR UP accepts school district travel vouchers as back up. Staff travelers need to complete the travel voucher completely. Any travel expense being reimbursed needs to be shown on the travel voucher.

71. Best Way to Show Who/What Was Paid Provide copies of all detailed receipts/invoices for travel expenses being requested for reimbursement. Provide copies of completed travel expense vouchers. Provide a copy of the transaction recap showing what/who was paid with GEAR UP funding.

73. Return in 45 minutes

74. Susan St. George, Program Administrator

75. Understanding GEAR UP Match Requirements Dollar-for-dollar match - for every dollar of federal grant money spent on the project, the grantee (HECB) must find an equal dollar amount of match in the form of state, local, or donated funds. It is the grantee�s job to generate and document this match with the same care and attention to accuracy, accountability, and timeliness as documenting the use of federal grant funds. If a grantee does not meet the match requirement, they could have their federal funds reduced, or their award could be terminated. School Districts are responsible for 60% match in 2011-2012.

76. Understanding GEAR UP Match Requirements Sources of Matching Contributions School districts. Private organizations. Individuals.

77. Understanding GEAR UP Match Requirements Matching contributions may be made from any non-Federal source, including: Allowable costs incurred by the grantee. The value of third party in-kind contributions (such as personnel, equipment and space). Non-Federal grants may be used as matching contributions.

78. Understanding GEAR UP Match Requirements When Congress created the GEAR UP program, they wanted to create partnerships that would sustain themselves. The result is the dollar-for-dollar match requirement. The total project cost is shared between federal and non-federal sources. Match helps ensure that local partnerships are created and that GEAR UP grant resources are being directed to communities.

79. Understanding GEAR UP Match Requirements �Match� is a general term that refers to anything donated to the project, regardless of who paid for it. In the case of GEAR UP grants, it means the non-federal share of program costs. "In-Kind" refers to non-cash contributions of goods or services made by third party individuals or organizations to GEAR UP Projects. Match must follow the same rules as the money you spend � allowable, reasonable, and allocable.

80. Understanding GEAR UP Match Requirements Collect and document match on an ongoing basis. Train school staff and teachers. A sample training outline is included in the match section of the Coordinator's Manual. Refer to the Common GEAR UP Costs in Section 3: Expenditure & Reimbursement Procedures. If it is an allowable cost, it�s also allowable match.

81. Understanding GEAR UP Match Requirements To avoid potential audit findings, documentation of match should: Capture the entire amount of the cost sharing. Contain adequate source documentation (Match Contribution of Goods and Services with receipts as appropriate, Match Contribution of Teacher or School Staff Time and Effort forms). Provide support of cost sharing by partners. Contain clear valuation of in-kind matching.

82. Understanding GEAR UP Match Requirements Match cannot be claimed from other sources/programs that are federally funded. Match can be counted only ONCE. If you work with a partner, designate which program gets the match, or share it. Matching contributions cannot be shifted from one project to another. Matching contributions must be obligated during the grant period.

83. Understanding GEAR UP Match Requirements When considering match, could I pay for this (item or service) using my federal GEAR UP funds? If in doubt, contact HECB.

84. Understanding GEAR UP Match Requirements If a volunteer provides services in their profession, their time is valued at their rate of pay and benefits. For example, if an attorney comes to a career fair and talks about her profession, she uses her rate of pay and benefits. If a volunteer provides services other than their profession, they should be valued at the rate of what someone would ordinarily be paid to do the work rather than the their actual paid wage.

85. Understanding GEAR UP Match Requirements If the organization has no one doing similar work, then the value needs to be consistent with what is paid for that type of work in the local area or you can use the value of volunteer time for our state. www.independentsector.org/volunteer_time The current rate for volunteers is $21.62. Keep supporting documentation on how the rate was determined.

86. Understanding GEAR UP Match Requirements Teacher and other school staff time may be counted as in-kind match IF it meets these criteria: It must support the goals and objectives of GEAR UP. It must be in addition to the general tasks expected of the teacher or staff person. Teachers who have non-GEAR UP students in their class must prorate their time based on the number of GEAR UP students in their class. Teachers and staff must use the �in-Kind Match Contribution of Teacher or School Staff Time and Effort Report�.

87. Understanding GEAR UP Match Requirements Use depreciation or cost allowance to value space and equipment. Definitions of depreciation and cost allowance begin on page 54 of the Coordinator�s Manual.

88. Understanding GEAR UP Match Requirements When documenting volunteer time, space, and services, develop a rate sheet to document how you determined the value. Many schools and organizations already have established rates. You may have to do some research to find out the fair market value in your area. Submit the district�s rate sheet at the beginning of the grant year to the state GEAR UP office.

89. Understanding GEAR UP Match Requirements Monthly Match Summary. Match Contribution of Goods and Services Statement. In-Kind Contribution of Teacher or School Staff Time and Effort Report.

90. Understanding GEAR UP Match Requirements Washington State is obligated to contribute $1/$1 match. If we fail to meet this, our funding is at risk. Schools are being asked to contribute 60% of their grant award. Historically, our partner schools have demonstrated this is possible, with many exceeding this level of match. Remember we are here to help you. If you are concerned about your match, don�t wait � contact us right away so we can work together.

91. Understanding GEAR UP Match Requirements Contact Information If you have questions about the matching requirements of your grants, please contact: Susan St. George Program Administrator Susans@hecb.wa.gov 360.753.7834

92. Kelly Keeney, Program Specialist Marcie Sample, Program Administrator See Coordinator Manual, pages 59 to 71 for more information on this section.

93. Data Collection & Reporting Improvements for past Scholars Project Schools � you�ll have less to do. Changes for past GU4SS Schools � you�ll have a different way to report the same information.

94. New Data Partnership OSPI � CEDARS. Data Sharing Agreement in Place. Student Enrollment, Grade History, and Assessment Files uploaded weekly. HECB Access vs. GEAR UP Access

95. Why is this a good thing? Timely and accurate information from a single source. Allows HECB to report on GEAR UP measurable objectives. Allows HECB to conduct full evaluation of the impact of our services. Tested by school-based staff (Raymond, FW, CHOICE).

96. Expectations One GEAR UP staff assigned to manage data collection and data entry tasks. Weekly data entry of all GEAR UP activities. Student, Family, and Staff Participation is fully reported.

97. Regular Feedback to Schools Activity summaries will be reported back to building administration. Use the report to monitor progress toward completing activities, required elements. Identify areas for improvement and progress.

98. TO DO Webinar Training � Use of the Database Two options: Monday, November 28, 10:30am-11:30am Tuesday, November 29, 1:30pm-2:30pm If these don�t work, contact Kelly.

99. TO DO TODAY - Highlight the name of the person assigned to manage data collection and reporting on today�s sign-in sheet. BY MONDAY - The assigned staff must register as a user by Monday, November 21.

100. TO DO All GEAR UP activities must be documented using a Participant Log � Family Student Staff Keep these on file, use them to do data entry, and as needed to document participants for Expenditure Detail Forms. Do not send them to HECB unless requested. Download the Participation Logs at www.gearup.wa.gov

101. Priority Model Eligibility Verification You must document that students receiving GEAR UP services are eligible. May meet any one of the eligibility standards. Once eligible, always eligible. Newly eligible students may be added at any time. See Coordinator Manual, pages 69-71 for more information.

102. Priority Model Eligibility Verification Summary form to be submitted to HECB by January 31 of each year (page 70). Allows us to track student progress and conduct comprehensive evaluation. Confidentiality. School Tracking Form � keep on file, do not submit to HECB (page 71). See Coordinator Manual, pages 69-71 for more information.

103. Demo https://fortress.wa.gov/hecb/secure/Registration2.asp �https://fortress.wa.gov/hecb/portal

104. Partner again with your sister schools. Discuss potential challenges to implementation and brainstorm ideas for overcoming them. Make a list of questions you still have. RETURN in 40 minutes!

105. Alison Eldridge, Program Specialist Marcie Sample, Program Administrator

106. All of the forms, and the entire Coordinator Manual will be available on our website, : http://www.gearup.wa.gov/resource/gear-up-coordinator-manual. Always download the forms from the site to ensure you have the most recent version. Print extra copies of the Manual as needed.

107. Letterhead. (OPTIONAL) Privacy Notice. (OPTIONAL) Media Release. (AS NEEDED)

108. If you have a field trip included in your approved Year 1 Budget & Work Plan: You don�t need to do a field trip approval. If you plan a field trip that is not included in your Year 1 Budget & Work Plan: You must submit a completed Field Trip Approval form to Katherine at least 10 days in advance for approval.

109. Optional Resource. Recommended for all students. Suggest adding to Student Portfolio, Advisory, or Student-Led Conferences. WA-GU Benchmarks and more.

110. Please: Do not separate, resize or rearrange the elements of the logo. Do not change the colors. Do not stretch or distort the shape of the logo. Do not enclose the logo in a shape. Do not add drop shadows or any other effects. Do not add or change typefaces.

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112. Parent Logo

113. Student Logo

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115. Marcie Sample, Program Administrator

116. Upcoming Events See Program Calendar, Coordinator Manual, Page 2 for more information.

117. Burning Questions & Final Reminders

118. Closing