2013 GEAR UP TN kickoff MEETING August 27, 2013 NASHVILLE, TENNESSEE

1. 2013 GEAR UP TN kickoff MEETING August 27, 2013 NASHVILLE, TENNESSEE

2. Welcome Troy Grant Director of College Access Initiatives Troy.grant@tn.gov Vision For the GEAR UP TN kickoff Enhance our implementation of the gear up tn program by: 1. Exploring new opportunities for innovation and capacity building 2. Gaining a thorough understanding of gear up tn policies and procedures 3. Building a network of peers

3. ACT Engage • Statewide testing window: • September 23 – December 13 • Sites will choose a two week testing window for each of their schools. • Deadline: September 13 • Site coordinators and testing coordinators will have access to Engage reports

4. Objectives and Agenda Objective Gain a thorough understanding of GEAR UP TN policies and procedures Agenda Implementation Guide, Part I Being a Cultural Change Agent Implementation Guide, Part II College App Week Regional Breakout Sessions

5. Section 2: Work Plan Process Planning = success Pages 7 - 19

6. Work Plan Development • GEAR UP TN Collaboratives that plan effectively tend to have the best outcomes. • There are two primary work plan development documents: • GEAR UP TN Collaborative Work Plan and Budget – Collaboratives must complete one Collaborative work plan for their entire grant program. • GEAR UP TN School Work Plan – Collaboratives must complete one school work plan for each of their direct-service schools. • Collaboration is KEY • GEAR UP TN site coordinators should leverage the expertise of others to ensure the most robust services are being provided to students in eligible grades at the identified GEAR UP TN schools.

7. In the Implementation Guide List of potential partners – Page 10 - 11 Required Activity Chart for Year 2 – Page 12 – 19 Impressions from Year 2 Planning GEAR UP TN Regional Coordinators April 15, 2014 GEAR UP TN Year 3 Work Plans

8. Section 3: Monthly Protocol Maps, cars and the 15th of the Month Pages 20 - 40

9. Monthly Activity Plan Monthly Activity Plan (MAP) The MAP is intended as a means to seek pre-approval for project activity, with the goal of minimizing any delays or disallowed costs from the monthly claims for reimbursement. When: On the 15th of the month To whom: Your regional coordinator Sample and instructions: Page 22 - 27

10. Completed Activity Report Completed Activity Report (CAR) The CAR includes completed activities from the previous month’s MAP, as well as successes from the prior month, which may then be communicated out to the statewide program and other stakeholders. CAR forms will be provided by Regional Coordinators monthly after the MAP is approved, and allow Site Coordinators to amend the expected information once activities take place. When: On the 15th of the month To whom: Your regional coordinator Sample CAR and instructions: Page 29 – 35 CAR Services Summary Report instructions: Page 36 - 39

11. Completed Activity Report Reimbursement requests will not be paid until activity data for the month covered in the request has been entered into the Compass system. Prior to submitting the CAR, Collaboratives should pull the CAR report (located under Student Reports- Services Summary) from the GEAR UP TN database, Compass, to ensure data has been entered completely and correctly.

12. The Big Picture

13. Documentation Notebook and Sign-In Sheets • Documentation Notebook • Documentation includes, but is not limited to, original sign-in sheets, copies of vouchers, invoices, and agendas. • The GEAR UP TN Documentation Notebook should be kept in a secure, locked filing cabinet. • The GEAR UP TN Documentation Notebooks serves as a guide for completing the monthly claim reimbursement form. • Sign-In Sheets • Each GEAR UP TN sponsored service requires a sign-in sheet. GEAR UP TN sign-in sheets are available in Section 8 and will be made available online. Sign-in sheets should be filed in the GEAR UP TN Documentation Notebook and should also be used as the source for entering data into Compass.

14. Section 4: Data Collection and Reporting Pages 41- 50

15. GEAR UP TN Goals Page 4

16. GEAR UP TN Objectives Page 4

17. GEAR UP TN Evaluation Overview • GEAR UP TN student services entered weekly by Site Coordinators into the data tracking and reporting system • Student-level academic performance data pulled each semester-end • Targeted student interventions based on participation in services and academic performance • GEAR UP TN Annual Performance Report due to U.S. Department of Education April 15 each year • Collaborative APR due to State Office on February 25. Template will be provided prior to winter break. • External evaluator will conduct formal evaluation of the project • Seven-year evaluation, using carefully matched non-GEAR UP schools, designed to assess the impact of educational interventions on student outcomes using student-level participation, academic, and outcomes data. Page 43

18. External Evaluator Selection Process External evaluator selected through a competitive Request for Proposals (RFP) Scored by a panel of external reviewers

19. Role of the External Evaluator

20. External Evaluation Plan • Collaborative Expectations • Work with evaluator to coordinate & administer U.S. Department of Education annual survey to students, parents, educators – Years 2, 3, 5 • Work with evaluator to coordinate focus groups – Year 2, 4, 5 • Participate in site visits, if requested • Provide any additional data requested by the evaluator • Review evaluator’s annual reports; incorporate feedback into implementation Pages 44-45

21. Data Collection & Submission Process Refer to 3 step reporting process on page 91 Step 1: Planning & Notification • Complete Monthly Activity Plan (MAP) by the 15th for the following month Step 2: Data Collection • Select appropriate sign-in sheet- is the event for students, parents, or educators? • Recurring events such as tutoring DO require sign-in sheets, AND entry into Compass. • Store in Activity Documentation Notebook Step 3: Data submission & entry • Enter all GEAR UP participation data into Compass within 1 week • Submit Completed Activity Report (CAR) by the 15th for the month prior Page 91-92

22. Collaborative expectations Page 44-45

23. New for Year 2 • Central Office review of Completed Activity Reports • Central office staff will review 4 CARs each month to verify accurate and complete entry of data into Compass prior to reimbursement • Staff will provide feedback to the Collaboratives reviewed • Professional Development service definitions • Provide clarity around data entry of educator PD

24. New for Year 2 Page 50

25. New for Year 2 • Central office will be updating Compass functionality to allow for entry of virtual services and names of colleges visited. • More info & timeline will be communicated this fall • External evaluator on-board in October • USDOE required surveys & focus groups • Collaborative APR Due February 28 to Central Office • Execution of data sharing agreements

26. Data Sharing Agreements • Executed between THEC, TDOE and Collaborative school district • Outlines data collection & evaluation requirements from both TDOE & Collaboratives • Includes provisions for ensuring security of information collected • TDOE: • Demographic records • Student assessment data • Enrollment and on-time promotion • Collaborative: • Student transcript data- required elements • Other data requested of LEA as-needed Process: • TDOE in process of signing • Agreements with TDOE signature provided to Collaborative • Collaborative returns signed copy to THEC for final signature • Sites provided with a final copy for their records

27. Any questions?

28. Lunch

29. Section 5: Expenditures and Reimbursement Procedures GEAR UP tn expenditures 101 Pages 51 – 66

30. Understanding GEAR UP Funding Guidelines Carefully walk you through the reimbursement process. Answer your specific questions about GEAR UP reimbursement. Provide you with forms, tools, and resources to help you. Training Goals:

31. Understanding GEAR UP Funding Guidelines Legislation Regulations EDGAR OMB Circulars Department Directives and Bulletins Pages 52 - 53

32. Understanding GEAR UP Funding Guidelines • The statute is a federal law that authorizes or governs a program. In the case of GEAR UP, the term statute refers to the program legislation found in Title IV of the 1998 Amendments to the Higher Education Act (HEA) of 1965 [P.L. 105-244]. http://www.ed.gov/policy/highered/leg/hea98/sec403.html • The Education Department General Administrative Regulations (EDGAR) are agency-wide and set broad administrative policies that impact nearly all grant programs funded at the USDOE. The regulations are published in Title 34 of the Code of Federal Regulations (CFR). The pertinent sections of EDGAR to your grant administration are 34 CFR parts 74, 75, 77, 79, 80, 81, 82, 84, 85, 86, 97, 98, and 99 http://www.ed.gov/policy/fund/reg/edgarReg/edgar.html • GEAR UP program regulations are published in 34 CFR parts 694. http://www2.ed.gov/legislation/FedRegister/finrule/2000-2/042700a.html • The Tennessee Higher Education Commission is the fiscal agent of the grant. Collaboratives must also follow its policies and guidelines. Regulations and Rules Pages 52 - 53

33. Understanding GEAR UP Funding Guidelines A complete list of all relevant OMB Circulars and the web links are provided in the GEAR UP Implementation Guide. OMB Circulars Pages 52 - 53

34. THEC Responsibilities • Demonstrates project success and financial accountability. • Submits annual and final performance reports. • Ensures validity and reliability of data. • Reports on GPRA standards and indicators.

35. Government Performance and Results Act of 1993 Understanding GEAR UP Funding Guidelines • Ties federal funding to results. • Greater accountability. • Project objectives and activities must reflect GPRA indicators.

36. Understanding GEAR UP Funding Guidelines Missing time and effort reports. Poor record-keeping. Failure to obtain prior approval. Unallowable costs. Lack of documentation. Common Audit Exceptions

37. Understanding GEAR UP Funding Guidelines GEAR UP regulations require that GEAR UP funds supplement—not supplant. GEAR UP funds are intended to build the capacity of school districts to create a college going culture. GEAR UP funding may be used to enhance what is already in place or to create new activities. GEAR UP funds cannot be used to replace other federal, state, or local funding. Examples. Supplement vs. Supplant Source: US Department of Education, www.ed.gov Page 54

38. Understanding GEAR UP Funding Guidelines Allowable—either permitted or not specifically prohibited. Allocable—associated with a project activity. Reasonable—costs that would be incurred by “prudent” person. Page 54

39. Understanding GEAR UP Funding Guidelines Refer to the Common GEAR UP Costs section in the Implementation Guide. The guide may help you determine whether your program expenses are allowable or not. It includes costs that are commonly incurred in GEAR UP, or are the subject of frequent questions or discussions about their permissibility. Under no circumstances are entertainment costs allowable. Costs of entertainment, including amusement, diversion, and social activities and any costs directly associated with such activities (such as tickets to shows or sports events, recreational activities such as swimming, meals, lodging, rentals, transportation, and gratuities), are unallowable. Sources: GEAR UP Statute, EDGAR, OMB Circular A-21, OMB Circular A-87 Common GEAR UP Costs Pages 55 - 61

40. Over $1000 Purchase Request GEAR UP TN Collaboratives must receive prior approval for any purchase over $1000. Over $1000 Purchase Requests must be submitted along with the Monthly Activity Plan (MAP) on the 15th of the month. Collaborative’s should include a copy of the approved Over $1000 Purchase Request along with any reimbursement request containing an expense exceeding $1000. Page 62

41. New Over $5000 Purchase Request • Any purchase of $5,000 or above, excluding budgeted salaries, not only necessitates the submission of the $1,000 or Above Purchase Request but also requires a detailed memo outlining the following: • a brief explanation of how the purchase will assist the Collaborative in meeting GEAR UP TN goals and objectives, • a detailed narrative of how any programs or items purchased will be implemented (i.e., how are students being targeted to use equipment purchased, how are teachers integrating software into their instruction, etc.), • a brief narrative of how the purchase will be maintained or sustained over time. • $5,000 or Above Purchase Requests and supporting materials must be submitted with the corresponding Monthly Activity Report (MAP). Page 62

42. Reimbursement Process Step 1 - Fill out the Expenditure Detail Form Step 2 - Fill out the Reimbursement Request Form Step 3 – Submit with all required back up documentation Pages 62 - 64

43. Understanding GEAR UP Funding Guidelines • Mail reimbursement requests to: Melinda Dunn Tennessee Higher Education Commission 404 James Robertson Parkway, Suite 1900 Nashville, TN 37243 • Questions? Contact Doug Cullum at (615) 532-0435 or doug.cullum@tn.gov. Mailing Address and Contact Information Pages 62 - 64

44. New Reimbursement Process • Email reimbursement requests to: Melinda Dunn at Melinda.Dunn@tn.gov -and- copy your regional coordinator • Questions? Contact Doug Cullum at (615) 532-0435 or doug.cullum@tn.gov. Email Address and Contact Information Pages 62 - 64

45. Reimbursement Process New Reimbursement and Expenditure Form Demo

46. Expenditure Documentation Salaries, Wages, and Benefits Include a payroll report with detailed compensation and benefits information for GEAR UP-paid staff. Sort the report by payee. Detailed Receipts Provide detailed receipts or invoice for all items that clearly show what was purchased, the date, and the amount. Internet Purchases When purchasing and/or paying for items online, it can be particularly challenging to get the correct backup documentation. It is important that you print the final invoice of your purchase showing what was purchased, the date the item was purchased, and the detailed costs. Order confirmations, order summaries, etc. are not invoices and will not be accepted as backup documentation. Pre-Payment Per THEC regulations, GEAR UP will not reimburse for items that have not been received by the school district. You must have received all goods and services prior to submitting for reimbursement. The only exceptions are: Conference registrations. Airfare or other transportation that must be pre-purchased. Credit Card Statements and Receipts All purchases require a detailed receipt as backup, therefore the summary receipt that is given when you make a credit card receipt, nor the credit card statement are accepted as backup. Pages 62 - 64

47. Understanding GEAR UP Funding Guidelines The contractor must retain itemized records of all contract expenditures for three years after final contract payment is remitted. At the end of the grant period, the school district will notify the THEC where GEAR UP records are stored. The records may be subject to program review or audit at any time. Record Retention Page 65

48. Monthly Feedback and Audits Budget Balance Spreadsheet On a monthly basis, school districts receive a budget balance spreadsheet from the GEAR UP TN central office that outlines approved expenditures to date and remaining GEAR UP TN funds. Monthly Reimbursement / Completed Activity Report Audits On a monthly basis, GEAR UP TN central office personnel will audit reimbursement requests of four GEAR UP TN Collaboratives to ensure expenditures listed on reimbursement requests align with monthly Completed Activity Reports and data entered in the Compass system. Pages 64 - 66

49. New Budget Revision Process • Things change and that’s OK. • Throughout the academic year, school districts may identify priorities and activities aligned with GEAR UP TN goals and objectives not originally included in the annual GEAR UP TN work plan and/or budget. • New formal process for updating your GEAR UP TN budget: • Complete the Budget Revision Form. • Send form to your regional coordinator. • Upon approval, the regional coordinator will forward the form to Nashville for final approval. • The GEAR UP TN central office will send you formal notification of your approved budget. Page 64

50. New Budget Revision Process When to submit a Budget Revision Form When there is a significant change in the scope of work outlined in your work plan that affects budget When there is a significant change in the any of the budget line items (i.e., a college visit cost significantly less than you anticipated) When in doubt – ask your regional coordinator. Page 64