2013 GEAR UP TN KICKOFF MEETING

AUGUST 27, 2013NASHVILLE, TENNESSEE

Welcome

TROY GRANTDIRECTOR OF COLLEGE ACCESS INIT I AT I VES

TROY.GRANT@TN.GOV

VISION FOR THE GEAR UP TN KICKOFFENHANCE OUR I MPLEMENTATION OF THE

GEAR UP TN PROGRAM BY:1 . EXPLORI NG NEW OPPORTUNIT IES FOR

INNOVATI ON AND CAPACITY BUILDING2 . GAINING A THOROUGH UNDERSTANDING

OF GEAR UP TN POLICIES AND PROCEDURES3 . BUI LDI NG A NETWORK OF PEERS

ACT Engage

Statewide testing window: September 23 – December 13

Sites will choose a two week testing window for each of their schools. Deadline: September 13

Site coordinators and testing coordinators will have access to Engage reports

Objectives and Agenda

ObjectiveGain a thorough understanding of GEAR

UP TN policies and procedures

AgendaImplementation Guide, Part I

Being a Cultural Change AgentImplementation Guide, Part II

College App WeekRegional Breakout Sessions

PLANNING = SUCCESS

Section 2: Work Plan Process

Pages 7 - 19

Work Plan Development

GEAR UP TN Collaboratives that plan effectively tend to have the best outcomes.

There are two primary work plan development documents: GEAR UP TN Collaborative Work Plan and Budget –

Collaboratives must complete one Collaborative work plan for their entire grant program.

GEAR UP TN School Work Plan – Collaboratives must complete one school work plan for each of their direct-service schools.

Collaboration is KEY GEAR UP TN site coordinators should leverage the expertise of

others to ensure the most robust services are being provided to students in eligible grades at the identified GEAR UP TN schools.

In the Implementation Guide

List of potential partners – Page 10 - 11Required Activity Chart for Year 2 – Page 12

– 19

Impressions from Year 2 PlanningGEAR UP TN Regional Coordinators

April 15, 2014GEAR UP TN Year 3 Work Plans

MAPS, CARS AND THE 15 T H OF THE MONTH

Section 3: Monthly Protocol

Pages 20 - 40

Monthly Activity Plan

Monthly Activity Plan (MAP) The MAP is intended as a means to seek

pre-approval for project activity, with the goal of minimizing any delays or disallowed costs from the monthly claims for reimbursement.

When: On the 15th of the monthTo whom: Your regional coordinator

Sample and instructions: Page 22 - 27

Completed Activity Report

Completed Activity Report (CAR)The CAR includes completed activities from the

previous month’s MAP, as well as successes from the prior month, which may then be communicated out to the statewide program and other stakeholders.

CAR forms will be provided by Regional Coordinators monthly after the MAP is approved, and allow Site Coordinators to amend the expected information once activities take place.

When: On the 15th of the monthTo whom: Your regional coordinator

Sample CAR and instructions: Page 29 – 35 CAR Services Summary Report instructions: Page 36 -

39

Reimbursement requests will not be paid until activity data for the month covered in the request has been entered into the Compass system.

Prior to submitting the CAR, Collaboratives should pull the CAR report (located under Student Reports- Services Summary) from the GEAR UP TN database, Compass, to ensure data has been entered completely and correctly.

Completed Activity Report

The Big Picture

Documentation Notebook Documentation includes, but is not limited to, original sign-in

sheets, copies of vouchers, invoices, and agendas. The GEAR UP TN Documentation Notebook should be kept in

a secure, locked filing cabinet. The GEAR UP TN Documentation Notebooks serves as a

guide for completing the monthly claim reimbursement form. Sign-In Sheets

Each GEAR UP TN sponsored service requires a sign-in sheet. GEAR UP TN sign-in sheets are available in Section 8 and will be made available online. Sign-in sheets should be filed in the GEAR UP TN Documentation Notebook and should also be used as the source for entering data into Compass.

Documentation Notebook and Sign-In Sheets

Section 4: Data Collection and Reporting

Pages 41- 50

GEAR UP TN Goals

GOAL 1•Increase the academic performance and preparation for postsecondary education for GEAR UP students.

GOAL 2•Increase the rates of high school graduation and enrollment in postsecondary education for GEAR UP students.

GOAL 3•Increase GEAR UP students’ and their families’ knowledge of postsecondary education options, preparation, and financing.

Page 4

GEAR UP TN Objectives

Objective

1 Increase student academic achievement and course completion.

2 Increase student performance on college entrance exams.

3 Increase student high school graduation.

4 Increase student postsecondary participation and success.

5 Increase student and family educational expectations.

6 Increase student and family knowledge of and access to financial assistance for postsecondary education.

7 Increase parent and community engagement in activities associated with student preparation for college.

8 Increase educator content-area knowledge and understanding.

Page 4

GEAR UP TN Evaluation Overview

• GEAR UP TN student services entered weekly by Site Coordinators into the data tracking and reporting system

• Student-level academic performance data pulled each semester-end

• Targeted student interventions based on participation in services and academic performance

• GEAR UP TN Annual Performance Report due to U.S. Department of Education April 15 each year

• Collaborative APR due to State Office on February 25. Template will be provided prior to winter break.

• External evaluator will conduct formal evaluation of the project

• Seven-year evaluation, using carefully matched non-GEAR UP schools, designed to assess the impact of educational interventions on student outcomes using student-level participation, academic, and outcomes data.

Page 43

External Evaluator Selection Process

External evaluator selected through a competitive Request for Proposals (RFP)

Scored by a panel of external reviewers

TimelineRFP Issued June 4, 2013

Notice of Intent to Propose due to THEC June 17

Proposals due to THEC August 5

Proposals provided to external reviewers for scoring August 9

Reviewers return scored proposals to THEC September 5

External evaluator selected September 18

Contract with external evaluator executed October 8

Role of the External Evaluator

External Evaluation Plan

Collaborative Expectations Work with evaluator to coordinate & administer U.S.

Department of Education annual survey to students, parents, educators – Years 2, 3, 5

Work with evaluator to coordinate focus groups – Year 2, 4, 5

Participate in site visits, if requested

Provide any additional data requested by the evaluator

Review evaluator’s annual reports; incorporate feedback into implementation

Pages 44-45

Data Collection & Submission Process

Refer to 3 step reporting process on page 91

Step 1: Planning & Notification Complete Monthly Activity Plan (MAP) by the 15th for the following

month

Step 2: Data Collection Select appropriate sign-in sheet- is the event for students, parents, or

educators?

Recurring events such as tutoring DO require sign-in sheets, AND entry into Compass.

Store in Activity Documentation Notebook

Step 3: Data submission & entry Enter all GEAR UP participation data into Compass within 1 week

Submit Completed Activity Report (CAR) by the 15th for the month prior

Page 91-92

Collaborative expectations

Page 44-45

Data Item Population Submission Timeline

Submit to:

Data Source

Responsible Party

Student & family service participation data

Cohort &12th grade family members

ongoing Compass Sign-in sheets

Site coordinator

GEAR UP TN educator professional development participation

Cohort & 12th grade educators

ongoing Compass Sign-in sheets

Site coordinator

GEAR UP TN teacher and parent rosters

Cohort & 12th grade educators & parents

August-October Central office

Student Information System

Site coordinator/ data manager

Transcript data:Course name, subject area, completed course grades, GPA

Cohort January & June (semester-end)

Central office

Student Information System

Site coordinator/ data manager

Collaborative APR N/A February 28 Central office

N/A Project director, site coordinator, administration

Student, parent, and educator surveys

Cohort; educators and family of cohort

Winter Evaluator Survey data Evaluator & Site coordinator

Student and stakeholder focus groups

Cohort, stakeholders

TBD N/A Interview data

Evaluator & Site coordinator

Any additional data required for external evaluation or APR

New for Year 2

Central Office review of Completed Activity Reports

Central office staff will review 4 CARs each month to verify accurate and complete entry of data into Compass prior to reimbursement

Staff will provide feedback to the Collaboratives reviewed

Professional Development service definitions Provide clarity around data entry of educator PD

New for Year 2

Educator PD Service Name

Definition

Conference Conferences include conferences hosted by NCCEP, NCAN, TCASN, GEAR UP or others that can be directly tied back to the three measures defined by the U.S. Department of Education that assist in meeting the goals and objectives set by GEAR UP TN.

Meeting Meetings provide information about the GEAR UP TN program and implementation to teachers, counselors, or administrators. This includes meetings focused on planning and program development.

Training Trainings deliver instruction to improve practice provided through GEAR UP TN. Trainings may include topics such as Common Core, the GEAR UP TN database (Compass), and financial literacy and can be directly tied back to the three measures defined by the USDOE that assist in obtaining the goals and objectives set by GEAR UP TN.

Other Please contact the central office prior to selecting “other”

Page 50

New for Year 2

Central office will be updating Compass functionality to allow for entry of virtual services and names of colleges visited. More info & timeline will be communicated this fall

External evaluator on-board in October USDOE required surveys & focus groups

Collaborative APR Due February 28 to Central Office

Execution of data sharing agreements

Data Sharing Agreements

Executed between THEC, TDOE and Collaborative school district Outlines data collection & evaluation requirements from both

TDOE & Collaboratives Includes provisions for ensuring security of information collected

TDOE: Demographic records Student assessment data Enrollment and on-time promotion

Collaborative: Student transcript data- required elements Other data requested of LEA as-needed

Process: TDOE in process of signing Agreements with TDOE signature provided to Collaborative Collaborative returns signed copy to THEC for final signature Sites provided with a final copy for their records

Any questions?

Lunch

GEAR UP TN EXPENDITURES 101

Section 5: Expenditures and Reimbursement Procedures

Pages 51 – 66

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.

Training Goals:

Understanding GEAR UP Funding Guidelines

Legislation Regulations EDGAR OMB Circulars Department

Directives and Bulletins

Pages 52 - 53

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 Tennessee Higher Education Commission is the fiscal agent of the grant. Collaboratives must also follow its policies and guidelines.

Regulations and Rules

Pages 52 - 53

Understanding GEAR UP Funding Guidelines

A complete list of all relevant OMB Circulars and the web links are provided in the GEAR UP Implementation Guide.

OMB Circulars

Pages 52 - 53

THEC 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.

Government Performance and Results Act of 1993

Ties federal funding to results.Greater accountability.Project objectives and activities must reflect

GPRA indicators.

Understanding GEAR UP Funding Guidelines

Understanding GEAR UP Funding Guidelines

Missing time and effort reports. Poor record-keeping. Failure to obtain prior approval. Unallowable costs. Lack of documentation.

Common Audit Exceptions

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.

Supplement vs. Supplant

Source: US Department of Education, www.ed.gov

Page 54

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.

Page 54

Understanding GEAR UP Funding Guidelines

Refer to the Common GEAR UP Costs section in the Implementation Guide.

The guide 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

Common GEAR UP Costs

Pages 55 - 61

Over $1000 Purchase Request

GEAR UP TN Collaboratives must receive prior approval for any purchase over $1000.

Over $1000 Purchase Requests must be submitted along with the Monthly Activity Plan (MAP) on the 15th of the month.

Collaborative’s should include a copy of the approved Over $1000 Purchase Request along with any reimbursement request containing an expense exceeding $1000.

Page 62

Over $5000 Purchase Request

Any purchase of $5,000 or above, excluding budgeted salaries, not only necessitates the submission of the $1,000 or Above Purchase Request but also requires a detailed memo outlining the following: a brief explanation of how the purchase will assist the

Collaborative in meeting GEAR UP TN goals and objectives, a detailed narrative of how any programs or items purchased will

be implemented (i.e., how are students being targeted to use equipment purchased, how are teachers integrating software into their instruction, etc.),

a brief narrative of how the purchase will be maintained or sustained over time.

$5,000 or Above Purchase Requests and supporting materials must be submitted with the corresponding Monthly Activity Report (MAP).

New

Page 62

Reimbursement Process

1. Step 1 - Fill out the Expenditure Detail Form

2. Step 2 - Fill out the Reimbursement Request Form

3. Step 3 – Submit with all required back up documentation

Pages 62 - 64

Understanding GEAR UP Funding Guidelines

Mail reimbursement requests to:  

Melinda DunnTennessee Higher Education Commission404 James Robertson Parkway, Suite 1900Nashville, TN 37243

Questions? Contact Doug Cullum at (615) 532-0435 or doug.cullum@tn.gov.

Mailing Address and Contact Information

Pages 62 - 64

Reimbursement Process

Email reimbursement requests to:  

Melinda Dunn at Melinda.Dunn@tn.gov-and-

copy your regional coordinator

Questions? Contact Doug Cullum at (615) 532-0435 or doug.cullum@tn.gov.

Email Address and Contact Information

New

Pages 62 - 64

Reimbursement Process

New Reimbursement and Expenditure Form Demo

Expenditure Documentation

Salaries, Wages, and BenefitsInclude a payroll report with detailed compensation and benefits information

for GEAR UP-paid staff. Sort the report by payee. Detailed ReceiptsProvide detailed receipts or invoice for all items that clearly show what was

purchased, the date, and the amount. Internet PurchasesWhen 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 THEC 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. Pages 62 -

64

Understanding GEAR UP Funding Guidelines

The contractor must retain itemized records of all contract expenditures for three years after final contract payment is remitted.

At the end of the grant period, the school district will notify the THEC where GEAR UP records are stored.

The records may be subject to program review or audit at any time.

Record Retention

Page 65

Monthly Feedback and Audits

Budget Balance Spreadsheet On a monthly basis, school districts receive a budget

balance spreadsheet from the GEAR UP TN central office that outlines approved expenditures to date and remaining GEAR UP TN funds.

Monthly Reimbursement / Completed Activity Report Audits On a monthly basis, GEAR UP TN central office personnel

will audit reimbursement requests of four GEAR UP TN Collaboratives to ensure expenditures listed on reimbursement requests align with monthly Completed Activity Reports and data entered in the Compass system.

Pages 64 - 66

Budget Revision ProcessNew

Things change and that’s OK.Throughout the academic year, school districts may

identify priorities and activities aligned with GEAR UP TN goals and objectives not originally included in the annual GEAR UP TN work plan and/or budget.

New formal process for updating your GEAR UP TN budget: Complete the Budget Revision Form. Send form to your regional coordinator. Upon approval, the regional coordinator will forward the form

to Nashville for final approval. The GEAR UP TN central office will send you formal notification

of your approved budget.

Page 64

Budget Revision ProcessNew

When to submit a Budget Revision FormWhen there is a significant change in the

scope of work outlined in your work plan that affects budget

When there is a significant change in the any of the budget line items (i.e., a college visit cost significantly less than you anticipated)

When in doubt – ask your regional coordinator.

Page 64

THE WHO, WHAT, WHEN, WHERE, WHY, AND HOW OF MATCH

Section 6: In-Kind Match Documentation and Reporting

Procedures

Pages 67 - 71

Understanding GEAR UP Match Requirements

Dollar-for-dollar match - for every dollar of federal grant money spent on the project, the grantee (THEC) 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 20% match starting in 2013-2014. The match requirement increases by 20% each grant year.

GEAR UP Matching Requirements

Pages 67 - 71

Understanding GEAR UP Match Requirements

Sources of Matching Contributions

School districts.Private organizations.Individuals.

Pages 67 - 71

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.

Pages 67 - 71

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.

Match? In-Kind? In-Kind Match?

Pages 67 - 71

Understanding GEAR UP Match Requirements

Collect and document match on an ongoing basis.

Train school staff and teachers.Refer to the Common GEAR UP Costs in the

Implementation GuideIf it is an allowable cost, it’s also allowable

match.

How to Meet Match

Pages 67 - 71

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.

Pages 67 - 71

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 the GEAR UP TN central office.

Question to Ask yourself:

Pages 67 - 71

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.

Match Forms

Pages 67 - 71

COMMUNICATIONS GUIDELINES, PROCESSES, AND RESOURCES

Section 7: Communication Guidelines

Pages 72 - 88

GEAR UP TN Communications

Year 1 successes and coverage

Resources available in the implementation guide

Newsletters

Process and procedures

p. 72-88

Year 1 Media Coverage

Grant to GEAR UP Bradley County students

Springfield H.S. receives $500k grant

Claiborne schools receive $1.09 million grant to

promote college access and success

Grant funds aid college access

Anderson County’s Class of 2018 urged to GEAR UP

The 'Gear Up' program is in full swing for Johnson County

students

GEAR UP takes seventh graders to visit JSCC

Memphis receives grant to prepare students for college

Wayne County GEAR UP tours Farm Bureau

Year 1 Events

Bradley County Kickoff

Grainger County Kickoff

Memphis Kickoff

NCCEP – Las Vegas

Youth Summit Robertson Co. Summer Enrichment

Camp

Anderson County Kickoff

McNairy Co. Field Trip to U.S. Space & Rocket

Center

Implementation Guide Resources

Messaging Guidelines

Logo Usage Guidelines

Media Outreach Tools

Event Kickoff

• Boilerplate language• Audience-specific

messages• Benefits of GEAR UP TN• Copy or use this

language in any communications• p. 73

• Tips for reaching out to the media• Sample press release• Sample media advisory• p. 81

• Tips for using the GEAR UP TN logo• Ways you should NOT

use the logo• Color standards• p. 76

• Kickoff handbook• Activity ideas• Sample invitation• P. 85

p. 72-88

GEAR UP TN Newsletter

• Sent out once per semester in Year 2.

• GEAR UP TN will provide at least one content piece for each newsletter.

• Newsletter can be printed, handed out (with report cards, etc.), or emailed. But must be sure it reaches parents for it to be considered a family service.

• Newsletters should be submitted to your regional coordinators and Kate Derrick.

p. 88

Processes and Procedures

To be sent to Kate Derrick for approval and/or review:• Newsletters• T-shirt designs• Media releases• Legislator communications

Please allow at least 24 hours for review and approval of submitted communications.

And don’t be afraid to just ask for feedback or help!

SAVE TRAVELS!

Thank You!