WELCOME! GEAR UP GEORGIA Grant Management October 23, 2018
Grant Timelines Partners Roles Implementation Plan Fiscal Management Data Reporting
GRANT MANAGEMENT TIMELINE
April 2018 May 2018 June 2018 July 2018 August 2018 September 2018 October 2018 November 2018 December 2018 February 2019 March 2019 April 2019 May 2019 June 2019 APR Due & Initial Review of Year Two Data Year Three Work Plans Due & Year Two Data Report Summer Camps & Professional Development GEAR UP Nat l Conference, Contract Execution & Fall Roster Due Year Three Kick-Offs & Implementation National GEAR UP Week Celebration & Fall Roster Update/Course Enrollment Due State Partner Meeting Review of Data & Year Four Strategic Planning Spring Roster Update Due GEAR UP Capacity Building Workshop, District Leadership Institute (DLI), Student/Parent Leadership Summit & Spring Roster & Course Update Year Four Strategic Planning Meetings APR Due & Initial Review of Year Three Data DLI, Year Four Work Plans Due & Year Three Data Report Full Spring Data Upload Due
Partners
Executive Leadership Team University System Grant Management Team Cohort District Leaders Local Program Coordinators & Higher Ed PIs Technical College System of Georgia Georgia Student Finance Commission The Scholarship Academy Orange Duffel Bag Initiative Georgia Southern University
Joint Leadership Team All Executive Leadership Team Members All Priority District Leaders Georgia Department of Education Governor s Office of Student Achievement nsoro Foundation Georgia Career Information Systems (GCIS) Georgia Department of Family & Children Services UGA Fanning Institute/Embark
Sub-Awardee Budget Team Grants & Contracts (pre-award) Grants & Contracts (post-award) Business & Financials (Invoice submission)
Local Coordinating Councils Cohort Local Program Coordinators Cohort District Leaders Technical College System Rep University System Rep Georgia Student Finance Commission Rep The Scholarship Academy Community & College Access Organizations Parent Rep Former Student Rep School Coordinators
School Level Coordinators Cohort Head Counselors Grade Level Counselors Assistant Principals Principals
Local Coordinating Councils Priority Priority Program Coordinators Priority District Leaders District Homeless Liaison Department of Family & Children Services Rep Technical College System Rep University System Rep Georgia Student Finance Commission Rep The Scholarship Academy Community & College Access Organizations Parent Rep Former Student Rep
Implementation Plans
Service Plan Welcome Back Packets
SERVICE IMPLEMENTATION AND DATA COLLECTION STEP 1: GEAR UP Georgia Event Notification STEP 2: Event Approval STEP 3: Participation Collection (Sign-in Sheets) STEP 4: GEAR UP Georgia Service Summary STEP 5: Service Participation Reporting (Data Entry)
Online Resources
STUDENT & PARENT LEADERSHIP SUMMIT March 22-24, 2019 Columbus State University TARGETED PARTICIPANTS (168) GEAR UP Georgia USG staff GEAR UP Local Program Coordinators One GEAR UP Cohort Student per Cohort School (Coordinators will nominate one male and one female) One GEAR UP Cohort Parent or Guardian per student One GEAR UP Priority Student per Priority county (Coordinator will nominate one male and one female) One GEAR UP Priority Parent or Guardian per Student
STUDENT & PARENT LEADERSHIP SUMMIT March 22-24, 2019 Columbus State University APPLICATIONS Applications available in November Webinar scheduled on November 8 th logistics to prepare Coordinators for
FISCAL MANAGEMENT
PURCHASES & INVOICES Allowable expenses are listed in your work plan Proposed purchases not listed in your work plan must be pre-approved in writing Event notification must be provided via School or Program Coordinator to be reimbursed Program Coordinator must be aware of all events where GEAR UP funds are being used Email ALL invoices to ospinvoices@osp.gatech.edu PLEASE invoice monthly if at all possible If you have questions or concerns, don t hesitate to reach out BEFORE purchases are made
PURCHASES & INVOICES Allowable Costs (a) Approved GEAR UP In-service training of project staff. (b) Rental of space for GEAR UP events if donated space is not available (c) Educational pamphlets and similar materials for distribution at workshops for the parents of participants. (d) Educational programming admissions fees, transportation, T-shirts (Safety purposes for College Visits Only), and other costs necessary to participate in educational field trips, attend educational activities. (e) Costs for one project-sponsored banquet or ceremony. (f) Transportation, meals, and overnight accommodations for staff members when they are required to accompany participants in project activities such as field trips OR for approved GEAR UP professional development activity.
COST SHARE Cost Share vs. Match vs. In-Kind Difference between Cost Share and Indirect (8%) We are asking at least 20% from each partner If it s not an allowable expense, it can t be Cost Share
COST SHARE Steps for reporting Cost Share Don t assume it is not possible to receive without asking first Include it in your Work Plan if possible Document Cost Share on your invoices as applicable Submit a Cost Share Certification Letter to USG In March for APR At the end of the Fiscal Year (August 28 th )
COST SHARE SUSTAINABILITY IS KEY!!!!
DATA REPORTING
Data Collection Purposes Annual reporting to the Federal government Program Evaluation to continuously improve delivery of services and interventions Provide partners with essential data upon requests for their own purposes
Reporting Cycle for Year 3 Data Elements Date Collected Reporting Period Fall Roster Update 1 07/31/18 Fall 2018 AY 2018 Faculty Roster Update 07/31/18 Fall 2018 Fall Roster Update 2 (Only those students not in the first Update) 09/01/18 Fall 2018 Fall Course Enrollment 09/01/18 Fall 2018 Spring Roster Update 1 12/01/18 Fall 2018 Fall Course/Grade Update 01/31/19 Fall 2018 Spring Roster Update 2 (Only those students not in the first Update) 02/28/19 Spring 2018 Spring Course Enrollment 02/28/19 Spring 2018 Spring Course/Grade/Final Roster Update 06/15/19* Spring 2018 Milestones Test Score Update 06/15/19* AY 2018-19 AY 2018 Standardized Test Score Update 06/15/19* AY 2018-19 AY 2018 Attendance Report 06/15/19* AY 2018-19 AY 2018 Discipline Report 06/15/19* AY 2018-19 AY 2018 GPA Report 06/15/19* AY 2018-19
QUESTIONS Dawn Cooper USG Assistant Vice Chancellor of College Access Initiatives GEAR UP Georgia Project Director dawn.cooper@usg.edu
What is Cost Share? GEAR UP Georgia (GUGA) is required to collect a dollar-for-dollar Match or Cost Share, meaning that for every dollar of federal grant money spent on the project, we must collect an equal dollar amount of match in the form of state, local or donated funds. It is our responsibility to collect and document this Cost Share 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 Cost Share 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. Cost Share follows the same rules as the money you spend on GEAR UP. Your match must be allocable, allowable and reasonable. Partner Match Requirement GUGA partners are required to collect and document match equal to 20% of their total grant award for year 3-7. Calculate your match requirement as follows: Total Award x.20 = Total Match Required NOTE: Match in a future grant year is subject to change and may either increase or decrease and must be met during match period. Definition of Cost Share Cost Share is a general term that refers to good, 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 Cost Share applies. If another person or organization donated the goods or services, then both the generic term Cost Share and the more specific term in-kind applies. Allowable Cost Share contributions may be paid for by state or local funds or donated. Definition of In-Kind 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, fee waivers, and donations of supplies, facilities or equipment. How to Meet the Required Cost Share Collecting and documenting match on an ongoing basis is efficient and much less stressful than attempting to catch up or go back and document it. Breaking down a grant s Cost Share requirement on a monthly or quarterly basis makes it manageable and attainable. Remember: If a cost is not allowable then it is not allowable as Cost Share. Additionally, if a cost is included in the 8% indirect costs, then it is not allowable as Cost Share. Cost Share cannot be claimed from other sources/programs/grants that are federally funded like TRIO, Title I, Perkins, AmeriCorps, the U.S. Army, etc. Other Facts: If you have one or more federal grants, you can only count Cost Share contribution once. Discounts can be counted as Cost Share and must be documented by the donor on the In-Kind Cost Share Form. Partner staff who are assisting the grant in accordance with their regular job duties can count their staff time as Cost Share. Physical space and equipment as well as Guest Speaker fees can also count as Cost Share.