PARTNERSHIPTOOLKIT

A Program of Iowa College Aid

ABOUT THE TOOLKIT:GEAR UP Iowa works toward the goal of significantly increasing the number of low-income students who are prepared to enter and succeed in education after high school. To accomplish this goal, GEAR UP Iowa focuses on:

• Increasing academic performance and preparation for postsecondary education.

• Increasing the rate of high school graduation and enrollment in postsecondary education.

• Increasing GEAR UP Iowa students’ and their families’ knowledge of postsecondary education options, preparation, and financing.

GEAR UP Iowa is a seven-year grant program that is funded by the U.S. Department of Education from 2014 to 2021. The program serves 12 Iowa school districts and supports a cohort of over 8,000 students through their first year of post secondary education.

GEAR UP Iowa students and their families will receive a variety of services aimed at preparing them academically, financially, and inspirationally to enroll and succeed in college. Upon enrollment in a college, GEAR UP Iowa students will receive a modest scholarship to be used for up to four years of postsecondary education.

A total of 12 school districts were selected to participate in the GEAR UP Iowa program. The districts were selected because they meet the federal requirement of having 50% or more students on Free and Reduced Price Lunch (FRPL) and they participated in the GEAR UP Iowa 1.0 grant which took place 2008-2014.

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GEAR UP Iowa: Helping Students Prepare and Succeed for Education After High School

IN THIS TOOLKIT

Why Partner with GEAR UP Iowa .................. 2

GEAR UP Iowa Partnership Opportunities....... 2

Benefits of Partnering with GEAR UP Iowa ...... 3

Partner Resources ........................................ 3 Match Guidelines Partner Match Requirements Partner Match Worksheet Partner ID Form Instructions Example Partner ID Form

Cedar Rapids

Clinton

Columbus

Davenport

Denison

Des Moines

Fort Dodge

Marshalltown

Ottumwa

Perry

Sioux City

Storm Lake

WHY PARTNER WITH GEAR UP IOWAWhile GEAR UP Iowa aims to help schools develop sustainable services that can be maintained for students who follow in the years after the cohort’s graduation, GEAR UP Iowa school districts receive a limited amount of funds to provide those services. To help fill the gap between available funds for current cohort programs and the goal of developing longlasting services, GEAR UP Iowa seeks partners to assist in the implementation of services for current GEAR UP Iowa students in addition to sustaining effective practices.

Your partnerships will expand the breadth and impact of GEAR UP Iowa supports and services. Not only will it help make a difference in the life of a student, it will also ensure that all students have access to college.

GEAR UP IOWA PARTNERSHIP OPPORTUNITIESGEAR UP Iowa partners with organizations that lend their expertise in support of program goals and initiatives. Through these partnerships, GEAR UP Iowa is able to expand upon efforts to support students and create a college-going culture in participating high schools. Areas where partnerships can make the greatest impact include:

Community: Organizations located in the GEAR UP Iowa service area that provide mentoring, career exploration, leadership and family engagement opportunities for students involved in the GEAR UP Iowa program.

Higher Education: Postsecondary institutions that offer campus visits, summer programming, professional development for teachers or counselors, academic programming and additional scholarship opportunities.

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+ PARTNER WITH GEAR UP IOWA

To help reach our goals and match requirement, GEAR UP Iowa is looking for organizations to provide:

• Event sponsorship for the GEAR UP Iowa Annual Conference or Summer Student Summit

• Unique scholarships for GEAR UP Iowa students when they enroll in postsecondary education

• Contributions to the GEAR UP Iowa scholarship to increase its purchasing power and reach more students

• Foundation grants to support GEAR UP Iowa building staff or professional development in school districts

• Direct contributions such as food or prize giveaways for family events, school supplies for low-income students or technology to enhance classroom learning

• Volunteers to host or present at GEAR UP Iowa events or serve as mentors for students

• Scholarships that support students attending the Youth Leadership Summit with the National Council for Community and Education Partnerships (NCCEP)

• Additional funding to support schools in the implementation of GEAR UP Iowa services

+ BENEFITS OF PARTNERING WITH GEAR UP IOWA

While GEAR UP Iowa aims to help schools develop sustainable services that can be maintained for future students, partnering will help both reach organizational goals and provide much needed support to Iowa schools. As a GEAR UP Iowa partner, you will:

• Be featured on the GEAR UP Iowa website and select print materials• Gain exposure in over 20 high schools across the state• Have opportunities to network with other partners• Receive special invitations to host events such as the GEAR UP Iowa Annual Conference

or Summer Student Summit

PARTNER RESOURCESThe following pages contain everything you need to do to become a partner with GEAR UP Iowa.

Match Guidelines Provides a definition of match and explains different types of allowable match.

Partner Match Requirements Outlines required documentation to show evidence of matching contributions.

Partner Match Worksheet Completing this form declares a formal partnership with GEAR UP Iowa and outlines the estimated amount of match to be contributed.

Partner Form Instructions Provides instructions for completing the Partner Match Worksheet.

Example Form An example of an allowable Partner Match Form.

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MATCH GUIDELINES FOR GEAR UP IOWA PARTNERSAs a federal grant program, GEAR UP Iowa is required to collect matching funds for all federal grant money spent. In turn, GEAR UP Iowa works with partner organizations to collect matching contributions in the form of monetary and in-kind efforts. If match requirements are not met, current and future awards may be reduced or terminated.

Definition of Match “Match” is a general term that refers to goods, services or staff time donated to the project. For GEAR UP Iowa, this is the non-federal share of program costs. If an organization purchases goods or services for use with the grant but does not request reimbursement from the grant, then the generic term “match” applies. If an individual or other organization donates goods or services, then both the generic term “match” and the more specific term “in-kind” applies.

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Definition of In-Kind “In-Kind” refers to non-cash contributions of goods or services made by third-party individuals or organizations to GEAR UP Iowa. Examples of in-kind services include work done by unpaid volunteers in support of GEAR UP Iowa, fee waivers and donations of supplies, facilities or equipment.

Match Requirement GEAR UP Iowa is required to collect and document matching funds at a rate of 1:1. Every one dollar ($1) of federal money spent must be matched with one dollar ($1) of other funds. Partner organizations are encouraged to contact the GEAR UP Iowa Coordinator with any questions or concerns about match commitments.

Note: Match cannot come from other federal sources. For example, TRIO (e.g. Upward Bound & Talent Search) is a federal-funded program and TRIO staff time cannot be counted as match. Private, state or local funds are allowable sources for match contributions.

MATCH GUIDELINES FOR GEAR UP IOWA PARTNERS | Continued

Examples of Match• Scholarships: Financial assistance GEAR UP Iowa students received solely for being GEAR UP Iowa students.• Cash: Cash donated to pay for supplies or services for a GEAR UP Iowa program or event.• Time & Effort: The amount of time spent by staff or volunteers on documented services provided to GEAR UP

Iowa (e.g. planning an event, attending a GEAR UP meeting, facilitating a workshop).• Waivers: Expenses, fees, tuition, room and board, or other costs that are waived or reduced for the GEAR UP

Iowa program, students or families.• Discounts: A discounted or reduced amount on the cost of products or services that is uniquely offered to the

GEAR UP Iowa program (“buy one/get one” offers do not qualify).• Donated Items: The documented value of donated items such as print and promotional materials, meals,

equipment, supplies and facility usage.

Tips for Committing to and Collecting Match• It can be easy to overcommit and under-deliver match. Partners should consider a feasible and appropriate level

of match for the organization. • Partners are encouraged to collect and document match on an ongoing and regular basis such as monthly or

quarterly. Documentation will be submitted electronically to GEAR UP Iowa.• It may help to assign a staff person or team to coordinate match. Some partners have found it helpful to create

match binders or folders with information on match documentation for staff to carry during GEAR UP Iowa work. • Use an employee’s hourly rate to determine staff time and effort.• When members of the community, families or students volunteer to support GEAR UP Iowa, use the standard

volunteer value for the state of Iowa set by www.independentsector.org.• Signatures must be hand written or electronically.

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PARTNER MATCH REQUIREMENTSMatch claims are due on a quarterly basis. They may be submitted by mail, fax or email. The submitting party is expected to provide support for the match claimed. All claim documents must be self-explanatory. Please note the following considerations:

• Under NO circumstances may items paid with federal funds be used as match for GEAR UP Iowa. • Travel match submitted should be consistent with the partner organizations’ official travel policies. GEAR UP

Iowa may request a copy of the travel policy if warranted. • In order to qualify as match, an item must be eligible to be paid by the grant. As such, match should be

allowable, allocable and reasonable per 2 CFR Part 200. Items such as amusement or social activities cannot be used as match.

The following table lists the budget categories outlined in Iowa Grants. Included are acceptable line items listed under each category and the required claim documentation to be submitted on claims for reimbursement and for match.

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GEAR UP IOWA MATCH ITEMSBudget Category Line Item Required Claim Documentation

Salaries and Wages Staff time used as match for the Grant • Time & Effort Report• Payroll Report

Employee Benefits Staff time used as match for the Grant

• Time & Effort Report• Payroll Report

The percentage of benefits claimed cannot exceed the salary percentage claimed without explanation.

Travel – Includes Student Events, Professional Development & Required Meetings and Events

Airfare • Flight Itinerary• Proof of Payment

Airport Shuttle / Cab Fare / Car Rental • Receipt• Proof of Payment

Parking • Receipt• Proof of Payment

Baggage Check Fees • Receipt• Proof of Payment

Charter Bus • Bill or Invoice• Proof of Payment

Entrance Fees for Educational Activities • Receipt or Invoice• Proof of Payment

Food & Non-alcoholic Beverages • Receipt or Bill• Proof of Payment

Hotel • Hotel Receipt or Bill• Proof of Payment

Registration• Agenda, Schedule or Equivalent• Registration Confirmation or Invoice• Proof of Payment

Mileage • Organization approved travel log • Proof of Payment

PARTNER MATCH GUIDELINES | Continued

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GEAR UP IOWA MATCH ITEMSBudget Category Line Item Required Claim Documentation

Materials and Supplies

Educational Materials (Computers, Tablets, Calculators, Projectors, Non-text-book Books, etc.)

• Receipt, Invoice or Catering Order (Internal Food Purchase)

• Proof of Payment

Event Materials and Supplies • Receipt or Invoice• Proof of Payment

Office Supplies • Receipt or Invoice• Proof of Payment

Outreach Materials • Receipt or Invoice• Proof of Payment

Postage • Receipt or Documentation of Meter • Proof of Payment

Printing • Receipt or Copy Log Details • Proof of Payment

Charter Bus Service (ongoing) • Receipt or Invoice• Proof of Payment

Consultant/Speaker • Invoice or Bill • Proof of Payment

Consultants and Contracts

Facility Space or 100% Devoted Office Space

• Invoice or Bill• Proof of Payment

Food Service/Event Catering • Receipt or Invoice• Proof of Payment

Stipend • Time & Effort Report• Proof of Payment

Non-Employee Tutor/Mentor • Time & Effort Report• Payroll Report

Volunteers • Time & Effort Report

Scholarships/Tuition Assistance

GEAR UP Iowa is required to follow the procurement standards issued in the U.S. Office of Management and Budget (OMB) Uniform Administrative Requirements that apply to all federal awards.

PARTNER IDENTIFICATION FORM AND COST SHARE WORKSHEETPlease complete one form for each partner (other than the Applicant Organization).

3. NON-FEDERAL FUND CONTRIBUTION PROVIDED BY PARTNERYear 1 Year 2 Year 3 Year 4 Year 5 Year 6 Year 7 Total

1. Salaries and Wages

2. Employee Benefits

3. Travel

4. Materials and Supplies

5. Consultants and Contracts

6. Other

A. Total Direct Cost (Sum of lines 1-6)

B. Total Indirect Cost (Cannot be greater than 8% of Total Direct Costs)

C. EquipmentD. Scholarship/Tuition AssistanceE. TOTAL COMMITMENT (Lines A+B+C+D)

Approved by OMB 1840-0821

Please summarize the partner’s specific support and commitment to the project.

1. Institution/Organization:

Point of Contact Name:

Title: Department:

Address:

City: State: Zip:

Telephone: E-mail: Fax:

2. Type of Organization: Are you a Local Educational Agency (LEA)? Yes No Are you an Institution of Higher Education (IHE)? Yes No Type of IHE

Four-Year Two-YearPublic PrivateCollege UniversityHBCU HSI TCU NHSI ANSI

Other types: Business Community-based organization Professional association Philanthropic organization State agency

Other:

PR Award Number:

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PARTNER IDENTIFICATION FORM AND COST SHARE WORKSHEET INSTRUCTIONSBelow are instructions on how to complete each section of the Partner Identification Form and Cost Share Worksheet. If you have any questions while filling out this form, please reach out to your GEAR UP Iowa contact for assistance.

1. Institution/Organization: List the name of your organization along with contact information for the person serving as the primary GEAR UP Iowa contact for your organization. The primary contact is responsible for responding to questions related to the partnership agreement as well as submitting match documentation on a quarterly basis. The primary contact may be a different person than the person who signs the form.

2. Type of Organization: Mark the categories that apply to your organization. The example below is for a 4-year private university.

Are you a Local Educational Agency (LEA)? Yes No Are you an Institution of Higher Education (IHE)? Yes No Type of IHE

Four-Year Two-YearPublic PrivateCollege UniversityHBCU HSI TCU NHSI ANSI

Other types: Business Community-based organization Professional association Philanthropic organization State agency

Other:

PR Award Number:

HBCU Historically Black Colleges and Universities

HSI Hispanic Serving Institutions

TCU Tribal Colleges and Universities

NHSI Native Hawaiian Serving Institution

ANSI Alaska Native Serving Institutions

PARTNER IDENTIFICATION FORM AND COST SHARE WORKSHEET INSTRUCTIONS | Continued

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*Indirect costs consist of “facilities” (depreciation on buildings, equipment and capital improvement, interest on debt associated with certain buildings, equipment and capital improvements, and operations and maintenance expenses) and “administration” (general administration and expenses such as the director’s office, accounting, personnel and all other types of expenditures not listed specifically under “facilities”).

4. Please summarize the partner’s specific support and commitment to the project in the space provided.The summary should include details of the partnership for each year outlined in section 3. For example, if salaries and wages are listed in years 3-5, provide an explanation of how your staff member(s) will be serving GEAR UP Iowa during that time. Likewise, if scholarship/tuition assistance will be provided to GEAR UP Iowa students in year 7, describe your plan for selecting and distributing those funds to GEAR UP Iowa students. Please provide enough details to inform others in the event of staff changes for both parties.

3. Non-Federal Fund contribution provided by Partner: Please complete this section with a detailed account of the financial contributions and/or the value of in-kind time and effort your organization will provide through partnering with GEAR UP Iowa. If any employee time and/or efforts will be included in your contribution, enter the dollar value of that time under Salaries and Wages and Employee Benefits.

Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 Year 7 Total

1. Salaries and Wages

2. Employee Benefits

3. Travel

4. Materials and Supplies

5. Consultants and Contracts

6. Other

A. Total Direct Cost (Sum of lines 1-6)

B. Total Indirect Cost (Cannot be greater than 8% of Total Direct Costs)

C. EquipmentD. Scholarship/Tuition AssistanceE. TOTAL COMMITMENT (Lines A+B+C+D)

SAMPLE