MANUAL

VERSION 1 SPRING 2015

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TABLE OF CONTENTS

GEAR UP OHIO EXECUTIVE SUMMARY ..........................................................Page 3

Introduction Magnitude & Severity of the Problem GEAR UP Ohio Goals GEAR UP Ohio Partners GEAR UP Ohio Project Structure

PROGRAM OVERVIEW .........................................................................................Page 5

Description of the GEAR UP Ohio Program Federal Authorization of the GEAR UP Program Required Activities Permissible Activities Federal GEAR UP Program Guidance

PROGRAM DESIGN ................................................................................................Page 8 GEAR UP Ohio Program Structure Feedback for Continuous Improvement Data Evaluation

FUNDING GUIDELINES ........................................................................................Page 10 Introduction Budget Supplement, not Supplant GEAR UP Ohio Expenditures Cost Types Direct Costs, Budget Categories Match, Budget Categories Statement of Expenditure Form Instructions

REQUIRED ACTIVITIES AND SERVICES ............................................................Page 21 Goals and Objectives Activity and Service Documentation

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GEAR UP OHIO EXECUTIVE SUMMARY

Introduction

The GEAR UP Ohio project was conceived and designed as a partnership between the Ohio Board of Regents (OBR) and College Now Greater Cleveland (College Now) as a logical approach to increase college and career attainment in Ohio by uniting statewide initiatives with College Now’s extensive college access experience. OBR is a Cabinet-level agency for the Governor of the State of Ohio that oversees higher education for the state. The agency’s main responsibilities include authorizing and approving new degree programs, managing state-funded financial aid programs and developing and advocating policies to maximize higher education’s contributions to the state and its citizens. College Now Greater Cleveland has been providing college access services and financial aid counseling for 47 years and is the state’s largest college access organization. College Now currently serves in 75 school districts, and 50 community organizations, throughout northeast Ohio. The partnership between OBR and College Now provides the right mix of mission and programmatic experience to successfully execute the GEAR UP objectives.

Magnitude & Severity of the Problem

Ohio ranks 38th nationally in postsecondary attainment with only 25 percent of adults age 25 or older holding a bachelor’s degree or higher compared to the national average of 29 percent (United States Census Bureau, 2014). The GEAR UP Ohio project targets high-need communities with markedly low degree attainment rates. The following conditions, which contribute to a lack of postsecondary degree attainment, are present in the GEAR UP sites: economic disadvantage; academic achievement gaps; low high school graduation rates; low postsecondary enrollment; and, high postsecondary remediation in math and reading. The GEAR UP Ohio project will systematically address these contributors to low postsecondary attainment in order to meet the state’s goal of 60 percent college completion by 2025 (Lumina Foundation, 2013).

GEAR UP Ohio Goals

Goal #1 Increase the academic performance and preparation for postsecondary education for GEAR UP OHIO students.

Goal #2 Increase the rates of high school graduation and enrollment in postsecondary education for GEAR UP OHIO students

Goal #3 Increase GEAR UP OHIO students’ and their families’ knowledge of postsecondary options, preparation and financing

Goal #4 Ensure that GEAR UP OHIO consortia will become self-sustaining; develop civic participation in their programs and spread awareness and replication in other schools and communities.

GEAR UP Ohio will meet its goals through the extensive, research-based program plan established in the proposal. Programming has been planned to meet the needs of each grade level, and each GEAR UP Site Team will consider the specific needs of that community and schools when implementing initiatives to maximize outcomes to meet the project’s goals. The Site Teams will be embedded in the target schools and become an integral part of the staff as they work in partnership with the school districts. The GEAR UP Ohio sites will serve as proving grounds for creating and sustaining college and career going cultures in Ohio communities.

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GEAR UP Ohio Partners

In addition to the partners outlined in the table below, GEAR UP Ohio sites will partner with the Educational Service Centers (ESC) to coordinate teacher professional development, as well as the local and state Chambers of Commerce to provide career exploration opportunities.

GEAR UP Ohio Partners

City College Access Organization

IHE School Number of Enrolled

Parma College Now Greater

Cleveland

Cuyahoga Community

College (West)

Green Briar Middle 950

Hillside Middle 720

Shiloh Middle 826

Normandy High 1,420

Parma High 1,674

Valley Forge High 1,687

Marion I CAN Center of

Excellence

Ohio State University,

Marion

Grant Middle 614

Harding High 1,075

Norwood Cincinnati Youth

Collaborative

University of Cincinnati, Blue

Ash

Norwood Middle 341

Norwood High 593

Crooksville Scholarship Central: Muskingum County

Community Foundation

Zane State College

Crooksville Intermediate

90

Crooksville High 463

Total 10,453

GEAR UP Ohio Project Structure

The placement of GEAR UP Ohio in the office of P-16 Initiatives will allow for thorough integration of statewide initiatives from OBR and the Ohio Department of Education (ODE). The structure also provides broad support for the sites’ implementation of all of the research-based programming designed to get students to and through postsecondary education and onto a career.

GEAR UP Ohio Sites

Northeast / Cuyahoga Parma Schools

Central / Marion Marion Schools

Southeast/Perry Crooksville Schools

Southwest/HamiltonNorwood Schools

GEAR UP Ohio Technical Assistant (TA) Team

TA Financial Specialist, College Now

TA Director, College Now TA Data Specialist, College Now

Associate Vice Chancellor of P-16 Initiatives, Ohio Board of Regents

Evaluation Team State Director Scholarship & Program Coordinator

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PROGRAM OVERVIEW The GEAR UP program is a discretionary grant program which encourages applicants to provide support and maintain a commitment to eligible low-income students, including students with disabilities, to assist the students in obtaining a secondary school diploma, and preparing for and succeeding in postsecondary education.

Description of the GEAR UP Ohio Program The GEAR UP program is designed to significantly increase the number of low-income students who are prepared to enter and succeed in postsecondary education. GEAR UP provides six- or seven-year grants to States to provide services at high-poverty middle and high schools and through the first year of college. Services include: providing information regarding financial aid for postsecondary education to participating students in cohorts, encouraging student enrollment in rigorous and challenging curricula and coursework, and improving the number of participating students who obtain a secondary school diploma and complete applications for and enroll in a program of postsecondary education. GEAR UP funding can also be used to provide scholarships to students.

Federal Authorization of the GEAR UP Program The Secretary is authorized to establish a program that encourages eligible entities to provide support, and maintain a commitment, to eligible low-income students, including students with disabilities, to assist the students in obtaining a secondary school diploma (or its recognized equivalent), and to prepare for and succeed in postsecondary education, by providing –

(1) financial assistance, academic support, additional counseling, mentoring, outreach, and supportive services to students, including students with disabilities, to reduce -

a. the risk of such students dropping out of school; or b. the need for remedial education for such students at the postsecondary level;

(2) information to students and their families about the advantages of obtaining a postsecondary education and, college financing options for the students and their families.

Source: 20 U.S. Code § 1070a-21 – Early intervention and college awareness program authorized

Required Activities GEAR UP Ohio sites must provide comprehensive mentoring, outreach, and supportive services to students participating in the GEAR UP Ohio program. These services must include the following activities:

(1) Providing information regarding financial aid for postsecondary education to eligible participating students.

(2) Encouraging student enrollment in rigorous and challenging curricula and coursework, in order to reduce the need for remedial coursework at the postsecondary level.

(3) Improving the number of participating students who a. obtain a secondary school diploma; and b. complete applications for, and enroll in, a program of postsecondary education.

(4) Providing scholarships. Source: 20 U.S. Code § 1070a-24 - Activities GEAR UP Ohio is required to report data on the following types of service: comprehensive mentoring, counseling/advising/academic planning/career counseling, financial aid counseling/advising, rigorous academic curricula, supportive services, college visits/college student shadowing, educational field trips, family cultural events, job site visit/job shadowing, summer programs, and workshops.

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Permissible Activities GEAR UP Ohio sites may use grant funds to carry out one or more of the following activities:

(1) Providing tutors and mentors for eligible students. (2) Providing supportive services to eligible students. (3) Supporting the development or implementation of rigorous academic curricula, which may

include college preparatory, Advanced Placement, or International Baccalaureate programs, and providing participating students access to rigorous core academic courses that reflect challenging State academic standards.

(4) Supporting dual or concurrent enrollment programs between the secondary school and institution of higher education partners and other activities that support participating students in

a. meeting challenging State academic standards; b. successfully applying for postsecondary education; c. successfully applying for student financial aid; and d. developing graduation and career plans.

(5) Providing special programs or tutoring in science, technology, engineering, or mathematics. (6) Introducing eligible students to institutions of higher education, through trips and school

based sessions. (7) Providing an intensive extended school day, school year, or summer program that offers

a. additional academic classes; or b. assistance with college admission applications.

(8) Providing other activities designed to ensure secondary school completion and postsecondary education enrollment of at-risk children, such as

a. the identification of at-risk children; b. after-school and summer tutoring; c. assistance to at-risk children in obtaining summer jobs; d. academic counseling; e. financial literacy and economic literacy education or counseling; f. volunteer and parent involvement; g. encouraging former or current participants of a program under this chapter to serve as

peer counselors; h. skills assessments; i. personal and family counseling, and home visits; j. staff development; and k. programs and activities that are specially designed for students who are limited English

proficient. (9) Enabling eligible students to enroll in Advanced Placement or International Baccalaureate

courses, or college entrance examination preparation courses. (10) Providing services to students through the first year of attendance at an institution of higher

education. (11) Fostering and improving parent and family involvement in elementary and secondary

education by promoting the advantages of a college education, and emphasizing academic admission requirements and the need to take college preparation courses, through parent engagement and leadership activities.

(12) Disseminating information that promotes the importance of higher education, explains college preparation and admission requirements, and raises awareness of the resources and services provided by the eligible entities to eligible students, their families, and communities.

Source: 20 U.S. Code § 1070a-24 - Activities

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Federal GEAR UP Program Guidance The implementation of the GEAR UP Ohio program is guided by the following federal legislation, regulations, and guidance in addition to the original grant application. As participating GEAR UP Ohio sites, those working for the program MUST know and abide by these regulations. Legislation

Higher Education Act of 1965, as amended, Title IV, Part A, Subpart 2, Chapter 2

The HEA of 1965, as amended has been codified in 20 U.S. Code Division 2 – Gaining Early

Awareness and Readiness for Undergraduate Programs Regulations

Code of Federal Regulations (CFR) Part 694 The Education Department General Administrative Regulations (EDGAR) Title 34 CFR parts 74-86, and 97-99.

Part 74 – Administration of Grants and Agreements with Institutions of Higher Education, Hospitals, and Other Non-Profit Organizations (now incorporated into 2 CFR Part 200)

Part 75 – Direct Grant Programs

Part 76 – State-Administered Programs

Part 77 – Definitions That Apply to Department Regulations

Part 78 – N/A

Part 79 – Intergovernmental Review of Department of Education Programs and Activities

Part 80 – Uniform Administrative Requirements for Grants and Cooperative Agreements to State and Local Governments (now incorporated into 2 CFR Part 200)

Part 81 – General Education Provisions Act-Enforcement

Part 82 – New Restrictions on Lobbying

Part 83 – N/A

Part 84 – Governmentwide Requirements for Drug-Free Workplace (Financial Assistance)

Part 85 – N/A

Part 86 – Drug and Alcohol Abuse Prevention

Part 97 – Protection of Human Subjects

Part 98 – Student Rights in Research, Experimental Programs, and Testing

Part 99 – Family Educational Rights and Privacy

Federal Register, Part II, Department of Education, 34 CFR Parts 206, 642, 643, et al. Guidance Cost Principles, A-87, State and Local Governments Relocated to 2 CFR, Part 225

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PROGRAM DESIGN GEAR UP Ohio will provide targeted services based on school and community need. An initial needs assessment will be conducted at the start of the program in the schools of the chosen sites to identify target areas that GEAR UP can focus services to affect change. To define and track implementation of GEAR UP services at each site, each GEAR UP site will complete an annual Needs Assessment based on required GEAR UP services, but allows for local design based on individual data and need evaluation. The Needs Assessment will provide detailed information on how the sites will implement activities and services. All services identified will be measureable, include a plan for how success will be evaluated, and will support GEAR UP national goals and state performance indicators. Funding for GEAR UP Ohio programs will be provided directly to partner College Access Organizations. Each College Access Organization will receive funding through a service agreement with the Ohio Board of Regents (OBR). College Now Greater Cleveland, in its capacity as Technical Assistant to the GEAR UP Ohio Grant, will distribute a yearly agreement that outlines responsibilities for each GEAR UP site, including adherence to federal law, guidance, and cost principles of the GEAR UP program. Funding will be dispersed monthly by reimbursement to the partner College Access Organizations for services implemented and rendered. OBR will reimburse the College Access Organization for the Site Director, the Site Advisor(s), the Site Administrative Assistants (as applicable), GEAR UP services, support, and activities provided in accordance with an approved program plan. The amount of reimbursement requested for a particular billing period must be equal to, or less than, the amount of actual expenditure on approved GEAR UP activities, staff, or services. Reimbursement for employee salary/compensation is limited to compensation for the employee’s time spent on GEAR UP specific activities. Expenses will only be reimbursed once implementation of services has been documented.

GEAR UP Ohio Program Structure Each site consists of a college access partner, an institution of higher education (IHE) partner, and a target school district. Site staff will include a site director, advisors, and an administrative assistant. These staff will be employed by the college access partner. Site Directors The local Site Directors at each of the four GEAR UP Ohio sites will be knowledgeable about program development, relationship building, event development and management, and institutional advancement. Knowledge and experience in education and communications is also desirable. Site Directors will be responsible for local data collection and analysis, reporting, budget management and supervising the Advisors at each site. GEAR UP Site Directors will be responsible for the implementation of the GEAR UP program at selected GEAR UP partner school districts. Site Directors will be full-time employees of the GEAR UP site’s specific partner College Access Organization. The Site Director will be supervised directly by their College Access Organization as well as the designated GEAR UP State Director. Site Directors will be expected to work closely with building principals and other administrators, as well as the GEAR UP Ohio Technical Assistance Team. The GEAR UP Site Directors, in conjunction with GEAR UP Advisors and Administrative Assistants will implement direct GEAR UP services in the schools; have daily contact with school staff, GEAR UP students and their parents; network and collaborate with other programs and resources in the school and community; analyze data for continuous improvement and assurance of best practices, and work toward systemic change within the school and community to develop school reform.

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Site Advisors Responsibilities for each Site Advisor include coordinating student tutoring support, meeting with parents, coordinating college visits, coordinating attendance incentive programs, conducting preparation courses for standardized college readiness assessments, assisting with college application and FAFSA completion and submission, assisting students with rigorous course selection, monitoring and analyzing student performance data, assisting seniors in summer bridge program enrollment, and connecting with recent high school graduates to assist in finalizing college plans. Administrative Assistants Administrative Assistance will assist the Site Director and Advisors with administrative duties for program implementation, monitoring, and reporting. General Recognizing that each site’s needs are unique, the GEAR UP implementation of services may be the responsibility of the Site Director or they may be assigned to other staff within the school district. However, GEAR UP will not be effective if facilitated by only one person. The site team of Director, Advisors and Administrative Assistants (among others) must actively participate in the program to ensure success and sustainability of GEAR UP in Ohio. Sites must be very conscious to ensure GEAR UP funds are supplementing, not supplanting, existing positions within the district. If a potential Site Director already works within the district, GEAR UP responsibilities must be identifiable, documentable and separate from other assigned duties.

Feedback for Continuous Improvement GEAR UP Ohio will have many procedures in place to ensure feedback and use of data for continuous improvement. Monthly monitoring of programs by reviewing documented services and budget alignment will enable the Technical Assistance team to ensure that implementation of GEAR UP Ohio services at the school level are on track. In addition, Site Directors will verify and document implementation of regular site team meetings, hard copies of student services, budget and match documentation, and take physical inventory of purchases made with GEAR UP funds. Site Directors will utilize data collected at on-site meetings and monthly submissions of data and documents from Advisors to ensure adequate progress toward GEAR UP goals.

Data Evaluation GEAR UP goals and objectives will be evaluated on a continuous basis, including the required annual performance and biennial reports. The statewide longitudinal data system will also be used to develop student and teacher level reports to provide information for site directors and GEAR UP schools on how to improve practices to address the academic needs of these students. GEAR UP teachers will also be advised to utilize student level data to ensure adequate target services to specific at-risk students. Data available annually or on a less regular basis such as ACT and SAT scores will be disseminated to influence practices when available.

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FUNDING GUIDELINES

Introduction 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 must set up strong controls over grant projects to ensure the proper use of public funds. In addition to understanding federal requirements, you are expected to follow the policies of the fiscal agent of the grant - the Ohio Board of Regents (OBR). The OBR has additional policies it must follow to comply with state and federal law. It is important to rely on OBR’s GEAR UP staff when the federal regulations aren’t clear on an issue. You also must follow GEAR UP Ohio reporting guidelines and budget categories. GEAR UP Ohio is a state grant and therefore must “comply with the State plan and applicable statues, regulations, and approved applications, and shall use Federal funds in accordance with those statutes, regulations, plan, and applications.” In addition, when procuring services under a grant, “a State will follow the same policies and procedures it uses for procurements from its non-Federal funds.” Source: 34 CFR Subtitle A, §76.700 and 34 CFR Subtitle A, §80.36

Budget An integral component of the GEAR UP program plan is the budget. A detailed annual budget will be provided by OBR. All costs associated with GEAR UP Ohio MUST follow all federal guidelines for use of federal funds. Your memorandum of understanding will detail the cost principles applied to GEAR UP Ohio. GEAR UP funds not expended by the end of the fiscal year may carry over for the next year. As the GEAR UP program year progresses, a site may find it necessary to revise the original budget in order to achieve the goals in its approved program plan. If a site wishes to expend GEAR UP funds in a manner other than what is outlined in the approved program plan and budget, approval must be sought from OBR by submitting a GEAR UP Program Plan and Budget Amendment Form. Amendment requests will be evaluated based on alignment with GEAR UP Ohio goals and objectives, time and effort available for implementation and integration into existing activities and services. GEAR UP Program Plan and Budget Amendment Forms will be provided upon request.

Supplement, not Supplant GEAR UP regulations require that GEAR UP funds supplement but not supplant. GEAR UP funds are intended to build the capacity of school districts to create a college going culture. Therefore, 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. Below are some examples:

For the last five years, your school has paid for a career exploration software license. This year, the school needs new computer equipment so you have been asked to pay for the software license with GEAR UP funds to free up funding for computer equipment. This is supplanting and is not allowed.

For the last several years, your school has annually purchased $500 worth of new library books. This year you have been asked to use GEAR UP funds to pay for the books. This is supplanting and is not allowed.

For the last two years, your school has been unable to purchase any curriculum enhancement materials for math classes, including an essential software package, because of budget cuts. You have been asked to purchase this software with GEAR UP funds this year. This is not supplanting and is allowed because without GEAR UP funding, your school would not be able to make this purchase.

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Source: 20 U.S. Code § 1070a-22 - Requirements

GEAR UP Ohio Expenditures GEAR UP funds may be used to pay for activities that support the GEAR UP Ohio goals and objectives, as outlined in the College Access Partner Memorandum of Understanding, Scope of Work and School District Memorandum of Understanding. To help you decide if costs are allowable or not, ask these questions: Is the expense:

Necessary to implement the program; Reasonable, in that a prudent person would determine that the cost is appropriate; Allocable to program objectives; and Compliant with the program’s federal, state, or local laws/regulations

Source: 2 CFR, Part 225, Appendix A, C. Basic Guidelines

Cost Types A sound fiscal GEAR UP grant program begins with understanding what types of expenses can be paid for with Federal funds. Allowable costs are those expenses that are specifically permitted (or not prohibited) by the laws, regulations, principles and standards issued by the USDOE and other authoritative sources. Unallowable costs are expenditures that are prohibited to be made using federal dollars, or with dollars that you are claiming towards the GEAR UP match. Often, the federal administrative regulations are extremely clear on what is permitted or prohibited, and in other cases, require a degree of interpretation that is more difficult to attain. Be consistent in treating costs as direct or indirect; once a cost is treated as direct or indirect, it should be treated that way for all activities. Direct Costs Direct costs are those that can be identified specifically with GEAR UP Ohio cost objectives. Direct costs generally include:

1. Salaries and wages (including vacations, holidays, sick leave, and other excused absences of employees working specifically on objectives of a grant or contract – i.e., direct labor costs).

2. Other employee fringe benefits allocable on direct labor employees. 3. Consultant services contracted to accomplish specific grant/contract objectives. 4. Travel of (direct labor) employees. 5. Materials, supplies and equipment purchased directly for use on a specific grant or contract. 6. Communication costs such as long distance telephone calls or telegrams identifiable with a

specific award or activity. Examples: salaries, wages and benefits for grant staff (e.g. site directors, advisors, and site support staff); grant staff travel Source: ED Indirect Cost Guidance Indirect Costs Indirect costs represent the expenses of doing business that are not readily identified with a particular grant, contract, project function or activity, but are necessary for the general operation of the organization and the conduct of activities it performs. In theory, costs like heat, light, accounting and personnel might be charged directly if there was an easy way to capture minute by minute usage.

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Practical difficulties preclude such an approach. Therefore, cost allocation plans or indirect cost rates are used to distribute those costs to benefiting revenue sources. Looking at it another way, indirect costs are those costs that are not classified as direct. Indirect costs are calculated at a rate of eight percent (8%) Examples: salaries and expenses for the following – data processing, accounting, personnel (HR), purchasing Source: ED Indirect Cost Guidance Match GEAR UP Ohio is required to collect a dollar-for-dollar match, meaning that for each Federal dollar received, we must collect an equal dollar amount of match or in-kind contributions in the form of State or private funds. It is our responsibility to collect and document this match with the same care and attention to accuracy, accountability and timeliness as documenting the use of federal grant funds. If we do not meet the match requirement, we could have our federal funds reduced or our award could be terminated. Qualifying match contributions must be necessary to accomplish program activities, verifiable and only allowable according to GEAR UP guidelines. Match follows the same rules as the money you spend on GEAR UP. Your match must be allocable, allowable and reasonable. “Match” is a general term that refers to goods, services or staff time donated to the project. In the case of GEAR UP grants, it means the non-federal share of program costs. If your organization purchased the goods or services but did not request reimbursement from the grant, then the generic term “match” applies. If another person or organization donated the goods or services, then both the generic term “match” and the more specific term “in-kind” applies. Allowable match contributions may be paid for by state or local funds or donated. “In-Kind” refers to non-cash contributions of goods or services made by third party individuals or organizations to GEAR UP projects. Examples of in-kind include work done by unpaid volunteers in support of GEAR UP, college entrance exam test fee waivers, and donations of supplies, facilities or equipment. All contributions, including cash and third party in-kind, are accepted as part of the recipient’s cost sharing or matching when contributions meet the following criteria:

1. Are verifiable from the recipient’s records. 2. Are not included as contributions for any other federally-assisted project or program. 3. Are necessary and reasonable for proper and efficient accomplishment of project or program

objectives. 4. Are allowable under the applicable cost principles. 5. Are not paid by the Federal Government under another award, except where authorized by

Federal statute to be used for cost sharing or matching. 6. Are provided for in the approved budget when required by the Secretary. 7. Conform to other provisions of this part, as applicable.

Other Federal Funds Match cannot be claimed from other sources/programs that are federally funded. In other words, if you receive other federal grants, it cannot be used as match to the GEAR UP program.

Note: AmeriCorps is a federally funded program and AmeriCorps member time cannot be counted as match.

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Match can be counted only once If you have one or more federal grants, you can only count a match contribution once. Additionally, if you partner with another federal program and provide goods or services jointly, and both programs are collecting match, you must determine which program gets the match. You may split it out and share it or one program may use it. If you have more than one grant that requires match, you cannot move match from one project to another. Each must be documented separately and the match must be used for the grant to which it was contributed. Examples Financial assistance obligated to students; waivers: the amount of tuition, fees, room, board waived or reduced for GEAR UP students; the amount expended on documented, targeted, long-term mentoring and counseling provided by volunteers or paid staff of non-school organizations, including businesses, religious organizations, community groups, philanthropic organizations and other organizations; other resources recognized by the Secretary (USDOE) including equipment and supplies, cash contributions from non-Federal sources and facility usage GEAR UP Ohio partners are required to collect and document match equal to the amount documented in each partner’s annual match budget.

Direct Costs, Budget Categories Salaries Gross (before withholdings/deductions) salaries and wages for site directors, advisors, support staff, TA directors, TA specialists (data, financial, etc.), state directors, and coordinators may be charged to this category and are allowable to the extent that the total compensation of the individual employees conforms to the established policies of the institution/entity, consistently applied, and provided that the charges for work are in alignment with the site approved budget.

Time and Effort 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.

Severance Pay Costs of severance pay, for personnel whose services have been terminated are allowable only to the extent that such payments are required by law, by employer-employee agreement, by established policy that constitutes in effect an implied agreement on the institution's part, or by circumstances of the particular employment.

Source: 2 CFR, Part 225, Appendix B

Employee Benefits Fringe benefits for all salaried positions working in support of GEAR UP Ohio will be provided, including: FICA, health insurance, life insurance, prescription drug benefits, and workers’ compensation. The calculation rate for these benefits is twenty-eight percent (28%) of the base salary. Fringe benefits costs should be in line with institutional policies regarding: annual leave, sick leave, military leave, and employer contributions or expenses for social security, employee insurance, workmen's compensation insurance, and tuition or remission of tuition for individual employees. Source: 2 CFR, Part 225, Appendix B

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Travel Travel costs are the expenses for transportation, lodging, subsistence, and related items incurred by employees who are in travel status on official business of the institution. Travel outside of the United States requires prior approval.

Travel costs also may be incurred in relation to local events for students, parents or professionals participating in programs authorized by the GEAR UP statute. Please see the GEAR UP Ohio Travel Guidelines for additional guidance.

Meetings and Conferences Costs of meetings and conferences, the primary purpose of which is the dissemination of technical information, are allowable. This includes costs of meals, transportation, rental of facilities, speakers' fees, and other items incidental to such meetings or conferences. Be aware of restrictions pertaining to entertainment costs. Alcoholic Beverages Unallowable

In-State In-state travel costs will generally consist of mileage reimbursement for GEAR UP Ohio employees traveling between sites whether for site visits or training purposes. Commuting mileage (from your residence to/from your primary office location) will not be reimbursed. When traveling from your residence to a non-office location mileage reimbursement will only be provided for the distance from your residence to the alternate location less your normal commute. It is recommended that those requesting mileage reimbursement attach some form of documentation to support the number of miles being claimed (e.g. googlemaps, MapQuest, etc.). Mileage reimbursement is only available for personal vehicle use. GEAR UP Ohio grant staff are encouraged to select economical transportation for in-state travel. There may be instances where a rental vehicle or other mode of transportation will result in a lower cost than mileage reimbursement on a personal vehicle. Carpooling is also encouraged to limit travel costs. Meals and incidental per diem is allowable only when overnight lodging is required. Out-of-State Airfare may be purchased for out-of-state travel, but should be at the lowest available rate. Meals and incidental per diem is allowable for overnight travel and will be reimbursed in accordance with per diem rates established by the U.S. General Services Administration (www.gsa.gov). Lodging should be secured in accordance with the per diem rates established by the U.S. General Services Administration. Reimbursement will be provided for the actual cost, up to the maximum allowable lodging rate for that location, plus applicable taxes on the entire room. Lodging at an event site or at a hotel identified in event registration materials as one of the event hotels may be reimbursed at actual cost, provided such cost is reasonable. Receipts are required for expenses exceeding ten dollars. Any applicable conference materials such as agendas, brochures, or otherwise will be required as supporting documentation.

Sources: 2 CFR, Part 225, Appendix B & the Ohio Office of Budget and Management (OBM) Travel Rule Forms: Travel Reimbursement Form

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Materials and Supplies Costs incurred for site materials, computers, and supplies to carry out the grant are allowable. Supplies have a per-unit cost of less than $5,000.

Publications and Printing Publication costs—including the costs of printing, distribution, promotion, mailing, and general handling—are allowable federal costs if they are allocable to project objectives. If not, any publications or printing should be paid for by institutional or indirect funds.

Goods or Services for Personal Use Costs of goods or services for personal use of the governmental unit's employees are unallowable regardless of whether the cost is reported as taxable income to the employees.

Property of GEAR UP All supplies, materials and equipment purchased with GEAR UP funds are the property of the GEAR UP Ohio program. They must be used exclusively to serve eligible GEAR UP students and remain with the program through the end of the grant.

Consulting and Contracts Software fees for common outcomes measurement systems across all sites. Costs associated with consultants are allowable if there is a need in the project for the services and the

grantee cannot meet that need by using an employee rather than a consultant. Other Programming for tutoring, mentoring, after-school, and summer academic programs for GEAR UP Ohio students

Entertainment Costs 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. Be sure to distinguish these unallowable expenses from similarly worded and allowable student activities, meetings and conferences that are approved as part of your grant agreement.

Student Activity Costs Costs incurred for intramural activities, student publications, student clubs, and other student activities, are unallowable, unless specifically provided for in the grant agreement. College Deposits & Fees Housing, enrollment, and orientation fees (to name a few) are not allowable as GEAR UP funds are not authorized to pay these fees. These types of fees may be allowable as match. Food & Beverage Food and beverage may be allowable as a programming cost for GEAR UP activities. However, pre-approval is required for such expenditures. Sites wishing to provide food and beverage for GEAR UP activities should complete the Activity Approval Form. If the food and beverage cost is not approved, it may still be allowable as match. Not only are there restrictions on food and beverage at the Federal level, there are restrictions at the state level. Please refer to the Guidelines for Hosting or Sponsoring Meetings and Other Events for detailed guidance. The Activity Approval Form ensures that expenditures are allowable under Federal and state guidelines.

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Compensation Nothing teachers do during their contractual day can be counted as match or compensated. Anything they do before, after, on weekends, or during the summer can be compensated or counted as match. However, if providing compensation, a stipend amount (and not an hourly or salary rate) should be set and paid to the teacher. This compensation may be considered program cost. Compensation for security services for an overnight site visit is also allowable and may be considered a programming cost. Summer Camp, Bridge Program Fees Program fees for summer camp or bridge programs not offered through existing GEAR UP funding are allowable. For example, if there is a STEM (or other related rigorous academic curricula) related summer program that would be of interest to GEAR UP students, but it’s not something the GEAR UP summer program will cover or offer since it already exists (think “supplement, not supplant”) such fees may be covered for students as program costs.

When planning activities and expenditures, college access partners and schools must follow the guidelines listed below: Funds may be used to support activities for eligible GEAR UP students only. Students are eligible for GEAR UP services based on low-income status. This may be determined by free/reduced lunch status or other standard measures of income, such as whether the family receives TANF, the student is in foster care or whether the family receives Social Security Disability, among others. Source: http://www2.ed.gov/programs/gearup/faq.html#question12 New Students New, eligible students may be added at any time throughout the grant period. Once a student is deemed eligible, they remain eligible for the remainder of the grant period.

Advertising and Public Relations Costs The OMB cost principles define advertising costs as the expenses associated with the costs of advertising media (magazines, newspapers, radio and television, direct mail, exhibits, electronic or computer communication) and associated administrative costs. These costs are generally unallowable.

For GEAR UP, reasonable advertising costs are allowable when: (1) Recruiting and advertising for vacant GEAR UP staff positions in a manner that is acceptable and standard for the hiring entity.

The term public relations is defined as activities dedicated to maintaining the image of the institution/governmental agency or maintaining or promoting understanding and favorable relations with the community or public at large or any segment of the public.

For GEAR UP, public relations costs are potentially allowable when: (1) The activity is part of your approved application. (2) You are communicating with the public and press pertaining to specific activities or accomplishments which result from your grant performance (these costs are considered necessary as part of the outreach effort for the sponsored agreement). (3) You are conducting general liaison with news media and government public relations officers, to the extent that such activities are limited to communication and liaison necessary to keep the public informed on matters of public concern.

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Advisory Councils Costs incurred by advisory councils or committees are allowable as a direct cost when authorized by the awarding agency or as an indirect cost where allocable to the GEAR UP award.

Commencement and Convocation Costs For education institutions, costs associated with commencement and convocations are unallowable, but costs associated with GEAR UP activities that take place during commencement events may be allowable under student activity costs if approved as part of your grant agreement.

Fines and Penalties Costs resulting from violations or failure of the fiscal agent to comply with, federal, state, and local or foreign laws and regulations are unallowable, except when incurred as a result of compliance with specific provisions of the sponsored agreement, or instructions in writing from the authorized official of the sponsoring agency authorizing in advance of such payments.

Late fees, including late fees for registrations, and interest charges on credit cards are unallowable. Student fines are also unallowable.

Providing Donations and Contributions Contributions or donations (including cash, property, and services) are unallowable costs. This should be distinguished from the match. GEAR UP may receive donations, contributions or services under the GEAR UP match guidelines.

Fund Raising Costs of organized fund raising are unallowable.

Memberships, Subscriptions and Professional Activity Costs Costs associated with memberships in business, technical, and professional organizations are allowable. In addition, subscriptions to business, professional, and technical periodicals are allowable.

Please note that the circulars make the following exceptions:

State entities can use federal funds for membership in civic, community, and social organizations which are allowable as a direct cost with the approval of the USDOE.

State entities cannot use federal funds for membership in organizations substantially engaged in lobbying.

Incentive and Reward Purchases Allowable, with exceptions Rental Cost of Buildings and Equipment With stipulations, rental costs are allowable to the extent that the rates are reasonable in light of such factors as: (1) rental costs of comparable property, if any; (2) market conditions in the area; (3) alternatives available; and, (4) the type, life expectancy, condition, and value of the property leased. Rental arrangements should be reviewed periodically to determine if circumstances have changed and other options are available.

Indirect Costs Indirect costs represent the expenses of doing business that are not readily identified with a particular grant, contract, project function or activity, but are necessary for the general operation of the organization and the conduct of activities it performs. In theory, costs like heat, light, accounting and personnel might be charged directly if there was an easy way to capture minute by minute usage.

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Practical difficulties preclude such an approach. Therefore, cost allocation plans or indirect cost rates are used to distribute those costs to benefiting revenue sources. Looking at it another way, indirect costs are those costs that are not classified as direct. Indirect costs are calculated at a rate of eight percent (8%)

Communication Costs Costs incurred for telephone services, local and long distance telephone calls, telegrams, postage, messenger, electronic or computer transmittal services and the like are allowable.

Other Examples: salaries and expenses for the following – data processing, accounting, personnel (HR), purchasing Source: ED Indirect Cost Guidance

Match, Budget Categories Salaries

School Staff Time

Generally, teacher salaries and benefits cannot count as match, because they are not directly related to the GEAR UP grant. If, however, teachers are being paid by the school district or are volunteering their time to conduct activities outside their normal duties that are specifically related to the GEAG UP grant, the portion of their salary and benefits related to those activities may count as match.

Administration (building and district) and classified staff time in support of GEAR UP activities always counts as match.

A school counselor’s time may be counted as match when engaged in GEAR UP activities, if they are categorized by your district as an administrator and not as a certificated staff member (teacher). If they are classified as a teacher, then they are only eligible for match if it is performed outside of their contract day.

Substitute pay for GEAR UP activities may count as match, if it is being paid by a non-GEAR UP source.

Each district has agreed that a portion of salary and benefits for the school counselor (17%), middle school (5%), and high school principal (5%) will be provided as match.

Each IHE partner has agreed that a portion of salary and benefits for the dual enrollment coordinator (25%) and admissions counselor (25%) will be provided as match.

Each college access partner has agreed that a portion of salary and benefits for access staff (15%) will be provided as match.

Please refer to your site’s Partner Identification Form and Cost Share Worksheet for additional information on your match requirements.

Volunteer Services When members of the community, families or students volunteer to support GEAR UP students and activities, GEAR UP recommends using the standard volunteer value set by https://www.independentsector.org/volunteer_time. Per the website, the published rate is $23.07 per hour, which includes benefits. This would include guest speakers, parent

chaperones, cross age tutors and others. This rate is updated annually in January.

College Campus Staff and Military Recruiters College campus staff, when working with GEAR UP students, should document their actual salary with benefits for match purposes. They are assisting you in accordance with their regular job duties, so their normal rate applies.

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Guest Speakers and Career Fair Presenters Guest speakers and career fair presenters who are providing job and career information to GEAR UP students may document their actual salary and benefits for match purposes. If a donor does not provide their actual rate of pay, you must use the volunteer rate of $23.07. Time and Effort 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

Employee Benefits Fringe benefits for all salaried positions working in support of GEAR UP Ohio will be provided, including: FICA, health insurance, life insurance, prescription drug benefits, and workers’ compensation. The calculation rate for these benefits is twenty-eight percent (28%) of the base salary. Fringe benefits costs should be in line with institutional policies regarding: annual leave, sick leave, military leave, and employer contributions or expenses for social security, employee insurance, workmen's compensation insurance, and tuition or remission of tuition for individual employees. Source: 2 CFR, Part 225, Appendix B Materials and Supplies Each district has agreed to provide administrative supplies, computer access, and network infrastructure to support the implementation of GEAR UP. Each college access partner has agreed to provide supplies, computer access, and network infrastructure to support the school sites and implementation of GEAR UP. Other Financial assistance obligated to students Waivers: the amount of tuition, fees, room, board waived or reduced for GEAR UP students The amount expended on documented, targeted, long-term mentoring and counseling provide by volunteers or paid staff of non-school organizations, including businesses, religious organizations, community groups, philanthropic organizations, and other organizations

Discounts Discounts may be counted towards match, provided the discount is GEAR UP specific and is not available to the general public. For example, if you order pizza for a parent meeting and the restaurant has a two for one special, you may not apply it as match since it is available to the general public. However, if the restaurant is willing to give you two pizzas for the price of one, and is not offering the same discount to the general public, you may count it as match. This must be documented by the donor on the In-Kind Match form and should be reflected on the receipt, just like any other match. School District Physical Space and Equipment Use depreciation or cost allowance to value space and equipment, as allowed in the Depreciation and Use Allowances section of 2 CFR, Part 225, Appendix B. Source: 2 CFR, Part 225 Indirect You may charge indirect costs up to 8% of allowable matching contributions; indirect costs cannot be charged for scholarship or equipment components.

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NOTE: Just because a cost is interpreted as being allowable under the OMB cost principles, it is not guaranteed that you will be able to make that expenditure. The Ohio Board of Regents is the primary entity that determines if an allowable cost is acceptable. This may happen when, for example, a cost identified as allowable under the circular may be disallowed in program regulations or statute, or fail to pass the USDOE’s judgment that it is justified, allowable, or reasonable.

Source: GEAR UP Matching Requirements presentation, U.S. Department of Education, February 11, 2015

Statement of Expenditures Form Instructions Site level GEAR UP spending and recordkeeping procedures are at the discretion of each site; however, expenditures must meet the GEAR UP goals and objectives. Please use tax-exempt status when applicable. Reimbursement Reimbursement requests must be completed using the GEAR UP Ohio Statement of Expenditures Form and include all related receipts or documentation of expense. Expenses will not be reimbursed without a detailed receipt or proof-of-purchase (see * below). All expenses the site requests in reimbursement for GEAR UP staff, activities and services must be included on your Statement of Expenditures. The amount of reimbursement requested for a particular billing period must be equal to or less than the amount of actual expenditure on approved GEAR UP activities, staff or services. * DO NOT submit purchase orders or account printouts as documentation of purchase. Only detailed receipts listing the actual price incurred will be accepted. Copies are acceptable. Reimbursement for activities and services will only be made as listed in the site’s memorandum of understanding and Program Plan. Costs associated with activities and services not outlined in the memorandum of understanding and the site budget will not be reimbursed by OBR. Reimbursement for GEAR UP staff salary/compensation is expressly limited to compensation for the employee’s time spent on GEAR UP specific activities. Invoices must document salary expenditures accordingly and supporting documentation must include timesheets or time and effort report. Incomplete Statement of Expenditures Form will not be processed until all necessary documents are received. OBR, in its discretion, may request additional documentation substantiating expenditure items as a condition of payment. If OBR requests additional documentation substantiating an expenditure item, the item shall be removed from the Statement of Expenditure Form until OBR approves the item, and OBR shall not be liable for payment prior to approval. Funds expended by the site in excess of the MOU amount will not be reimbursed. The site must retain a copy of all invoices for its files.

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REQUIRED ACTIVITIES AND SERVICES GEAR UP Ohio will provide comprehensive mentoring, outreach, financial aid information, and supportive services to GEAR UP schools, families, and students. GEAR UP Ohio will ensure equitable access to all students served statewide. GEAR UP Ohio will also work to ensure barriers based on gender, race, national origin, color, disability or age are addressed and accommodated as needed for full participation in all GEAR UP programs. Required and permissible activities are also outlined on page 5 and 6 of this manual.

Goals and Objectives Goal 1: Increase the academic performance and preparation for postsecondary education for GEAR UP OHIO students.

Objectives Required and

Permissible Activities

Output/Metrics Long Term Outcomes

Objective 1.1: Increase percentage of

GEAR UP OHIO 8th grade students who

pass pre-Algebra by the end of 8th

grade (GPRA Measure 1).

Encourage

student

enrollment in

rigorous and

challenging

curricula and

coursework, in

order to reduce

the need for

remedial

postsecondary

coursework

Provide

academic tutors,

mentors and

coaches

Provide

technical

assistance to

secondary

schools that are

located within

the state

Provide

Professional

development

opportunities for

individuals

working with

eligible students

Provide

outreach

activities to

recruit priority

students

# of students

who take pre-

Algebra by the

end of 8th grade

# of students

who participate

in supplemental

math services

# of students

who pass pre-

algebra

100% of middle schools will

offer Pre-Algebra by grant

year 2

70% of students served will

enroll in pre-Algebra by end

of 8th grade

XX%* of students will pass

pre-Algebra by end of 8th

grade

*Baseline: TBD year 1

Objective 1.2: Increase percentage of

GEAR UP OHIO students who pass

Algebra 1 by end of 9th grade (GPRA

Measure 2).

# of students

who take pre-

Algebra by the

end of 8th grade

# of students

who participate

in supplemental

math services

# of students

who pass

Algebra

70% of students served will

enroll in Algebra 1 by end of

9th grade

XX%* of students will pass

Algebra 1 by end of 9th

grade

*Baseline: TBD year 1

Objective 1.3: Increase percentage of

GEAR UP OHIO students who take two

years of math beyond Algebra 1 by end

of 12th grade (GPRA Measure 3).

# of students

who take two

years of math

beyond Algebra

1 by end of 12th

grade

# of students

who participate

in supplemental

math services

100% of middle schools will

offer Pre-Algebra by grant

year 2

70% will enroll in two years

of math beyond Algebra 1 by

the end of the 12th grade

*Baseline: TBD year 1

Objective 1.4: Increase participation in

College Credit Plus or other dual

# of students

referred to dual

XX%* of referred students will

participate in a dual

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enrollment program (GEAR UP OHIO

Measure).

Enable eligible

students to

enroll in AP and

courses

enrollment

programs

enrollment program by the

end of 12th grade

*Baseline: TBD year 1

Objective 1.5: Increase the number of

GEAR UP OHIO students who place into

college-level math and English without

need for remediation (GRPA Measure 6).

# of students

who place in

college level

math and English

60% of high school seniors

will place into college level

math and English without the

need for remediation

Baseline: 45%

Objective 1.6: Increase the percentage of

GEAR UP OHIO students who are on

track for graduation at the end of each

grade (GPRA Measure 9).

# of students

with appropriate

credit hours

completed

# of students

passing end of

course or grade-

level assessments

Average daily

attendance

Average student

GPA

90% of students served will

be on track at the end of each

grade

Baseline is based on the

current Ohio 4-year on-time

graduation rate of 81%

Objective 1.7: Increase the percentage of

GEAR UP OHIO students who are on track to apply for college as measured by completion of the SAT or ACT by the end of 11th grade (GPRA Measure 10)

# of testing

waivers distributed # of completed test registrations # of students who take standardized test on district-wide test

administration days # of students who take standardized on their own

XX%* of students will

participate in district-wide test administration days by the end of 11th grade XX%* of juniors will take a standardized test by the end of 11th grade Baseline: TBD year 1

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Goal 2: Increase the rates of high school graduation and enrollment in postsecondary education for GEAR UP OHIO students

Objectives Required and

Permissible Activities

Output /Metrics Long Term Outcomes

Objective 2.1: Increase the percentage of

GEAR UP OHIO students who graduate

from high school (GPRA Measure 4)

within 4 years of their freshman year in

high school (or 4-year on-time rate as

defined by ODE (Ohio Department of

Education)

Improve the

number of

participating

students who a)

obtain a

secondary

diploma and b)

complete

applications for

and enroll in a

program of

postsecondary

education

Provide

academic tutors,

mentors and

coaches and

other supportive

services and out

of school time

programming to

students

Provide

technical

assistance to

secondary

schools that are

located within

the state

Provide

professional

development

opportunities for

individuals

working with

eligible students

Rate of high

school

graduation

85% of students will graduate

from high school within four

years of the first year

Baseline: Ohio 4-year on-time

graduation rate of 81%

Objective 2.2: Increase the percentage of

GEAR UP OHIO students and former

GEAR UP OHIO students who are

enrolled in college (GPRA Measure 5).

# of college applications # of student who enroll in college

60% of students will enroll in

college (career technical, 2-

year or 4-year program).

Baseline: 52% is the national

average of college enrollment

of low-income students and

unrepresented populations

Objective 2.3 Increase the percentage of

current and former GEAR UP OHIO

students enrolled in college who are on

track to graduate from college (GPRA

Measure 7) as indicated by yearly

persistence rates (GEAR UP OHIO

Measure).

1st to second year persistence rates 2nd to 3rd year persistence rates 3rd to 4th year persistence rates

90% of students will persist from 1st to second year. 80% of students will persist from 2nd to 3rd year 70% of students will persist from 3rd year to 4th year

Objective 2.4: Award a total of $1.75

million in scholarships annually to eligible

GEAR UP OHIO students who are

enrolled in postsecondary education

(GEAR UP OHIO Measure).

# of eligible students # of awards distributed Average dollar

amount of the

awards

100% of eligible students will

receive a scholarship

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Goal 3: Increase GEAR UP OHIO students’ and their families’ knowledge of postsecondary options, preparation and financing

Objectives Required and

Permissible Activities

Output /Metrics Long Term Outcomes

Objective 3.1: Increase the percentage of

GEAR UP OHIO students who complete

the Free Application for Federal Student

Aid (FAFSA) (GPRA Measure 8).

Provide

information

regarding

financial aid for

postsecondary

education for

participating

students.

Provide

outreach

activities to

recruit priority

students and

families.

Provide

supportive

services for

eligible

students.

Provide out of

school time

programming

for eligible

students.

# of submitted FAFSAs # of completed

FAFSAs

60% of students will complete

the FAFSA before they

graduate from high school.

Baseline: TBD year 1

Objective 3.2: Increase the percentage of

parents of GEAR UP OHIO students who

actively engage in activities associated

with assisting students in their academic

preparation for college (GPRA Measure

11).

% of engaged

parents 70% of families will actively

engage Baseline: TBD year 1

Objective 3.3: Students and parents

receive information and gain an

understanding about the actual cost of

college and availability of financial aid by

participating in Financial Education

workshops, FAFSA nights and workshops

and the use of Naviance where college

costs comparisons can be made (GEAR

UP OHIO Measure).

# of students and families attending workshops % Naviance

usage

# of families who

complete the

FAFSA

100% of families receive

information about the actual

costs of college

Objective 3.4: GEAR UP OHIO students

will have knowledge of their financial aid

eligibility, including scholarships (GEAR

UP OHIO Measure, GEAR UP Measure).

# of students and

families who

bring and

Student Aid

Reports (SAR)

and Financial Aid

award letters for

review and

interpretation

100% of GEAR UP seniors will

receive a 21st Century Scholar

certificate that will provide

the exact amount of eligibility

for grants, loans and other

financial aid to college

100% of students will make

financially informed decisions

about their postsecondary

education

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Goal #4: Ensure that GEAR UP OHIO consortia will become self-sustaining; develop civic participation in

their programs and spread awareness and replication in other schools and communities.

Objectives

Required and

Permissible

Activities

Output /Metrics Long Term Outcomes

Objective 4.1: Support the four GEAR UP

OHIO consortia in becoming self-

sustaining by organizing and convening

partners across the state to further

college completion efforts Additional

schools will be assisted in adopting GEAR

UP OHIO practices (GEAR UP OHIO

Measure).

Support GEAR

UP OHIO sites

in developing

strong

sustainability

plans that

engage key

stakeholders,

promote civic

and community

participation

and market the

opportunities

and success of

increased

educational

attainment and

the importance

of programs

like GEAR UP.

# of convening,

trainings and

gathering of Ohio

educators, schools,

colleges, CBO, etc.

to discuss and

strategize how to

increase Ohio’s

educational

attainment efforts.

The four consortia will be on

sound financial footing and

supported by local

communities by the end of

the grant.

Objective 4.2: Increase business and civic

organizations’ involvement in and

support of GEAR UP OHIO (GEAR UP

OHIO Measure).

# of additional

schools provided

technical

assistance and

support to engage

in GEAR UP

activities.

# of GEAR UP type

activities planned

and implemented

and sustained in

consortia and non-

schools.

The four consortia, with

technical assistance from and

in collaboration with College

Now, the Ohio Department

of Education, the Ohio Board

of Regents, will assist

additional schools/

communities in adopting

GEAR UP practices.

Baseline: TBD year 1

Objective 4.3: Increase business and civic

organizations’ involvement in and

support of GEAR UP OHIO (GEAR UP

OHIO Measure).

# of business and

civic organizations

who actively

engage in GEAR

UP activities or the

GEAR Up program

through in-kind

services, programs,

activities etc.

The number of civic

organizations and businesses

involved in GEAR UP OHIO

will double over the course of

the grant.

Baseline: TBD year 1

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Activity and Service Documentation Any activity that serves GEAR UP Ohio students, educators, and parents and is related to the GEAR UP goals and objectives, should be recorded even if GEAR UP does not fund the activity. Please use the following GEAR UP Student Service Definitions when determining the Activity Type to assign to a particular activity. It is imperative that these guidelines are followed; they are being used to evaluate not only the GEAR UP Ohio program, but those of more than 15 other states. All questions should be directed to Matt Langlais and Julie Szeltner.

General Reminders:

1. In general, an activity should be at least 15 minutes in duration to be considered “College Path worthy.”

2. College Path activity will be reviewed at least monthly, and notifications will be sent if corrections are needed. Use the tables below to help keep follow-up to a minimum.

3. If you don’t see an activity listed, please consult the Technical Assistance Team before entering. 4. When you have a Family Event, you must create the activity as a Family Event AND enter the

number of ADULT participants. DO NOT enter any siblings or non-adult family members as participating.

GEAR UP Student Service Definitions

ACTIVITY TYPES/SERVICE CATEGORY DESCRIPTION EXAMPLE ACTIVITIES

Tutoring/Homework Assistance: Tutoring/homework assistance services provide additional academic instruction designed to increase the academic achievement of students. Tutoring can occur one-on-one or in small groups before school, during school, during study or lunch breaks, or on weekends and be provided by GEAR UP Ohio staff, hired tutors, teachers, trained peers, and/or volunteers. Tutoring should be recorded by subject area (Mathematics, English, Reading, Science, General tutoring such as in an afterschool program, should be recorded as Tutoring/HWA – General. Virtual tutoring/homework assistance: Virtual tutoring services that are provided via remote access through the internet or other means. NOTE: Data entry needs to indicate whether tutoring is “in-person” or “virtual.”

Math Specialists

Math Lab

Reading/Writing Centers

After School Academic Support

Peer Academic Mentoring Programs

After School Tutoring Programs

Saturday Study Programs

In-Class Assistance

Graduation Support

Comprehensive Mentoring Comprehensive Mentoring services are provided when GEAR UP staff, teachers, or other school staff identifies students who would benefit from an ongoing supportive relationship with a trained, caring adult or older student, i.e., “mentor.” Mentors meet regularly with their assigned student(s). Meetings may be on or off campus and either during or outside of the school day. Typical issues addressed during mentoring meetings include academic, social, organization, or life skill development. Per the 2008 Higher Education Opportunity Act, comprehensive mentoring must provide students with financial aid information, and encourage students to stay in school, enroll in rigorous and challenging coursework, apply for postsecondary education, and, if applicable, the GEAR UP scholarship. Virtual Comprehensive Mentoring: This includes services that are provided via remote access through the internet or other means.

Cross Age or Peer Mentoring

One-on-One Interventions

Staff Mentoring/Academic Interventions

Community Member Mentoring

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Mentoring Programs may include:

Traditional mentoring programs that match one youth to one adult

Group mentoring that links one adult with a small group of young people

Team mentoring that involves several adults working with small groups of young people, ideally with a ration of no more than four youth to one adult

Peer mentoring that connects caring youth with other adolescents

E-mentoring that functions via email and the internet NOTE: Data entry needs to indicate whether the mentoring is “in-person” or “virtual.” Financial Aid Counseling/Advising: Financial Aid Counseling/Advising services assist students understanding and navigating the complexities of financial aid, including providing hands-on assistance with the FAFSA and scholarship applications, presentations on financial aid or literacy, using financial aid or literacy curriculum, and the benefits and how-tos of participation in college savings plans. Virtual financial Aid Counseling/Advising: Virtual financial aid/counseling/advising includes services that are provided via remote access through the internet or other means. NOTE: Data entry needs to indicate whether financial aid counseling/advising in “in-person” or “virtual.”

FAFSA Completion

FAFSA Workshops

Financial Literacy Curriculum Presentation

College Goal Events

Financial Aid Information

Scholarships Information and Application Events

College Bound Scholarship Sign Up Events

Counseling/Advising/Academic Planning/Career Counseling Counseling/Advising/Academic Planning/Career Counseling services span a spectrum of activities with individual students or small groups of students. Services are defined as follows: Counseling: Discussing personal growth issues such as decision making, problem solving, goal setting, attendance, behavior concerns, or family issues. Advising: Providing assistance on course selection (secondary or postsecondary), college and/or career choices, or college and/or career planning. Academic Planning: Providing assistance on coursework selection, course of study choices, college major selection, assessment advising or interpretation of scores, or assistance with placement tests. Career Counseling: Providing assistance with career choices, career planning, internships, or career interests. Virtual Counseling/Advising/Academic Planning/Career Counseling: Virtual counseling/advising/academic planning/career counseling includes services that are provided via remote access through the internet or other means. NOTE: Data entry needs to indicate whether counseling/advising/academic planning/career counseling services are “in-person” or “virtual.” Student Led Conferences: should be entered as a Family Event so that family participation is reflected.

Advisory Activities

Ohio Means Jobs

College and Military Rep Visits

Naviance Succeed

Registration for PLAN, ACT, PSAT, and/or SAT.

Sharing college preparation assessment results (PLAN, ACT, SAT, etc.)

PLAN, ACT, and SAT Results

Career Inventories

College Readiness Curriculum

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Shadowing College Student Shadowing: services that take place on a college campus. A One-on-One experience in which a middle or high school student spends a day on a college campus with an undergraduate student seeing college life for a typical undergraduate. Job Shadowing: A One-on-One experience in which a middle or high school student spends a day at a business of work environment with an employee seeing typical job duties. Job Shadowing services offer students exposure to the workplace in an occupational area of interest and reinforces the link between classroom learning, work requirements, and the need for postsecondary education. Students witness the work environment, employability and occupational skill sin practice, the value of professional training, and potential career options. Job Site Visit: A physical visit to a local business/work environment facilitated/supervised/led by GEAR UP staff, teachers, or other school staff. Job site visits should include visits to local businesses, employers, and agencies to explore different professions or career selections, and can be followed by job shadowing. Virtual Shadowing/Site Visit: Virtual shadowing/site visits include services that are provided via remote access through the internet or other means. Virtual shadowing/site visits must be facilitated/supervised/led by GEAR UP staff, teachers, or other school staff and include the same elements as a physical job visit. NOTE: Data entry needs to indicate whether shadowing services are “in-person” or “virtual.”

College Visits College Visit services take place on a college campus. A physical visit to a college campus by a student facilitated/supervised/led by GEAR UP staff, teachers, college representatives, or other school staff. College visits should include an official tour, presentation(s) by admissions, financial aid, academic departments, athletics, student affairs, residence life, multicultural affairs, and/or other college departments. Virtual College Visit: Virtual college visits include services that are provided via remote access through the internet or other means. Virtual college visits must be facilitated/supervised/led by GEAR UP staff, teachers, or other school staff and include the same elements as a physical college visit. NOTE: Data entry needs to indicate whether college visit services are “in-person” or “virtual,” as well as the name and/or type of college visited, i.e. 2- or 4-year college.

Summer Programs NOTE: Summer programs can also include non-school year services for year-round schools Summer Programs are services that include an experience over one or multiple days during the summer (or other non-school year time, i.e. for year round schools). Summer programs could be a statewide GEAR UP summer camp, a local summer camp funded by GEAR UP, or a residential GEAR UP program

Sample Academic Enrichment:

Summer Camps

Summer Bridge Programs

Transition2HighSchool

Transition2College

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hosted by a college/university/community organization, or another camp attended by a GEAR UP student that supports experience, credit recovery, and/or remediation programs. NOTE: Data entry needs to indicate whether summer programs are providing services for “academic enrichment” or “remedial services.” In addition, summer programs may include other services that should be recorded separately as such, i.e., college visit.

Sample Remediation Services:

Credit Recovery taken in Summer Session

Summer School Tutoring

Student Workshops Student Workshops are services that include interactive informational classroom-level or large- or small-group sessions that involve hands-on experience for each student in the workshop. Workshops are offered to groups of students on topics like secondary school success and college awareness, and general elements of college readiness such as study skills, self-monitoring, goal-setting, time management, and problem-solving. This includes guest speakers that motivate students and highlight careers. Workshops are informational in nature and ARE NOT intended to provide direct counseling or guidance to individual or small groups of students. Workshops should be recorded by subject area. Appropriate Subject Areas: Mathematics, English, Reading, Science, General Virtual Student Workshops: Virtual student workshops include services that are provided via remote access through the internet or other means. NOTE: Data entry needs to indicate whether workshops are “in-person” or “virtual.”

Guest Speakers

College Fairs

Career Fairs

College/Career Fairs

After School Book Clubs

Writing Club

Presentations by High School Staff/Students to Middle School Students

Classroom Instruction

Educational Field Trips Educational Field Trips are services during which students leave their school or travel to another location, and include an academic component that is linked to classroom activities. Examples would include a science demonstration on a college campus (the purpose of the event was the science demonstration, not a college visit), a class trip to attend a science or history museum linked to curriculum, academic competitions, cultural experiences such as performing arts, museums, or similar activity, and field trips that complement and enhance existing curriculum in key content areas. Educational field trips should be recorded by subject area (Mathematics, English, Reading, Science, and General).

High School Campus Visits by Middle School Students

Museum Visits

Tests/Test Preparation Tests/Test Preparation services occur when college preparation assessments such as PLAN, ACT, PSAT, and SAT are entered (when it is a GEAR UP initiative). Test preparation activities including an ACT/SAT preparation workshop or PSAT/PLAN preparation workshop. OGT/EOC and OAA (or applicable 8th Grade Measurement Test) preparation workshops apply here. NOTE: DO NOT enter “registered for SAT/ACT” as an activity! You should only enter when you have confirmed the student actually took the test.

ACT Boot Camp

SAT Boot Camp

PLAN

PSAT

OGT/EOC

OAAs (or applicable)

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Student Orientation Student Orientation refers to the annual fall event to inform both Middle School and High School Students of the available opportunities in GEAR UP Ohio.

Required annual event

College Application College Application completion must be tracked by individual students.

Other This category is RARELY used. Please check with the Technical Assistance Team before assigning activities to “Other.” Listed to the right are some acceptable examples that do not require approval.

Community Service Projects

Student Only Recognition Events

GEAR UP Parent/Family Service Definitions

ACTIVITY TYPES/SERVICE CATEGORY DESCRIPTION EXAMPLE ACTIVITIES

Parent/Family Workshops of College Prep/Financial Aid Parent/Family Workshops of College Prep/Financial Aid services include a parent/guardian or adult family member’s attendance at a workshop that demonstrates how to assist their student with college preparation or financial aid information. These services include informational sessions for parents focusing on college entrance requirements and financial aid opportunities. Virtual Parent/Family Workshops: Virtual parent/family workshops include services that are provided via remote access through the internet or other means. NOTE: Data entry needs to indicate whether workshops are “in-person” or “virtual.”

College and Career Fairs (with Family Participants)

FAFSA Completion

Financial Literacy Curriculum

College Goal Events

Financial Aid Nights

Scholarship Information and Application Events

College Application Events

Providing College Awareness, preparation, and planning information to families.

Parent/Family Counseling/Advising Parent/Family Counseling/Advising services span a spectrum of activities that can include one-on-one or small group advising for parents/guardians/adult family members designed to meet the specific needs of the individuals engaged in the activity. These services include when a parent/guardian or adult family member meets with the GEAR UP school staff or counselor, with or without a student, to discuss students’ academic goals, college plans, school progress, etc. Counseling: Meeting parents/guardians to discuss student’s personal growth issues such as decision making, goal setting, behavior concerns, family issues, home visits, etc. Advising: Providing individual assistance to parents/guardians on their student’s college choices, college planning, financial aid planning, etc.

Student Led Conferences

Individual in-person meetings, phone meetings with family (NOT robo-calls).

Providing information about course requirements, registration, and Transition2HighSchool activities

Academic planning and intervention

Parent/Family College Visits

College Visits

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Parent/Family College Visit services take place on college campuses. A physical visit to a college campus by a parent/guardian, with our without a student, facilitated/supervised/led by GEAR UP staff, teachers, college representatives, or other school staff. The primary objective of the event would be to conduct a college visit. Should include an official tour, presentation(s) by admissions, academic departments, athletics, student affairs, residence life, multicultural affairs, and/or other college departments. Virtual College Visits: Virtual parent/guardian college visits include services that are provided via remote access through the internet or other means. Virtual college visits must be facilitated/supervised/led by GEAR UP staff, teachers, or other school staff and include the same elements as a physical co9llege visit. NOTE: Data entry needs to indicate whether college visit services are “in-person” or “virtual,” as well as the name and/or type of college visited, i.e., 2- or 4-year college.

Family Events Family Events are services in which parents or families participate. These services involve GEAR UP students and their families/guardians or just their parents/guardians. Family events include GEAR UP activities that recognize the role of families in student success, and are not defined under a previous category.

Recognition Nights

Back to School Night

Annual Family Orientation (Required)