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					                           Higher Education Coordinating Board
                                Washington State GEAR UP
                               Year 1 Budget and Work Plan

               Funding period: October 1, 2011 through August 31, 2012



The first step as a Washington State GEAR UP school partner is to create a Year 1 work plan
and budget. This template provides you with the information you need to develop a
comprehensive plan and identify the funding needed to support the activities.

Please complete a GEAR UP school budget and work plan using this form. Do not add or delete
any pages, and complete all sections. Do not change margins, fonts (Arial 11), or include
graphics. Fill in ALL information – do not leave blank or change the order. You will submit the
complete template when completed.

NOTE: If the school district is serving more than one school building with GEAR UP, each
school building must submit a plan. Do not combine school plans on a single form.

DUE: Friday, October 28, 2011.

The plan will be reviewed, and if needed you will be contacted to make revisions. Once
approved, the school will be issued a contract.

Questions? Please contact Marcie Sample, at marcies@hecb.wa.gov or 360-596-4809.

Ready to submit?
Send electronic copy to:     Katherine Kersten, katherinek@hecb.wa.gov

Mail signed original to:     Katherine Kersten, Program Coordinator
                             Higher Education Coordinating Board
                             917 Lakeridge Way SW
                             PO Box 43430
                             Olympia WA 98504-3430




9/26/2011
SECTION 1: SCHOOL DISTRICT CONTACT INFORMATION

District Name: ________________________________________________________________
District Website: ______________________________________________________________
District Phone Number: ________________________________________________________
District FAX Number: __________________________________________________________
Superintendent’s Name: _______________________________________________________
Superintendent’s Email: _______________________________________________________
District Mailing Address: _______________________________________________________


Business Manager Name: ______________________________________________________
Business Manager Email: ______________________________________________________
Business Manager Phone:______________________________________________________


Middle School Name: __________________________________________________________
Middle School Website: ________________________________________________________
Middle School Phone Number: __________________________________________________
Middle School FAX Number: ____________________________________________________
Principal’s Name: _____________________________________________________________
Principal’s Email: _____________________________________________________________
School Mailing Address: _______________________________________________________


Middle School Counselor Name; ________________________________________________
Middle School Counselor Email: ________________________________________________
Middle School Counselor Phone: ________________________________________________


GEAR UP Coordinator Name: ___________________________________________________
GEAR UP Coordinator Email: ___________________________________________________
GEAR UP Coordinator Phone: __________________________________________________


GEAR UP Graduation Specialist Name: ___________________________________________
GEAR UP Graduation Specialist Email: ___________________________________________
GEAR UP Graduation Specialist Phone: __________________________________________


Other Key Staff Contact Name:__________________________________________________
Other Key Staff Email: _________________________________________________________
Other Key Staff Phone: ________________________________________________________


Other Key Staff Contact Name:__________________________________________________
Other Key Staff Email: _________________________________________________________
Other Key Staff Phone: ________________________________________________________




                                   9/27/2011
SECTION 2: STUDENT ENROLLMENT

Note: If you are unsure which model you qualify for, please contact Marcie Sample.


PRIORITY MODEL SCHOOLS COMPLETE THIS SECTION
______ Total Students Enrolled as of October 15, Grades 7th-12th
______ % Free/Reduced Eligible Students as reported to OSPI on October 15.
______ Total GEAR UP Eligible Students (A x B = C)


COHORT MODEL SCHOOLS COMPLETE THIS SECTION
______ Total Students Enrolled in 7th grade, as reported to OSPI on October 15.




                                         9/27/2011
SECTION 3: YEAR 1 WORK PLAN

Federal GEAR UP Objectives:
   1. Provide information regarding financial aid;
   2. Encourage student enrollment in rigorous and challenging curricula and coursework in
      order to reduce the need for remedial coursework at the postsecondary level; and
   3. Improve the number of students who:
         a. obtain a secondary school diploma; and
         b. complete applications for, and enroll in, a program of postsecondary education.

Work Plan and Activities
Your work plan should include all the elements needed to ensure that all eligible GEAR UP
students meet the College and Career Ready Benchmarks. (See Appendix A.)

Please include the following details:
   1. Name and description of activity. Example: Afterschool tutoring
   2. Name/Position of person responsible for ensuring the activity is provided and completed.
      Example: Lead tutor, Joe Smith.
   3. Frequency of activity. Example: Monday through Thursday, 3 to 4 pm.
   4. Date to be completed. Example: June 30, 2012.
   5. Funding source. Identify if this is exclusively funded by GEAR UP, other funds, or a
      combination by checking the appropriate box(es).

Include activities that:
    1. Are required in the Statement of Work. (See Appendix B.)
    2. Address the GEAR UP College and Career Ready Benchmarks.
    3. Meet the GEAR UP objectives listed above.
    4. Will be sponsored by GEAR UP.
    5. Will not be sponsored by GEAR UP but address the GEAR UP objectives.

Activities may include the following: (See Appendix C.)
    Tutoring/Homework Assistance.
    Rigorous Academic Curricula.
    Comprehensive Mentoring.
    Financial Aid Counseling/Advising.
    Counseling/Advising/Academic Planning/Career Counseling.
    College Campus Visits/College Student Shadowing or Mentoring.
    Job Site Visit/Job Shadowing.
    Summer Programs.
    Educational Field Trips.
    Workshops supporting any of the GEAR UP objectives.
    Family activities and workshops.
    Staff professional development.

Having a clear plan of activities will help you develop an accurate budget request. Once
you have a plan, you can determine which activities require funding, which activities are
already covered by existing funds, and which activities can be funded by pooling
resources.




                                         9/27/2011
                               Year 1 Timeline of Activities
            (You may add additional lines if needed; one activity per line, please.)
                                                                 Frequency                            Funding
                                       Name and Position                          Date/Month
                                                                   and/or                             Source4
        Planned Activity1               of Responsible                              To Be
                                                                 Duration of                       GEAR      Other
                                        Staff Member2                             Completed3
                                                                  Activity                          UP       Funds
Student Orientation
Family Orientation
Staff Orientation & Match
Training




1The orientation activities are required annually for all schools.
2Listthe name and position of the person who will be responsible for ensuring this activity is completed.
3 Detail the month the activity will occur. Even better – list the date it is. Remember to get this on the school

calendar early!
4Check box as appropriate. If being funded by multiple sources, check both boxes.




                                                   9/27/2011
SECTION 4: ADEQUACY OF RESOURCES AND EQUIPMENT

Adequacy of Resources:

      Facilities
       Describe the type and adequacy of facilities (locations, amount of space available,
       resources available on site) for the GEAR UP program and staff.


      Equipment
          List the computer resources (including Internet access) and equipment available for
          GEAR UP staff. Include the number of resources available.




                                          9/27/2011
     SECTION 5: SCHOOL BUDGET DETAIL AND SUMMARY

     School Budget – DRAFT as submitted by school district.
     Using the accompanying Excel worksheet, enter a detailed budget for Year 1 - October 1,
     2011 through August 31, 2012. Additional guidelines for the expenditure categories and
     sample expenditures are provided in Appendix D. As you plan your budget, take into
     account the number of students, the required staffing level, the required activities, and how
     you will fund your work plan.

     Use the table below to summarize your expenditures by category. Do not add any detail to
     this table, only the category sub-totals, and grand total.

     The Washington State GEAR UP Project provides reimbursement to the District from the
     federal GEAR UP grant (CFDA 84.334S).

                                     Year 1 Budget Summary
Salaries, Wages, and Benefits
    Salaries or wages for GEAR UP staff for the period October 1, 2011 through                      $
       August 31, 2012.
    Costs for mandatory employer deductions.
Staff Travel and Professional Development
    Reimbursements for staff travel paid for GEAR UP sponsored events.
    Reimbursement for approved professional development travel expenses,                            $
       registration, and other fees.
    Travel expenses shall be paid in accordance with district policies and may not
       exceed state/federal per diems for mileage, lodging, and meals.
Goods and Services
    Cost of consumable supplies, including office supplies, photocopies, postage,
       and other materials required and necessary for GEAR UP operations.
    Cost of instructional materials, guest speakers, meals/refreshments, and
       other related items as allowed by GEAR UP to ensure that students meet the
                                                                                                     $
       College and Career Ready Benchmarks.
    Costs for standardized tests when students do not qualify for waivers.
    Costs for college visits, job shadows, and educational field trips, including
       meals for participants (approximately $7 per participant per meal), and fees
       for related educational activities. All trips must be pre-approved.
    Entertainment expenses are not allowable.
Student Transportation
    Costs for district vehicles, including driver time, for GEAR UP events.
    Reimbursement rate is $.51 per mile for district owned cars.
                                                                                                     $
    Reimbursement rate is per established district rates for other vehicles,
       including SUVs and buses. District must provide verification of rates to HECB
       to charge more than $.51 per mile.
SUB-TOTAL DIRECT COSTS                                                                               $
Indirect Costs (See Appendix E for current rates.)
                                                                                                     $
________ School District’s Restricted Indirect Rate is ___ percent of the total direct
federal costs.
TOTAL BUDGET AMOUNT                                                                                  $


                                               9/27/2011
APPENDIX A
COLLEGE & CAREER READY BENCHMARKS




                       Washington State GEAR UP
                   College & Career Ready Benchmarks

   7th grade       8th grade       9th grade        10th grade      11th grade       12th grade
                Complete
                Pre-algebra.
                                Meet the Washington Minimum College Admission
                                Distribution Requirements (CADRs).*
                                Earn a minimum 3.0 GPA by end of 11th grade.
                      Promote to next grade level and graduate on time.
Meet             Meet                              Meet
standards on     standards on                      standards on
Measure of       Measure of                        High School
Student          Student                           Proficiency
Progress.        Progress.                         Exam.
                 Complete                          Complete        Complete ACT.
                 ACT’s                             ACT’s
                 EXPLORE.                          PLAN.
Research postsecondary             Identify and    Conduct in depth research       Complete at
options and careers, complete research 5 to (including campus visits) to 3 least 3
an interest inventory using        10 post-        to 5 postsecondary programs postsecondary
WOIS, Career Cruising, or          secondary       aligned with career interests. applications.
Career Bridge, or similar          options.
product.
                  Participate in quarterly family workshops on financial literacy,
                          college preparation, planning, and financial aid.
                                                   Complete FAFSA Forecaster. Complete
                                                                                   FAFSA.
Complete “The Vault”               Complete “Aspirations to        Complete NCCEP’s “16
financial literacy curriculum. Action” curriculum.                 Summers” curriculum.
*CADRs include 4 credits English, 3 credits math, 4 credits social science, 2 credits foreign
language, 2 credits science, 1 credit art.




                                          9/27/2011
APPENDIX B
STATEMENT OF WORK

GEAR UP partner school districts and schools agree to provide services as described below.

   1. Activities as described below shall be provided to eligible students:
          a. Cohort model schools will provide GEAR UP services to all students in the Class
               of 2017.
          b. Priority model schools will provide GEAR UP services to low income students, as
               determined by free/reduced meal eligibility, TANF recipient, foster care, or other
               established method.
   2. Ensure that students have access to appropriate program activities. Activities shall
      supplement what the school already provides. Program activities will:
          a. Provide information regarding financial aid;
          b. Encourage student enrollment in rigorous and challenging curricula and
               coursework in order to reduce the need for remedial coursework at the
               postsecondary level; and
          c. Improve the number of students who:
                    i. obtain a secondary school diploma; and
                   ii. complete applications for and enroll in a program of postsecondary
                       education.


Student Activities

     1. Provide a program orientation to students by November 30, 2011 and by October 31
        of each subsequent year to ensure that they understand the program and the
        opportunities available to them.

     2. Provide services that support all students in achieving the GEAR UP Career and
        College Ready Benchmarks, which include:

            a. Students complete pre-algebra by the end of 8th grade.
            b. Students meet the Washington Minimum College Admission Distribution
               Requirements (CADRs).
            c. Students meet standards on the Measure of Student Progress and High School
               Proficiency Exam.
            d. Students complete ACT’s College and Career Ready System: EXPLORE (8th
               grade), PLAN (10th grade), and ACT (11th or 12th grade).
            e. Middle school students complete college and career research and inventory.
            f. Ninth grade students identify and research 5 to 10 post-secondary options.
            g. Tenth and 11th grade students complete in depth research of 3 to 5 post-
               secondary programs that are aligned with their career interests.
            h. Tenth and 11th grade students have the opportunity to visit at least 3 college
               campuses that are aligned with their career interests.
            i. Twelfth grade students complete at least three post-secondary program
               applications.
            j. Eleventh grade students and families complete the FAFSA forecaster.
            k. Twelfth grade students and families complete the FAFSA.
            l. Students and families complete “The Vault” during 7th and 8th grade, a financial
               literacy curriculum provided by Washington State Employees Credit Union.


                                          9/27/2011
             m. Students and families complete “Aspirations to Action” during 9th and 10th
                grade, an on-line curriculum provided by Washington College Access Network.
             n. Students and families complete “16 Summers” during 11th and 12th grade, a
                financial aid and college planning curriculum provided by the National Council
                for Community and Education Partnerships.
             o. Students earn a minimum of 3.0 GPA by the end of 11th grade.
             p. Students are promoted to the next grade level and graduate on time.

     3. Use HECB created and/or provided print and electronic resources when working with
        students. Resources may include GEAR UP handbooks, and other college awareness
        and access materials.

     4. By the end of the 8th grade, provide all students with a 21st Century Scholar Certificate
        as provided by the HECB.

     5. Optional: Schools may provide summer opportunities to support grade level transition,
        academic readiness, and credit retrieval. Summer activities may include educational
        field trips to prepare students for careers and college, and college campus visits.


Families Activities

     1. Provide a program orientation to families by November 30, 2011 and by October 31
        of each subsequent year to ensure that they understand the program and the
        opportunities available to their students.

     2. Provide quarterly family workshops about preparing for careers and college,
        including high school graduation requirements, college entrance requirements,
        financial aid, scholarships, and financial literacy. These may include the curricula
        referenced above, “The Vault,” “Aspirations to Action,” and “16 Summers.”

     6. Use HECB created and/or provided print and electronic resources when working with
        students. Resources may include GEAR UP handbooks, and other college awareness
        and access materials.


Staff Activities

     1. Provide a program orientation to all building staff by November 30, 2011 and by
        October 31 of each subsequent year to ensure that they understand the program and
        the opportunities available to them.

     2. Provide an annual training on in-kind match for all staff. This will include what is
        allowed as match, and how to accurately document match using GEAR UP forms.

     3. Make GEAR UP sponsored professional development available to all appropriate staff.




                                          9/27/2011
Advisory Committee

     1. Establish an advisory committee to provide guidance and build community
        acceptance and support of GEAR UP, and create a college-going culture within the
        school and community.

     2. Committee members shall include one or more representatives from the following
        groups: school administrators, teachers, counselors, students, parents/families, and
        business and non-profit partners.

     3. Convene the committee at least twice a year. Hold the first meeting within 60 days
        of the start of the program.

     4. Provide a roster of Advisory Committee members to HECB by November 1 of each
        year.


Project Administration

     1. Submit an annual work plan and budget for HECB approval by October 28, 2011 for
        contracts that will begin November 1, 2011. Submit an annual work plan and budget
        by August 15 of each subsequent year for contracts that begin on September 1.

     2. Provide adequate staffing to fulfill the obligations of the contract. Staffing needs will
        be based on the number of students to be served in the school(s) and must be pre-
        approved by HECB.

     3. Hire, train and supervise GEAR UP staff. It is recommended, but not required, that
        GEAR UP staff have a minimum of a bachelor’s degree. It is also recommended that
        all staff hired have previous experience working with similar populations, including
        low-income, first generation and minority students and families. Positions titles may
        include GEAR UP Coordinator, GEAR UP Graduation Specialist, or similar. See
        Appendix G for sample position descriptions.

     4. Submit official district position descriptions to HECB. Descriptions must include the
        number of hours, or FTE, and duration of the position.

     5. Establish a GEAR UP team that includes key school staff (principal, vice-principal, or
        counselor), GEAR UP staff, and other school staff such as class advisors. It is
        recommended that the team meet a minimum of monthly to ensure that the work plan
        is followed.

     6. GEAR UP staff are required to attend all GEAR UP sponsored training and
        professional development workshops, including the annual GEAR UP West
        Conference.

     7. Building and district leadership (superintendents, principals, assistant principals) are
        expected to participate in GEAR UP professional development opportunities to
        support the program implementation.

     8. Provide adequate classroom and office space for the program in a highly-visible area.


                                           9/27/2011
9. Provide appropriate level of supervisory, administrative, clerical, and fiscal support.

10. GEAR UP expenditures must be submitted by the 25th of each month for
    reimbursement. Maintain proper cost accounting records for all reimbursed expenses.
    Use the correct federal circulars (OMB circulars A-102 and/or A-87). Follow HECB’s
    instructions on submitting Invoice Vouchers.

11. Districts are required to contribute in-kind or cash match equal to 60% of the total
    grant funds received. Match documentation must be submitted by the 25th of each
    month, including a summary of all match collected and the backup documentation
    from each contributor or source.

12. Track student, family, and staff participation in GEAR UP sponsored activities with
    daily logs or sign-in sheets. Activity and participation data will be entered
    electronically at least weekly into the HECB GEAR UP database.

13. Support HECB led evaluation efforts, including administering surveys to students and
    parents. Participate in external evaluation plan by providing program information and
    participating in evaluation meetings. Per the US Department of Education guidelines,
    schools are expected to collect surveys from a minimum of 80% of GEAR UP
    students and 50% of GEAR UP family members.

14. Participate in annual site visits with HECB staff to ensure program compliance and
    effectiveness.




                                     9/27/2011
APPPENDIX C
SAMPLE GEAR UP ACTIVITIES

STUDENT ACTIVITIES

Tutoring/Homework Assistance
    Before/after school or lunch time tutoring and homework support provided by GEAR UP
       staff.
    Before/after school or lunch time tutoring and homework support provided by teachers.
    Before/after school or lunch time tutoring and homework support provided by volunteers.

Rigorous Academic Curricula:
    Activities that encourage students to enroll in rigorous courses, including advanced math
      and science courses, Advanced Placement, College in the High School, Running Start,
      and similar options.
    Activities that support student success in rigorous coursework.
    Test preparation for AP classes.

Comprehensive Mentoring
   Mentoring students in academic, social, organizational, and life skills by GEAR UP staff,
     or other designated mentors (community volunteers, peer mentors, cross age mentors)
     in a structured setting.
   Mentoring families to support students academically and socially to prepare them for
     postsecondary education by GEAR UP staff, or other designated mentors (community
     volunteers, peer mentors, cross age mentors) in a structured setting.

Financial Aid Counseling/Advising
    Financial aid events such as College Goal Sunday, NELA webinars, school
      presentations, workshops for students and families provided by GEAR UP staff or
      others.
    FAFSA preparation and completion events.
    Financial literacy curriculum, “The Vault.”
    Financial aid curriculum, “16 Summers.”

Counseling/Advising/Academic Planning/Career Counseling
   Specific activities or workshops provided for students and families by GEAR UP staff.
   Career exploration activities, including Career Cruising, WOIS, Career Bridge or other
     similar activities specific to GEAR UP students.
   Career Fairs.
   Guidance curriculum, “Aspirations to Action.”
   High School and Beyond planning.
   Does not include school advisory programs such as Navigation 101 or similar program
     provided to all students, UNLESS it is a new program provided by GEAR UP.

College Visit/College Student Shadowing
    College fairs, either on school campus or college campus.
    College campus visits.

Job Site Visit/Job Shadowing
    Any structured, school led job shadow, career focused field trip, or similar activity.


                                           9/27/2011
Summer Programs
   Summer camp participation (on college campus, or from pre-approved list provided by
    HECB).
   Summer instruction programs, such as credit retrieval, summer school, enrichment, or
    similar activity provided specifically for GEAR UP students.

Educational Field Trips
    Cultural experiences such as performing arts, museums, or similar activity.
    Field trips that complement and enhance existing curriculum in key content areas (math,
      science, language arts).

Workshops
   Study skills workshops.
   Any other GEAR UP specific activity that is conducted and does not meet any of the
     above definitions.

Family/Cultural Events
    Student participation in family events as described in Family section.

Other
    Any activities that are specifically part of GEAR UP programming that are not described
      above.

FAMILY ACTIVITIES

Workshops on college preparation, financial aid, and financial literacy.
   Family focused workshops on high school graduation requirements, college admissions
     requirements, study skills, or other similar topics.
   Family focused workshops on financial aid availability, application processes, including
     scholarships and loan programs, FAFSA preparation and completion, College Goal
     Sunday, NELA webinars, etc.
   “The Vault” financial literacy curriculum.
   “16 Summers” financial aid curriculum.

Counseling/Advising
   Participation on student led conferences.
   “Aspirations to Action” guidance curriculum.

College Visits
    Participation on college fairs or campus visits.

Family Events
    Cultural or educational field trips.
    Career exploration activities.
    Career Fairs.

Other
    Other family events that do not meet any of the above definitions.




                                            9/27/2011
STAFF ACTIVITIES

     Mandatory annual orientation and match documentation training.
     GEAR UP sponsored professional development and technical assistance workshops.
     Professional development to support GEAR UP objectives. Examples include: AP
      Institute, Why Try, Quantum Learning, AVID, Navigation 101
     Participation in GEAR UP student and family activities.




                                      9/27/2011
APPENDIX D
BUDGET AND EXPENDITURE GUIDELINES

GEAR UP funds, per federal guidelines, can be used to SUPPLEMENT school services,
but cannot SUPPLANT existing funding.

Salaries, Wages and Benefits includes:
        Salaries/Wages for staff working exclusively to provide GEAR UP services. GEAR
           UP salaries cannot supplant existing funding for staff, per federal law.
        Costs for GEAR UP paid staff, including coordinators, graduation specialists and
           tutors providing program oversight or direct service to students.
               o When requesting funding for staff, you must provide a district approved
                    position description detailing the tasks assigned to the staff person and the
                    amount of time (total hours per month, for example) that is provided for the
                    position.
               o Paid staff must provide services exclusively to the GEAR UP eligible students
                    during the time charged to the grant.
        Benefits may include mandatory employer deductions (FICA, medicare, health
           insurance, retirement, unemployment and workers comp, etc.).
        Costs of substitute teachers, including benefits, necessary to conduct GEAR UP
           activities.

Staff Travel and Professional Development includes:
        Travel expenses for GEAR UP sponsored training and meetings.
              o November kick-off and implementation technical assistance workshop,
                  Leavenworth.
              o Four regional technical assistance workshops (East/West).
              o Year 2 Planning Meeting, Central Washington.
        Other staff travel for professional development.
        Please refer to OFM per diem rate map (Appendix H) for allowed mileage, meals,
           and lodging costs.
        Costs for staff development, including registration fees, stipends for attendance, and
           materials.

Goods and Services includes:
      Consumable supplies necessary for project activities such as photocopies, postage,
        printer ink, pens, paper, and binders.
      Supplies and light refreshments or modest meals for family events. Maximum
        allowance is $7 per person.
      Fees and expenses for student field trips, including meals, lodging, and entrance
        fees. Maximum allowance is $7 for meals and $3 for snacks, or up to $25 total for a
        full day event.
      Snacks for afterschool tutoring, mentoring, not to exceed $1 per person per day.
      All food purchases must be healthy, nutritious items. GEAR UP will not pay for soda
        or similar drinks or candy (other than as allowed in incentive guidelines).
        EXCEPTION: When students are on field trips and meals are purchased, they may
        include soda.
      Educational field trips enhancing existing classroom activities.
      College application fees, less $15 family contribution.
      Credit retrieval fees, summer school fees.



                                           9/27/2011
        Cost of test preparation materials and activities for the SAT, ACT, Running Start, and
         AP.
        Cost of standardized test fees paid by the district for students after waivers are
         obtained for qualifying students.
        Student and family incentives, per pre-approved guidelines. See Appendix E for a
         complete list. There are no exceptions to the pre-approved items or cost limits.
         Total budget for incentives may not exceed 2% of grant award.
        Costs for guest speakers (limit of one per year).
        Entertainment costs, including movies and athletic events, are not an allowable
         expense.

Student Transportation includes:
       Cost of transporting students by district vehicle, including driver time and expenses,
          on approved field trips.
       Based on established district transportation charges, or federal per diem mileage.
       Schools must submit documentation showing standard mileage reimbursement rates
          for SUVs and buses if the rate exceeds $.51/mile.
       We recommend that reimbursement is based on the mileage rates, and not based on
          fuel receipts.

Indirect Costs include:
    Indirect costs must be used to pay legitimate program expenses not covered by
       budgeted direct costs as outlined above.
    Future budget amendments that increase direct costs may not result in a
       corresponding increase in indirect funding.
    See Appendix F for your district’s current rate.




                                         9/27/2011
   APPENDIX E
   PRE-APPROVED INCENTIVES AND COST LIMITS


                       WASHINGTON STATE GEAR UP PROGRAM
                     SPECIFIC ALLOWABLE COSTS AND GUIDELINES

Description                    Amount                       Purpose
Drawing item:                  One item per meeting         Attendance incentive for family events.
grocery store gift card OR     valued at up to $25.
gas gift card OR restaurant
gift card OR food gift
basket.
Clothing items w/GEAR UP       Up to $15 each.              Students, staff, chaperones to wear for field
or college message. Any                                     trips, school events, special programs,
printing/setup charges must                                 community service and other events to
be included.                                                promote GEAR UP, teamwork, and safety.
Pencils/pens.                  Up to $1 each.               Student reward or incentive.
Stickers.                      Up to $0.25 each.            Student reward or incentive.
Backpacks.                     Up to $20.                   Incentive for academic achievement,
                                                            attendance, or service.
School Supplies (binders,      Up to $20 per student per    Student reward or incentive.
folders, paper, bookmarks,     year.
highlighters, lanyards,
markers, calculators, and
other school supplies).
Coffee Mugs.                   Up to $5.                    Appreciation tokens for volunteers.
Hats, scarves, bags w/GEAR     Up to $8 each.               Student reward or incentive.
UP or college message.
Career or educational books.   Up to $20 each.              Student reward or incentive.
Educational CD’s.              Up to $20 each.              Student reward or incentive.
Educational DVD’s.             Up to $20 each.              Student reward or incentive.
Decorations for events         Up to $25 per event.         For GEAR UP events only.
(flowers, centerpieces,
balloons).
Candy.                         Up to $1 each.               Student reward or incentive.
Educational Games.             Up to $20 each.              Student reward or incentive.
Flash Drives.                  Up to $10 each.              Student reward or incentive.

   (Purchases of music, for example, iTunes gift cards, are considered entertainment and
   therefore not allowed.)

   NOTE: The reward/incentive budget shall be no more than 2% of contractor’s total
   budget each contract year.




                                                9/27/2011
APPENDIX F
FEDERAL RESTRICTED INDIRECT RATES

         FY 2011-12 Federal Indirect Rates and State Recovery Rates
                        (Source FY 2009-2010 F-196)
               Office of Superintendent of Public Instruction

          DISTRICT NAME                 RATE
          ABERDEEN                                2.25%
          BLAINE                                  2.07%
          BREMERTON                               6.17%
          CAPE FLATTERY                           3.22%
          EASTMONT                                3.00%
          EVERETT                                 3.22%
          FEDERAL WAY                             2.98%
          FINLEY                                  3.77%
          GRANDVIEW                               6.60%
          INCHELIUM                               5.79%
          KETTLE FALLS                            2.33%
          KLICKITAT                               5.34%
          MANSFIELD                               6.77%
          NASELLE GRAYS RI                        1.44%
          OCEAN BEACH                             6.36%
          OKANOGAN                                3.53%
          PATEROS                                 6.47%
          QUINCY                                  4.62%
          RAYMOND                                 1.82%
          ROSALIA                                 3.25%
          SHELTON                                 2.09%
          SOUTH BEND                              2.75%
          SPOKANE                                 4.17%
          TEKOA                                   3.54%
          TOPPENISH                               4.31%
          VANCOUVER                               2.70%
          WAHKIAKUM                               2.11%
          WAPATO                                  4.18%
          WEST VALLEY                             3.19%
          WHITE PASS                              3.06%
          WILLAPA VALLEY                          1.33%
          WILSON CREEK                            13.35%



                                 9/27/2011
APPENDIX G
SAMPLE POSITION DESCRIPTIONS

Washington State GEAR UP requires that each district have adequate staffing to
ensure that the project is successfully implemented, comprehensive services are
provided, and participation and fiscal reporting are completed in a timely manner.

Below are two sample position descriptions, one for GEAR UP Coordinator, and
one for GEAR UP Graduation Specialist. The samples are meant to serve as a
guide for developing the position description(s) for your building. The positions
may be merged into a single position, or may be shared staff positions.

You may also include other positions, such as tutors or mentors, in your plan.
The GEAR UP Coordinator/Graduation Specialist positions are considered the
minimum responsibilities necessary to support the program expectations.

You must submit all final, official district posting(s) with this packet.



                          SAMPLE POSITION DESCRIPTION

                                 GEAR UP Coordinator



Key Responsibilities

      In collaboration with district and building administration, as appropriate, develop
       an annual GEAR UP work plan and budget that will support GEAR UP-eligible
       students in meeting the Washington State GEAR UP College and Career Ready
       Benchmarks.

      Develop relationships and work in collaboration with school personnel to create a
       building level GEAR UP team to support implementation of GEAR UP activities
       and improve the college going culture.

      Establish a Community Advisory Committee per the GEAR UP Scope of Work.
       Facilitate semi-annual meetings as required.

      Create and maintain a GEAR UP event calendar to ensure completion of work
       plan.

      Compile, analyze, and utilize data to best support students in meeting GEAR UP
       benchmarks.




                                        9/27/2011
      Collaborate with other district GEAR UP staff to ensure an efficient use of
       resources in meeting GEAR UP benchmarks.

      Complete monthly, quarterly, and annual documentation as needed for GEAR
       UP program evaluation, including matching funds.

      Work in collaboration with building and district business office staff to ensure
       timely and accurate submission of expenditures for reimbursement.

      Record contacts with students, families, community partners, and staff members.

      Participate in GEAR UP-sponsored meetings and professional development
       opportunities.

      Promote GEAR UP-sponsored professional development to appropriate staff.

      Provide an annual GEAR UP orientation to students and families to promote
       GEAR UP activities.

      Provide an annual GEAR UP orientation for staff to promote GEAR UP activities
       and train staff on in-kind match requirements and documentation.



                           SAMPLE POSITION DESCRIPTION
                            GEAR UP Graduation Specialist


Key Responsibilities

      Explain to students and parents the benefits of college; encourage college visits,
       test preparation and participation; connect with college recruiters or partner
       programs that offer educational and career exploration.

      Contact post-secondary schools and arrange field trips to allow students to
       explore future options.

      Collaborate with administrators and other staff to plan family information nights.

      Collect and maintain required student, family, and staff participation records.

      Facilitate required GEAR UP curricula for students and families, including The
       Vault financial literacy (7th/8th grade), Aspirations to Action (9th/10th grade), and
       16 Summers (11th/12th grade).

      Plan, organize, promote, and facilitate quarterly family workshops.


                                         9/27/2011
   Provide support to students to ensure they have access to college and career
    planning tools such as WOIS, Career Cruising, or Career Bridge and other
    resources.

   Provide mentoring and advising for academic success, college readiness skills
    and post-high school planning to both students and parents.

   Participate in planned GEAR UP activities throughout the year, including
    overnight travel.

   Oversee operation of tutoring and mentoring programs.

   Create and maintain positive relationships with cohort students and families.

   Collaborate with advisory teachers to provide GEAR UP resources to students.

   Work with school counselor(s) to provide students and families with appropriate
    and timely college admission and financial aid information.

   Provide individual support to students to ensure they meet the Washington State
    GEAR UP College and Career Ready Benchmarks.




                                    9/27/2011
APPENDIX H
PER DIEM MAP EFFECTIVE OCTOBER 1, 2011




                                9/27/2011

				
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