Washington State GEAR UP Grant 4 Kickoff Workshop Summary
WASHINGTON STATE
GEAR UP
GRANT 4 KICKOFF
WORKSHOP
•
NOVEMBER 13, 2017 – SPOKANE
•
NOVEMBER 14, 2017 – SEATAC
WELCOME AND INTRODUCTIONS.
Weiya Liang, Director for College Access and Support
Marcie Sample, Associate Director for College Access and Support
Beth Kelly, Assistant Director for College Access and Support
Kelly Keeney, Program Specialist
Lori Vani, Fiscal Program Manager
AGENDA OVERVIEW & TABLED TOPICS.
Today is about building a foundation.
Understanding Expectations.
Community of Support.
Resource Base.
You aren’t going to get everything you need today…it’s a
process.
A19 & Match Webinar
Portal/Data Entry Webinar
Continued workshops
WHO WE ARE.
GEAR UP stands for Gaining Early Awareness
and Readiness for Undergraduate Programs.
Washington State GEAR UP is a partnership
among the Washington Student Achievement
Council, the Office of the Governor,
postsecondary institutions, State Board for
Community and Technical Colleges.
Various program partners to support
implementation.
PARTNERSHIPS.
Washington State Employees Credit
Union
Family and student events, financial
literacy
Office of Superintendent of Public
Instruction
Career Guidance Washington
Financial Literacy guidance
Washington College Access Network
Southern Region Education Board, Go
Alliance Academy training modules
Challenge Applications
On-site student development
(leadership, goal setting, non-cognitive
skills, and more)
Train the trainer for staff, experiential
learning
Focus Training
On-site student development events
related to building a college going
identity/culture
Co-host summer camps
Seeds Training
Co-host summer camps
Potential on-site student development
events (TBD)
PRIORITY SCHOOLS:
7TH – 12TH GRADE (CONCURRENTLY), ELIGIBLE STUDENTS.
COHORT SCHOOLS: CLASS OF 2023, 7TH-GRAD.
ABOUT GEAR UP GRANT 4.
US Dept. of Education Competitive Grant.
7 years, 2017-2024.
$3.5 million per year/federal.
$1 million per year/state.
With $1/$1 match, $49 million dollars.
WSAC’s 4
th
consecutive grant.
IT’S AN ACRONYM, PEOPLE.
One of the most important things
we want you to know and
remember…
GEAR UP is an acronym.
It should always be written in all
caps, and as two words.
WHAT WE DO.
GEAR UP i
ncreases the
number of students who
g
raduate from high school,
and enroll in, and succeed in
postsecondary education.
POSTSECONDARY OPTIONS
Washington State GEAR UP will prepare
students for earning a postsecondary
credential that has labor market value.
Postsecondary education or “college”
includes apprenticeships, military, on-
the-job training programs, community
college certificates, two-year degrees,
and four-year degrees.
NATIONAL GEAR UP OBJECTIVES
1.
Increase academic performance and
preparation for postsecondary education.
2.
Increase high school graduation and
postsecondary participation rates.
3.
Increase student and family knowledge of
postsecondary options, preparation, and
finances.
GUIDING PRINCIPLES FOR A STRONG
GEAR UP PROGRAM.
Strong Team.
Building and District
Administration.
Counselors.
Advisors.
Key Content Teachers.
GEAR UP Staff (past
and present).
Strong Planning.
Time.
People.
Regular, Consistent
Meetings.
Integrated programming –
part of a comprehensive
approach.
Sustainability.
HOW IS GRANT 4 DIFFERENT FROM
GRANT 3?
Even Better If
Campus Visit Guide
Family Resources and Expectations
Additional Grant Management Guidance
New Coordinator Manual Format
75% Match
Annual Progress Toward Outcomes
WHAT WORKS RECOMMENDATIONS
See handout in your folder “What Works Research-Based
Recommendations & Required Activities.
Foundation for all of our work.
Five Recommendations from “What High Schools Can Do?”
But what about middle school and junior high students?
Required activities.
Indicators.
Alignment with Work Plan and Budget.
WHAT WORKS RECOMMENDATIONS
With your school team, review the handout.
Compare the required activities to your Year 1 Work Plan.
Do you have all of the requirements addressed?
Are there additional activities you’d like to include?
Are you making the best use of the resources?
Do you need to make any revisions to better align with the
recommendations?
RACI MATRIX
Describes the roles and responsibilities of team members on a
particular project or operating process.
R= Responsible
– Those who do work to achieve the task. There
can be multiple resources responsible.
A person assigned a task
can be both an A and an R.
A= Accountable or Approver
– The resource ultimately
answerable for the correct and thorough completion of the task.
There is only one A for each activity.
C= Consulted
– Those whose opinions should be included before
decisions are made.
Two-way communication.
I= Informed
– Those who are kept informed on progress or when
decisions are made.
One-way communication.
GEAR UP RACI - (HANDOUT)
Template. Should customized for your program.
Identifies the critical deliverables for the program year.
Identifies roles that are represented with your
program.
You may add additional roles and responsibilities.
As a team, you should assign values (R,A,C,I) for each
deliverable. Use the tool to ensure project’s success.
he development of the matrix should be collaborative
to get discussions moving in the right direction and
encourage greater commitment from your team.
CONSIDERATIONS
No R’s assigned.
Who is going to do the work?
No A’s assigned
. Someone must be accountable.
A’s have been assigned to multiple roles?
Ideally, only one
person is an “A” for each deliverable.
Too many C’s.
Are there representatives who could speak for a
large group on this task? Too many c’s on a task can slow down
your progress.
Numerous I’s / Every row filled in
. Prioritize who needs to be
informed so that they can pay attention when necessary.
GET CONNECTED
Are you getting the Tuesday bulletin?
THE ESSENTIAL RESOURCE for all things GEAR UP.
bethk@wsac.wa.gov
to get added to the
distribution list.
Are you following us?
If not, take two minutes to do that now:
facebook.com/gearupwa
twitter.com/gearupwa
instagram.com/gearupwa
Youtube:
http://bit.ly/waguYoutube
GENERAL RESOURCES
WWW.GEARUP.WA.GOV
WAGU RESOURCES
HTTP://GEARUP.WA.GOV/RESOURCES/WASHINGTON-STATE-GEAR-RESOURCES
FAMILY NEWSLETTERS
Monthly family newsletter templates with college readiness and
financial aid information for grades 7 through 12.
Just add your school logo, events and contact information to
customize for your school!
Share with families:
Mail home.
Hand out copies at workshops, school or sports events.
Email a copy home.
Make it available online.
Distribute through Skyward or other SIS.
Post in the community.
Newsletter Topics by Grade in English and Spanish
CAMPUS VISITS – NEW EXPECTATIONS
Grade-level Campus Benchmarks – See handout.
Getting Ready for Campus Visits: A GEAR UP Handbook for
Providing Campus Visits for Middle and High School Students
.
Includes best practices and resources to help plan meaningful
on-campus experiences. Contains replicable, customizable
tools.
Washington Campus Visit Information for GEAR UP Groups:
2017-18
.
Washington's colleges and universities offer a variety
of activities for middle and high school tour groups. This matrix
provides the necessary contact and background information
to help coordinate a GEAR UP campus visit.
CAREER & COLLEGE READY
BENCHMARKS
Grade Level Benchmarks.
Comprehensive.
Aligned with What Works
Recommendations and RACI.
See handout.
FAMILY ENGAGEMENT RESOURCES
Family Engagement Guide.
Family Workshop PowerPoint Templates
and Activity Ideas.
3 Per Grade.
Customizable.
GRANT MANAGEMENT
Coordinator Manual
Section I: Program Information
Section II: Washington State GEAR UP Goals & Objectives
Section III: Expenditures & Reimbursement Procedures
Section IV: In-Kind and Cash Match Documentation and Reporting
Section V: Data Collection and Reporting
Section VI: Additional Forms & Resources
PROFESSIONAL DEVELOPMENT
Go Alliance Academy – Middle School
Module.
NCAN E-learning.
WCAN College Bound Regional Officers.
Check & Connect Mentoring Support from
Mentoring Works WA.
LET’S SEARCH
With your team, spend some time searching
the website to get acquainted.
What is one thing you found that will be
helpful?
What is one thing you can’t find that you’d like
to have?
If you don’t have a laptop, the site does well
on a phone or other device.
TEAM TIME
Wow, that was a lot. And we aren’t done yet.
Now that you have new information, spend some
time with your team discussing what you’ve
learned, what you still need to learn, and how you
are going to move forward.
How do you get the fiscal work started?
How do you get activities on the calendar?
How will you promote your program?
How will you engage students and families?
How will you engage staff?
What do you need to do in the next 45 days?
Remember the RACI?
SPENDING THE MONEY
Funding awards as of October 1, 2017.
Contract period is October 1, 2017 through August
31, 2018.
Only activities and expenditures in your final Work
Plan and Budget are allowable.
Engage your business office as soon as possible.
Determine who is in charge of approving
purchases/expenditures and get a system in
place.
Need to make a revision? Contact Marcie.
PARTNER SERVICES
Our partners
Challenge Applications
Focus Training
Seeds
Supplemental funding requests are due
December 29.
REIMBURSEMENTS
Final Grant 3 A19s must be
received by
November
30. Any items received after that date will not be
reimbursed.
First Grant 4 A19s
and
Match are due:
the week of December 8 for new grantees
Davenport, North Beach, East Valley, and Bellingham
the week of November 25 for all others.
MISCELLANEOUS STUFF
Incentives – what do you want?
Site visits – soon!
Job descriptions – did you send it?
Staff contact information – do we
have the right people?
CONTACT INFORMATION
Marcie Sample, Associate Director
Grant Program Oversight, Lead Liaison
for School Partnerships, Work Plan,
Budget Planning & Implementation, Site
Visits and Compliance Monitoring,
Program Evaluation
Work:360.753.7788
marcies@wsac.wa.gov
Kelly Keeney, Program Specialist 2
Event Planning, Meeting Information &
RSVP, Travel Arrangements, WSAC Portal
Assistance, Data Collection & Reporting
Work: 360.753.7838 | FAX: 360.704.6238
kellyk@wsac.wa.gov
Lori Vani,
Program Manager
A19 Reimbursement Process and Match,
Expenditure Allowability &
Documentation
Work:360.753.7789 | FAX: 360.704.6249
loriv@wsac.wa.gov
Beth Kelly, Assistant Director
Professional Development, Resource
Development, Postsecondary
Coordination/On-Campus Experiences
Work:360.753.7826
bethk@wsac.wa.gov
The Washington State GEAR UP Grant 4 Kickoff Workshop held in Spokane on November 13, 2017, and SeaTac on November 14, 2017, brought together key figures like Weiya Liang, Marcie Sample, Beth Kelly, Kelly Keeney, and Lori Vani to lay the foundation for the program. The workshop emphasized understanding expectations, fostering a community of support, and accessing resources gradually. GEAR UP stands for Gaining Early Awareness and Readiness for Undergraduate Programs, with a focus on collaboration among various entities to support students in their academic journey. Partnerships with organizations like Washington State Employees Credit Union were highlighted, along with the involvement of priority schools and students across different districts.
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Presentation Transcript
WASHINGTON STATE GEAR UP GRANT 4 KICKOFF WORKSHOP NOVEMBER 13, 2017 SPOKANE NOVEMBER 14, 2017 SEATAC
Weiya Liang, Director for College Access and Support Marcie Sample, Associate Director for College Access and Support Beth Kelly, Assistant Director for College Access and Support Kelly Keeney, Program Specialist Lori Vani, Fiscal Program Manager WELCOME AND INTRODUCTIONS.
Today is about building a foundation. Understanding Expectations. Community of Support. Resource Base. You aren t going to get everything you need today it s a process. A19 & Match Webinar Portal/Data Entry Webinar Continued workshops AGENDA OVERVIEW & TABLED TOPICS.
GEAR UP stands for Gaining Early Awareness and Readiness for Undergraduate Programs. Washington State GEAR UP is a partnership among the Washington Student Achievement Council, the Office of the Governor, postsecondary institutions, State Board for Community and Technical Colleges. Various program partners to support implementation. WHO WE ARE.
Challenge Applications Washington State Employees Credit Union On-site student development (leadership, goal setting, non-cognitive skills, and more) Family and student events, financial literacy Train the trainer for staff, experiential learning Office of Superintendent of Public Instruction Focus Training Career Guidance Washington On-site student development events related to building a college going identity/culture Financial Literacy guidance Washington College Access Network Southern Region Education Board, Go Alliance Academy training modules Co-host summer camps Seeds Training Co-host summer camps Potential on-site student development events (TBD) PARTNERSHIPS.
SCHOOL NAME CHOICE Davenport Klickitat Mansfield North Beach LOCATION Shelton/West Davenport/East Klickitat/Central Mansfield/Central Ocean Shores/West # GEAR UP STUDENTS 240 142 32 33 209 Rosalia Wilson Creek Willapa Valley Inchelium Naselle-Grays River Pateros Wahkiakum White Pass 13 Districts, 13 Schools Rosalia/East Wilson Creek/Central Menlo/West Inchelium/East Naselle/West Pateros/Central Cathlament/West Randle/West 48 63 68 78 79 95 130 148 1,365 students PRIORITY SCHOOLS: 7TH 12TH GRADE (CONCURRENTLY), ELIGIBLE STUDENTS.
# GEAR UP STUDENTS DISTRICT LOCATION 225 225 170 225 457 242 441 53 82 64 888 855 195 Aberdeen (2) Aberdeen/West Bellingham (2) Bellingham/West Blaine (2) Blaine/West East Valley (2) Spokane/East Eastmont (2-1-1) East Wenatchee/East Everett (2) Everett/West Federal Way (2-1) Auburn/Federal Way/West Kettle Falls (2) Kettle Falls/East Ocean Beach (2) Ilwaco/West South Bend (2) South Bend/West Spokane (3-2) Spokane/East Vancouver (3-2) Vancouver/West West Valley (2) Spokane/East 4,122 in Y1 13 Districts/35 Schools COHORT SCHOOLS: CLASS OF 2023, 7TH-GRAD.
US Dept. of Education Competitive Grant. 7 years, 2017-2024. $3.5 million per year/federal. $1 million per year/state. With $1/$1 match, $49 million dollars. WSAC s 4thconsecutive grant. ABOUT GEAR UP GRANT 4.
One of the most important things we want you to know and remember GEAR UP is an acronym. It should always be written in all caps, and as two words. IT S AN ACRONYM, PEOPLE.
GEAR UP increases the number of students who graduate from high school, and enroll in, and succeed in postsecondary education. WHAT WE DO.
Washington State GEAR UP will prepare students for earning a postsecondary credential that has labor market value. Postsecondary education or college includes apprenticeships, military, on- the-job training programs, community college certificates, two-year degrees, and four-year degrees. POSTSECONDARY OPTIONS
1. Increase academic performance and preparation for postsecondary education. 2. Increase high school graduation and postsecondary participation rates. 3. Increase student and family knowledge of postsecondary options, preparation, and finances. NATIONAL GEAR UP OBJECTIVES
Strong Planning. Time. People. Regular, Consistent Meetings. Integrated programming part of a comprehensive approach. Sustainability. Strong Team. Building and District Administration. Counselors. Advisors. Key Content Teachers. GEAR UP Staff (past and present). GUIDING PRINCIPLES FOR A STRONG GEAR UP PROGRAM.
Even Better If Campus Visit Guide Family Resources and Expectations Additional Grant Management Guidance New Coordinator Manual Format 75% Match Annual Progress Toward Outcomes HOW IS GRANT 4 DIFFERENT FROM GRANT 3?
See handout in your folder What Works Research-Based Recommendations & Required Activities. Foundation for all of our work. Five Recommendations from What High Schools Can Do? But what about middle school and junior high students? Required activities. Indicators. Alignment with Work Plan and Budget. WHAT WORKS RECOMMENDATIONS
With your school team, review the handout. Compare the required activities to your Year 1 Work Plan. Do you have all of the requirements addressed? Are there additional activities you d like to include? Are you making the best use of the resources? Do you need to make any revisions to better align with the recommendations? WHAT WORKS RECOMMENDATIONS
Describes the roles and responsibilities of team members on a particular project or operating process. R= Responsible Those who do work to achieve the task. There can be multiple resources responsible. A person assigned a task can be both an A and an R. A= Accountable or Approver The resource ultimately answerable for the correct and thorough completion of the task. There is only one A for each activity. C= Consulted Those whose opinions should be included before decisions are made. Two-way communication. I= Informed Those who are kept informed on progress or when decisions are made. One-way communication. RACI MATRIX
Template. Should customized for your program. Identifies the critical deliverables for the program year. Identifies roles that are represented with your program. You may add additional roles and responsibilities. As a team, you should assign values (R,A,C,I) for each deliverable. Use the tool to ensure project s success. he development of the matrix should be collaborative to get discussions moving in the right direction and encourage greater commitment from your team. GEAR UP RACI - (HANDOUT)
No Rs assigned. Who is going to do the work? No A s assigned. Someone must be accountable. A s have been assigned to multiple roles? Ideally, only one person is an A for each deliverable. Too many C s. Are there representatives who could speak for a large group on this task? Too many c s on a task can slow down your progress. Numerous I s / Every row filled in. Prioritize who needs to be informed so that they can pay attention when necessary. CONSIDERATIONS
Are you getting the Tuesday bulletin? THE ESSENTIAL RESOURCE for all things GEAR UP. Email bethk@wsac.wa.gov to get added to the distribution list. Are you following us? If not, take two minutes to do that now: facebook.com/gearupwa twitter.com/gearupwa instagram.com/gearupwa Youtube: http://bit.ly/waguYoutube GET CONNECTED
GENERAL RESOURCES WWW.GEARUP.WA.GOV
http://gearup.wa.gov/sites/default/files/images/pages/campus_visits_web.jpghttp://gearup.wa.gov/sites/default/files/images/pages/campus_visits_web.jpg http://gearup.wa.gov/sites/default/files/images/pages/finaid.jpg http://gearup.wa.gov/sites/default/files/images/pages/grantmanagement.jpg http://gearup.wa.gov/sites/default/files/images/pages/college_admissions.jpg http://gearup.wa.gov/sites/default/files/images/pages/transitions.jpg http://gearup.wa.gov/sites/default/files/images/pages/collegegoingculture.jpg http://gearup.wa.gov/sites/default/files/images/pages/family.jpg WAGU RESOURCES HTTP://GEARUP.WA.GOV/RESOURCES/WASHINGTON-STATE-GEAR-RESOURCES
Monthly family newsletter templates with college readiness and financial aid information for grades 7 through 12. Just add your school logo, events and contact information to customize for your school! Share with families: Mail home. Hand out copies at workshops, school or sports events. Email a copy home. Make it available online. Distribute through Skyward or other SIS. Post in the community. Newsletter Topics by Grade in English and Spanish FAMILY NEWSLETTERS
Grade-level Campus Benchmarks See handout. Getting Ready for Campus Visits: A GEAR UP Handbook for Providing Campus Visits for Middle and High School Students. Includes best practices and resources to help plan meaningful on-campus experiences. Contains replicable, customizable tools. Washington Campus Visit Information for GEAR UP Groups: 2017-18. Washington's colleges and universities offer a variety of activities for middle and high school tour groups. This matrix provides the necessary contact and background information to help coordinate a GEAR UP campus visit. CAMPUS VISITS NEW EXPECTATIONS
Grade Level Benchmarks. Comprehensive. Aligned with What Works Recommendations and RACI. See handout. CAREER & COLLEGE READY BENCHMARKS
Family Engagement Guide. Family Workshop PowerPoint Templates and Activity Ideas. 3 Per Grade. Customizable. FAMILY ENGAGEMENT RESOURCES
Coordinator Manual Section I: Program Information Section II: Washington State GEAR UP Goals & Objectives Section III: Expenditures & Reimbursement Procedures Section IV: In-Kind and Cash Match Documentation and Reporting Section V: Data Collection and Reporting Section VI: Additional Forms & Resources GRANT MANAGEMENT
Go Alliance Academy Middle School Module. NCAN E-learning. WCAN College Bound Regional Officers. Check & Connect Mentoring Support from Mentoring Works WA. PROFESSIONAL DEVELOPMENT
With your team, spend some time searching the website to get acquainted. What is one thing you found that will be helpful? What is one thing you can t find that you d like to have? If you don t have a laptop, the site does well on a phone or other device. LET S SEARCH
Wow, that was a lot. And we arent done yet. Now that you have new information, spend some time with your team discussing what you ve learned, what you still need to learn, and how you are going to move forward. How do you get the fiscal work started? How do you get activities on the calendar? How will you promote your program? How will you engage students and families? How will you engage staff? What do you need to do in the next 45 days? Remember the RACI? TEAM TIME
Funding awards as of October 1, 2017. Contract period is October 1, 2017 through August 31, 2018. Only activities and expenditures in your final Work Plan and Budget are allowable. Engage your business office as soon as possible. Determine who is in charge of approving purchases/expenditures and get a system in place. Need to make a revision? Contact Marcie. SPENDING THE MONEY
Our partners Challenge Applications Focus Training Seeds Supplemental funding requests are due December 29. PARTNER SERVICES
Final Grant 3 A19s must be received by November 30. Any items received after that date will not be reimbursed. First Grant 4 A19s and Match are due: the week of December 8 for new grantees Davenport, North Beach, East Valley, and Bellingham the week of November 25 for all others. REIMBURSEMENTS
Incentives what do you want? Site visits soon! Job descriptions did you send it? Staff contact information do we have the right people? MISCELLANEOUS STUFF
Lori Vani, Program Manager Marcie Sample, Associate Director A19 Reimbursement Process and Match, Expenditure Allowability & Documentation Grant Program Oversight, Lead Liaison for School Partnerships, Work Plan, Budget Planning & Implementation, Site Visits and Compliance Monitoring, Program Evaluation Work:360.753.7789 | FAX: 360.704.6249 loriv@wsac.wa.gov Work:360.753.7788 marcies@wsac.wa.gov Beth Kelly, Assistant Director Kelly Keeney, Program Specialist 2 Professional Development, Resource Development, Postsecondary Coordination/On-Campus Experiences Event Planning, Meeting Information & RSVP, Travel Arrangements, WSAC Portal Assistance, Data Collection & Reporting Work:360.753.7826 Work: 360.753.7838 | FAX: 360.704.6238 bethk@wsac.wa.gov kellyk@wsac.wa.gov CONTACT INFORMATION
