Year 4 Implementation Webinar

Marcie Sample, Associate Director for College Access and Support

September 11, 2014

Welcome

In the room – Beth Kelly, Marcie Sample 27 districts, 33 schools

Eastmont and Shelton High Schools

New GEAR UP School Staff Jennifer Miner, West Valley Shane Bird, Luke Hall, Jessica Shultz, Mansfield Aimee Tyvan, North Central George Pfeifer, Blaine Denton, Lewis & Clark Kathy O’Brien, Bremerton Hannah Valenti, Fort Vancouver (taking Jamal’s place) If you are new and not on the list – please let us know!

Objectives

Review the “Must Do” List for Year 4Finalize Program CalendarHighlight UpdatesRecord & Post Webinar

Staff Contact Information

Marcie – Program Implementation, Contracts, Technical Assistance/Training New Staff, Plan and Budget Approval/Revisions

Beth – Professional Development, Resources, College Visit Connections, GEAR UP West Presenters and Agenda

Kelly – Portal, Logistics for GEAR UP Events including workshops and GU West Kat – Publications, Incentives, gearup.wa.gov Lori – Expenditures/Reimbursements and Match Anna – College Goal Washington and College Application Campaign

Please keep this for reference.

Contracts

Signed by SuperintendentsNew Interagency Agreement # for A19sElectronic Copy out to Coordinators/FiscalContractual Obligations = Scope of Work

Budget & Plan Revisions

You are contractually obligated to do what is in your plan and budget unless you have an approved revision

Due dates: December 31, March 31, June 30 If it is not in your plan, or not in your budget, it is not

approved If you opt to NOT do something that is in your plan you

must do a budget/plan revision

Program Calendar

Final copy out by September 15 Expectation is that you are available for pro-dev events

Do not schedule over themPlan travel accordingly so that you are not leaving early

We are working on locations and will notify as soon as possible If your budget is not adequate based on workshop locations,

additional funds will be available

Incentives

Incentive orders have been shipped Water bottles are ordered and will be shipped when they arrive Backpacks – please request! T-shirts – We have the same shirts distributed in 12-13, some sizes limited May offer a 2nd order in January Need extras for new students? Contact Kat for availability Use the online order form when requesting incentives Questions about incentives? Katherine, 360-753-7837 or

katherinek@wsac.wa.gov

Program Expenditures

Time & Effort Requirements – Same as other federally funded programs, including match time

GEAR UP Property – program materials, equipment, furniture, computers, etc. are property of the GEAR UP program and must stay with the program through the end of the grant cycle

A19s, Expenditure Detail, and Match Forms

Review the instructionsIncomplete or incorrect forms will be returnedNew version of A19/EDF will be sent out by Lori by

next weekGearup.wa.gov for most current formsIncorrect forms will be returned

Expenditure Detail Forms

You must include how many students, family, or staff attended an event

Include both GEAR UP and non-GEAR UP students when doing combined activities

Reimbursement should reflect costs were split for combined activities

Incomplete forms will be returned

Field Trips

If a specific field trip is in your plan and budget, then it is approved. You don’t need to do anything else for us (UW College Visit)

If a specific field trip is not in your plan or budget, then it is NOT approved and you must submit an electronic field trip request (available at gearup.wa.gov in Grant Administration section) (College field trip)

If you want to go on a field trip, but didn’t budget for it, then it requires a budget revision, just like any other expense that you haven’t planned for or had approved

Travel

Travel related issues are the most common issue on A19sReview materials in the Coordinator Manual with special

attention to:Meal periods and eligibility for meal reimbursementDocumentation requirementsInclude departure and return times on the travel form or on

expenditure detail form

New Per Diem Map will come out in October

Food

Healthy snacks – Always - ReallyCandy or other sweets are an incentive and limited to

$1 per student; limited to 1 activity per semester. Treats are rare and for a specific purpose (like returning a survey)

Want treats more often? Get donationsClear guidelines are provided in the Coordinator

Manual. Please review and follow them

Match

Current Volunteer Rate is $26.72 (Source: Independent Sector, 2013) Use this when the volunteer does not choose to provide their actual salary rate;

it includes benefits so do not add Encourage volunteers to include a benefit rate; if they don’t know it, 35% is a

good estimate Guest speakers, peer/community tutors, volunteer chaperones = volunteer rate Military recruiters and college campus staff = regular rate of pay Career Fairs = actual rate of pay IF they provide it. If not, then you must use the

volunteer rate

Annual staff match training is REQUIRED and must be entered into the portal when complete. Outline is available at gearup.wa.gov

GEAR UP paid staff time may be used as match IF you work beyond the hours you are paid by GEAR UP

Cohort School Expenditures

You may only pay for expenses that are specifically incurred as a result of GEAR UP.

Funds may only be spent on 10th graders. This includes staff time being paid for by GEAR UP – you may only serve 10th graders during this time.

If you include other students, the related expenses must be funded by another source, including staff time.

If your cohort is larger than a bus load (60), you are expected to fill the bus with cohort students.

Your INTENTION is the important consideration.

Cohort School Expenditures

Examples for Bus Costs: You have 100 students in 10th grade. You take them on a field trip to the University of

Washington. Two buses hold about 120 kids. You may opt to take an additional 20 non-GEAR UP students. GEAR UP will pay for the buses, but not the other expenses for those 20 students. KEY FACTOR: You had to take two buses anyway, so there was no additional bus cost.

You have 100 students in 10th grade. You take 50 of them on a field trip to the University of Washington, and take 50 9th graders along. GEAR UP will pay for one bus and the expenses for the 10th graders only. KEY FACTOR: This was a 9th/10th grade combined trip, and you needed one bus for the 10th graders participating, the second bus was only needed because you took additional non-GEAR UP students.

You invite all 9th and 10th grade AVID students on a field trip, and need only 1 bus. The bus and all other expenses must be paid proportionately. KEY FACTOR: Your intention was to include all AVID students in both grades.

Cohort School Expenditures

Examples for food costs: You have a family event and invite only the 10th grade families. You provide refreshments at a

cost of $5 per person. You can pay for all the food for this event. KEY FACTOR: You only invited 10th grade families.

You have a family event and invite all families, grades 9-12. You provide refreshments at a cost of $3 per person. You must proportionately divide the expenses, since you opted to include non-GEAR UP students and their families. KEY FACTOR: You intentionally included four grade levels, opening the event to non-GEAR UP students and families.

You planned to take 25 students on a field trip to the University of Washington. However, only 21 show up on the day of the trip. You arranged to have meal cards at the HUB at a cost of $8 per person = $200 total. GEAR UP can only pay for the actual number of students who attended = $8 per person x 21 = $168. KEY FACTOR: GEAR UP can only pay for goods and services actually received/used.

Priority School Expenditures

You may only pay for expenses that are specifically incurred as a result of GEAR UP.

Funds may only be spent on GEAR UP eligible students and their families. This includes staff time being paid for by GEAR UP – you may only serve GEAR UP eligible students during this time.

If you include other students, the related expenses must be funded by another source, including staff time.

Your INTENTION is the important consideration.

Priority School Expenditures

Examples: You take all 9th-10th grade GEAR UP students (40 students, e.g.) on a field trip. You also invite non-GEAR UP

students to participate, as you have room on the bus. As long as the majority of students are GEAR UP, you may pay for the bus with GEAR UP funds. All other expenses (food, admission, etc.) must be paid from another source for the non-GEAR UP students. KEY FACTOR: Your intention was to take only GEAR UP students, and there was still room on the bus because of the size of the group. HOWEVER, we encourage you to consider how to include more GEAR UP students, rather than taking non GEAR UP students and billing us for the total cost.

You take Washington State History students on a field trip. 12 are GEAR UP eligible, and 18 are not. All costs, including transportation, must be split proportionately with GEAR UP and another source, in this case, 40% can be charged to GEAR UP and 60% must be charged to another source. KEY FACTOR: Your intention was to take a specific classroom of students, regardless of the GEAR UP eligibility of the group.

You have a senior study activity on Saturday. You invite all of your seniors and 15 students show up. 10 are GEAR UP eligible and 5 are not. You provide food for them and must split the cost with another source. GEAR UP can pay for 67% of the total, another fund must pay for the other 33%. KEY FACTOR: Your intention was to support a senior class activity, that was open to all seniors.

Portal

Message Board feature! You may not have students listed yet for 2014-15 You cannot enter Year 4 activities until you have students

listed If you have students, they may not include new students You will need to track until all students are in the system May be end of October before all of your students show in

the portal, but some schools have already started reporting

Portal

Most common errors:Are you checking the Service Definitions to be sure you have the

correct Activity Type?When you “pre-load” students, prior to the activity, do you go

back and correct for attendance? Are you entering the correct amount of time for the activity?

Actual time spent in the activityShouldn’t include travel or sleep time on field tripsConsider the “agenda” for the day as the actual time

Professional Development

Thank you for doing a better job canceling if you have someone who cannot attend an event – this has saved us money

Remember that we need your cancellation at least 5 days in advance, or we are still paying for your food

All pro-dev that GEAR UP pays for must be entered into the portal

Professional Development

College Success Foundation & UW Training RequestsCSF & UW are working on processing the requestsBeth is working with them to make sure your needs are

metTransitioning to regional workshop model to build capacity

of staff to provide the informationExpect to add webinars as a Train the Trainer option

National GEAR UP WeekSeptember 22 - 26

National GEAR UP Week is an opportunity to raise awareness in your community about the positive impact GEAR UP is having locally

Encourage you to engage local media (send us a copy!)

Resources are available to help you plan your school’s GEAR UP Week: http://www.gearup.wa.gov/about/impact/national-gear-week-2014

Reporting - Katherine will send out a reporting form; due October 10

Take lots of photos and email them to Katherine

College Application Campaign

Site Lead Training: Friday September 12th 9-11 AM http://kristin498.enterthemeeting.com/m/4GBTG3AW

Applying to College Training: Friday, September 26th 9-11 AM http://kristin498.enterthemeeting.com/m/ZDCNUBGG

Pre-Register! The links above are for registration – once you register you will be sent the link to join the webinar.

Both trainings will be recorded. The first site lead training is required for all site leads. The second training is optional, and will go over the parts of a college application and what seniors should expect in the process.

Priority schools should plan to participate in both webinars. Cohort schools, we recommend that you share this information with your school counselors, and are welcome to participate.

Other Updates

Grade Level Benchmarks have been updated to reflect the latest graduation requirements

NCCEP Conference/National GEAR UP Conference, San Francisco, July 2015 May have some funds available to send staff Watch for information in January

Summer Camp – We will offer summer camps UW Leadership Camp with Gear Up For Excellence College Campus Camp similar to FOCUS camp last year You are also encouraged to send students to other GEAR UP approved

camps Stay tuned!

Questions?

Refer to Slide 4 for Contact Information (insert smiley face here)

Gearup.wa.gov/Grant AdministrationPlease share recording with appropriate staffHappy Year 4! Thank you for your time