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WELCOME & INTRODUCTIONSTO COLLEGE & BEYOND - UT GEAR UP

UT GEAR UP - TO COLLEGE & BEYOND

INTRODUCING IPSI

▸ Institute for Public School Initiatives at UT - Austin

▸ Technical Assistance & Support Center for Texas GEAR UP State Grant

▸ Organizes the annual Texas State GEAR UP conference

▸ Worked with school districts for student services and educator professional development for 10+ years

▸ Visit https://ipsi.utexas.edu/ for more details.

https://ipsi.utexas.edu/


UT AUSTIN GEAR UP TO COLLEGE AND BEYOND DISTRICTS

1122

848

841

647

643

573

456

334

SouthwestISD

DelValle ISD

EastCentralISD

ManorISD

EdgewoodISD

SanMarcosISD

LockhartISD

SomersetISD

Grade7Enrollment2017-2018

Total Cohort Size = 5,464 students

GEAR UP 101TO COLLEGE & BEYOND - UT GEAR UP


WHAT WILL WE LEARN TODAY

▸ How did we get here?

▸ Why do we need GEAR UP?

▸ What is GEAR UP?

▸ What GEAR UP is offering your school districts?

▸ What is GEAR UP asking for from your districts?

▸ How will the GEAR UP evaluation take place?

▸ What are the next steps?


WHAT IS GEAR UP?

▸ Gaining Early Awareness and Readiness for Undergraduate Programs

▸ Highly competitive DoE-funded grant

▸ 7-year cohort-based model starting with grade 7

▸ National in Scope - State & Partnership Grants

▸ Focuses exclusively on improving college readiness and success for low-income students


HOW DID WE GET HERE▸ Application

▸ UT Austin IPSI applied - April 2017

▸ Award Notification made on - Sept. 28, 2017

▸ Grant Start Date - Sept. 26, 2017!

▸ Who else won?

▸ Dept. of Ed awarded 34 new grants totaling $80,047,398 in first year of funding

▸ State Grants: Received 19 applications; awarded 10 with a cut-off score of 102.33 (out of a possible 109). TEA did receive another grant. Will run concurrently with existing award but with a unique program design

▸ Partnership Grants: Received 122 applications; awarded 24 with a cut-off score of 107 (out of 107)


HOW DID WE GET HERE▸ GEAR UP Partnership Grants in Texas

▸ UT Austin To College and Beyond (new)

▸ UT Rio Grande Valley (new)

▸ Region 12 ESC

▸ Austin ISD (new)

▸ Cedar Hill ISD (new)


NATIONAL OBJECTIVES FOR GEAR UP

▸ To increase the academic performance and preparation for postsecondary education of participating students;

▸ To increase the rate of high school graduation and participation in postsecondary education of participating students; and

▸ To increase educational expectations for participating students and increase student and family knowledge of postsecondary education options, preparation, and financing.


HOW CAN A GEAR UP GRANT HELP?

▸ Provide instructional staff (i.e. tutors),

▸ Provide extended day instruction,

▸ Provide teacher professional development,

▸ Provide new strategies, best practices,

▸ Purchase instructional technology,

▸ Development of rigorous courses.


IMPROVING COLLEGE READINESS

▸ Diagnosing the root causes of student barriers to higher education;

▸ Facilitating the completion of a rigorous college preparatory curriculum;

▸ Providing intensive academic and social support to students;

▸ Engaging students and families about the value of education; and

▸ Guiding students and families through the college search, application, and enrollment process.


UT AUSTIN IPSI SUPPORT▸ Grant management, compliance, and oversight

▸ Technical assistance

▸ Fiscal control and management of contracts

▸ Data collection, reporting, and continuous improvement

▸ Instructional support through professional development and coaching


UT AUSTIN IPSI SUPPORT▸ Access to rigorous dual enrollment and dual

credit coursework

▸ Management of service providers/business partners

▸ Management of IHE partners

▸ Match collection and support


UT AUSTIN MANAGEMENT STRUCTURE

IPSI Principal Inv. Matt Orem

Fiscal and Match Accountant

College Advising Professional

TACAC, NACAC, NCCEP contracts

Family Engagement and Financial Advisor

Family engagement contracts

Financial literacy contracts

TCB Co-Inv./ Project Director Dr. Pratik Mhatre

District Coordinators (21 in Y1-3)

District Service contractors (All

Aboard, Signal Vine, TI

Educator Outreach Manager

Educator Outreach Coaches (2)

PD Contracts (UT, TI, Princeton, AVID, Marquez, Focus)


BUSINESS PARTNERS▸ NCCEP – National GEAR UP Leadership Institute, materials, advocacy support

▸ All Aboard Tours – College tours

▸ Marquez Reading – Literacy and professional development

▸ AVID

▸ TG – financial literacy materials and coaching

▸ ACT Engage Instrument

▸ Signal Vine text messaging service (y3-7)

▸ FOCUS training student leadership support and materials

▸ TACAC – counselor institute

▸ TI and Vernier technology – Graphing calculators, lab tools, PD training and support

▸ Princeton Review


HIGHER EDUCATION PARTNERS▸ UT Austin IPSI

▸ Teaching and learning PD

▸ Instructional Leadership

▸ Use of Data

▸ UT Austin Pre-College Academic Readiness Programs (dual credit)

▸ Math-bridge, Chem-bridge, Calc-bridge, SPURS (rhetoric and writing program)

▸ ACC and Alamo Colleges

▸ Texas State, Huston-Tillotson, and St.Mary’s - Universities

GRANT EXPECTATIONS & GOALS

TO COLLEGE & BEYOND - UT GEAR UP


GEAR UP PERFORMANCE MEASURES

▸ The percentage of GEAR UP students who pass Pre-Algebra by the end of 8th grade.

▸ The percentage of GEAR UP students who pass Algebra 1 by the end of 9th grade.

▸ The percentage of GEAR UP students who take two years of mathematics beyond Algebra 1 by the 12th grade.

▸ The percentage of GEAR UP students who are on track for graduation at the end of each grade.

▸ The percentage of GEAR UP students who are on track to apply for college (SAT/ACT) by the end of 11th grade.


GEAR UP PERFORMANCE MEASURES

▸ The percentage of GEAR UP students who graduate from high school.

▸ The percentage of GEAR UP students who complete Free Application for Federal Student Aid (FAFSA).

▸ The percentage of current and former GEAR UP students who are enrolled in college.

▸ The percentage of GEAR UP students who place into college-level Math and English without need for remediation.

▸ The percentage of current and former GEAR UP students enrolled in college who are on track to graduate college.

TO COLLEGE & BEYOND EXPECTATIONS

▸ 75% of students will complete Pre-Algebra by the end of 8th grade and 80% of students will complete Algebra I by the end of 9th grade.

▸ 80% of students will complete two years of Math beyond Algebra I by 12th grade.

▸ 94% of students are promoted to next grade each year on-time.

▸ 95% of students will complete SAT or ACT by end of 11th grade.

▸ 85% of students will graduate high school on-time.


TO COLLEGE & BEYOND EXPECTATIONS

▸ 100% of students will complete financial aid application by the end of first semester 12th grade.

▸ 80% of graduates will enroll in postsecondary education in Year 7.

▸ 75% and 78% of students will be in Math/ELA College-level courses in Year 7.

▸ 75% of postsecondary students will successfully complete the first year and be on track to graduate college.


ANNUAL STRATEGIC PLANNING GOALS

▸ Number of students receiving access to rigorous curricula (Pre-AP/AP/IB/DC courses)

▸ Number of students receiving individualized services (tutoring, counseling/advising, mentoring)

▸ Number of educators receiving professional development and report improvement via assessment tools.

▸ Number of students receiving college awareness, knowledge, and access services (college tours, workshops)


CONTINUAL IMPROVEMENT AND DATA COACHING



MOVING STUDENTS UP THE ACHIEVEMENT SCALELow

AchieversModerate Achievers

High Achievers

Using a Caseload Management Approach

EVIDENCE-BASED INTERVENTION

▸ Data used for Compliance, Continual Improvement, Targeted Caseload Management, and Research & Analysis for dissemination

▸ Data collected at student-level

▸ Shared with districts on a real-time basis via web reporting data platform

▸ Monthly, Quarterly, and Annual formal reporting


NCCEP CONSORTIUM

▸ A membership-based 14-state consortium now expanded to include partnership grants

▸ Rigorous data definitions and access to evaluation resources

▸ Lets us compare ourselves to other grants and collaborate on successes and areas for growth

▸ To College and Beyond will be a part of this consortium so data fidelity is paramount


GETTING DOWN TO THE DATA BRASS TACKS

▸ Everything we do is captured in the data system. “If it’s not in the data system, it didn’t happen.”

▸ Use UTBox to securely transfer student data

▸ Use GUIDES, a web-based reporting system that links students, parents, and educators to GU activities & outcomes

▸ Data Entry burden on districts expected to be minimal

▸ Explore innovative tools (StudentGPS Dashboards, etc.)


GETTING DOWN TO THE DATA BRASS TACKS

▸ Using National Student Clearinghouse (NSC)

▸ Require all districts to subscribe and submit data every year for its graduating Seniors (non-GU Cohort)

▸ Sets the baseline for measuring college enrollment success for GU Cohort.

▸ UT Austin will assist in analyzing NSC data, if given access to data that you get back from NSC.


DATA USE / SHARING AGREEMENTS

▸ UT Austin will apply for IRB

▸ UT Austin will create and enforce a Sensitive Data Control Plan (SDCP) with UT’s Information Technology Services

▸ Data Use Agreements - signed with each district enumerating data items requested and use of data

▸ UT Employees will sign complete FERPA and Data Confidentiality Training & sign certifications. Districts expected to do the same with their employees.


TIMELINE FOR 2017-2018TO COLLEGE & BEYOND - UT GEAR UP

GRANT TIMELINES

▸ Year 1 APR : Sept 26, 2017 - March 31, 2018

▸ Year 1 APR Budget : September 26, 2017 - March 31, 2018

▸ Year 2 - 7 APR (Activities): School Year Start to School Year end

▸ Yes, we’ll double-report part of Grade 7.

▸ Year 2 APR Budget: April 1, 2018 - March 31, 2019


IMMEDIATE TIMELINE


Kickoff Meeting Right nowRecruit & Hire Staff Sept.28 - end of Nov.Establish Partner Contracts Sept. 28 - end of Nov.Confirm State Conference Attendance Sept. 28 - end of Oct.Staff Training Oct.15 - end of Nov.Finalize contracts with districts Oct.15 - end of NovSetup Data Collection System and begin collecting data Oct.30 - ongoing

RAC and Executive Team Meeting Nov. 5 - Nov.7

IMMEDIATE TIMELINE


Introduce Grade 7 cohort students to GEAR UP Nov.1 - Nov.15

Implement ACT Engage Assessment Nov. 1 - Dec.15Implement Tutoring, Counseling, Mentoring, and other student services Nov. 1 - ongoing

Implement Professional Development Nov. 1 - ongoingCollege Awareness and Rigorous Courses Counseling Jan.1 - ongoing

College Tours, Guest Speakers, Workshops Feb. 1 - Quarterly

IMMEDIATE TIMELINE


Submit APR to DoE April 15 - annually

Begin planning for Year 2 May 1 - mid-August

Staff Training June

Implement Summer Programs May 1 - mid-August

Evaluation Report End-August - annually

GRANT OVERVIEW AND SUB-CONTRACTS



ACTIVITIES OVERVIEW


ACTIVITIES OVERVIEW CONTD.


SUB-AWARDS / CONTRACTS TO DISTRICTS▸ ~1/2 ($2M) of total grant to be distributed proportionally among districts for

GEAR UP activities and support each year (7 thru 12 grade).

▸ Covers line items in the following categories:

▸ School-based site coordinators

▸ Tutors for cohort students

▸ Substitutes for cohort teachers to attend professional development and stipends

▸ Transportation for students and parents to attend college and career readiness activities

▸ Remedial education and rigorous instructional materials, supplies, products for teachers

▸ School-based technology devices

MATCHTO COLLEGE & BEYOND - UT GEAR UP


MATCH▸ 2 CFR 694.7 and Uniform Guidance Part 200.306

▸ Document the process you use to identify and record match

▸ Retain all records and supporting documentation used to verify reported match

▸ Matching funds may be accrued over the full duration of the grant award but substantial progress towards meeting the matching percentage stated in your PIF for each year of the project period must be made.

▸ If match not met, UT and/or DOE may make:

▸ Reductions to the award

▸ Discontinue the award


EXAMPLES OF MATCH▸ 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 others.

▸ Teachers, or other district personnel, who provide services or time that is specifically related to GEAR UP and are outside or in additional to normal duties and/or hours. A portion of their salary/benefits related to those activities may count as match (requires thorough documentation)

▸ Other resources recognized by the Secretary including equipment and supplies, cash contributions from non-Federal sources and facility usage. IPSI to provide support on these items.


TIME AND EFFORT▸ Time and Effort forms must be maintained for all individuals whose salary is paid in

whole or in part with federal funds or is used to meet a match requirement

▸ Payroll allocations cannot be based on budgeted distributions alone but by actual hours worked

▸ If budgeted numbers are used to allocate salaries and wages among grant programs, the entity’s system of internal controls should include an after-the-fact review of the grant programs. If actual time worked differs from the budgeted allocations, adjustments should be made such that the final amount charged is accurate, allowable, and appropriately allocated.

▸ Must report the exact date, time and hours worked, and activities completed

▸ Hours reported must reconcile to actual wages paid

▸ Time and Effort form must be authorized (either signed or electronically approved by payee and authorizing official from your institution)


RECORD KEEPING▸ Retain all financial reports, supporting documents and all other pertinent

records for a period of three years from the date of submission of the final expenditure report

▸ Have supporting documentation for all services (sign-in sheets, invoices, agendas, total cost of service, etc…)

▸ Document everyone who received a service (student, teacher, parent/guardian)

▸ Original signatures when feasible (sign-in sheets)

▸ Understand and have extensive supporting documentation of the Annual Performance Report

▸ Your records should be sufficient to establish an audit trail (that shows how money was used and the results/efforts produced)

EXTERNAL EVALUATORTO COLLEGE & BEYOND - UT GEAR UP

EXTERNAL EVALUATOR

▸ EGT Institute, Inc (external evaluator) will assist the Project Director to generate a number of analytical reports summarizing educator performance.

▸ Regularly meet and assist the Project Director and the Principal at each campus with reviewing the evaluation data.

▸ Analyze critical issues encountered by teachers and students, impact of activities on leadership capacities, instructional improvement, student academic growth, school-wide.

▸ Implement formative evaluation focused on addressing whether or not the proposed objectives are being met and activities are being implemented as planned.

▸ Implement summative evaluation to ensure all instructional practices, student academic performances, skills development, graduation rates, college enrollment, and outcomes are being met.

▸ Provide recommendations for continuous improvement.


BASELINE SURVEY▸ Student Ambition and Readiness

▸ 30% of students had no plans to attend college,

▸ 38.6% of students do not have someone to talk to about going to college,

▸ 59.8% do not understand the process of applying for college,

▸ 75.2% of the students did not know what financial aid was.

▸ Parent College Knowledge

▸ 55% of parents from the target schools did not attend college,

▸ 45.1% of responding parents are not familiar with college entrance requirements,

▸ 35.8% are unsure if their child can afford college.


DATA FOR EVALUATION

▸ Pre- and post-tests (beginning-end of year)

▸ Standardized open-ended interviews/ surveys of cohort students, teachers, administrators, and parents (annually)

▸ Classroom observations by evaluator/administrators, (bi-annually)

▸ Student and parent participation rates in GEAR UP services, supplemental remediation course progress (CP 1), student class grades, student course/dual enrollment courses (CP 2), and student test scores (semester and annually)

▸ Professional development surveys (after each session) and self-assessment of educators (annually)

▸ Review of program data (ongoing). ACT Engage assessments will be administered annual to measure college on-track readiness students.


EVALUATION DATA ANALYSIS

▸ Formative evaluation data will be completed by analyzing qualitative and quantitative data on proposed and actual implementation of activities, accomplishments, challenges, and lessons learned.

▸ Summative evaluation data will be completed by accessing data for performance measures.

▸ For students (in experimental and control groups), performance measures and outcomes will be aggregated and analyzed by grade levels, gender, and teaching experience of teachers, schools, and other characteristics as determined by the Evaluator



SAVE THE DATE▸ Texas GEAR UP State Conference

▸ November 5 - 7, 2017

▸ Westin at the Domain, Austin

▸ Register at https://www.texasgearup.com/educators-lounge/conference

https://www.texasgearup.com/educators-lounge/conference

https://www.texasgearup.com/educators-lounge/conference

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