Grant Management

The Washington State GEAR UP Program has created a number of forms, policies, and worksheets to help GEAR UP grant administrators and site directors track, complete, and submit the data required to run a successful program.

Grant IV Coordinator Manual

• Section I: Program Information

  • GEAR UP Program Brief
  • Program Staff Contact Information
  • 2020-21 Working Calendar
  • Grant 4 School District Partners
  • Grant 4 Community Partners

• Section II: Washington State GEAR UP Goals & Objectives

  • What Works Research Model
  • Career and College Ready Benchmarks
  • Grade-Level Campus Visit Benchmarks
  • Program Evaluation
  • Family Engagement Resources
  • Additional Program Resources 

• Section III: Expenditures & Reimbursement Procedures

  • Updated Oct. 2020- Expenditure Guidance for Remote Learning Conditions 
  • Understanding GEAR UP Funding Guidelines
  • Common GEAR UP Costs -Updated Sept. 2020
  • Specific Allowable Costs and Guidelines
  • Allowable Costs Quick Reference
  • Updated Aug. 2020- A19 and Expenditure Detail Form Step-by-Step
  • SAMPLE: Expenditure Detail Form 
  • SAMPLE: A19 Invoice Voucher
  • Updated Aug. 2020- Travel Guidelines
  • Washington State Per Diem Rate Map -Per Diem Rates as of October 1, 2019. Mileage as of January 1, 2020. 
  • FORM: GEAR UP Travel Expense Report-Mileage as of January 1, 2020. 
  • Field Trip Approval & FAQ
  • FORM: Student Cash Meal Allowance
  • College Application Fee Reimbursement Instructions
  • FORM: College Application Fee Assistance
  • FORM: Time and Effort
  • FORM: Plan and Budget Revision Request
  • INSTRUCTIONS: Ordering Program Resources

• Section IV: In-Kind and Cash Match Documentation & Reporting

  • Updated Jan. 2021- GEAR UP Match Requirements
  • Allowable Match: Quick Reference Guide
  • FORM: In-Kind Match - School Staff (Word Version)
  • FORM: In-Kind Match - School Staff  (Excel Version)
  • SAMPLE  FORM: In-Kind Match - School Staff
  • Updated Aug. 2020- FORM: In-Kind Match - Goods and Services 
  • Updated Aug. 2020- SAMPLE FORM: In-Kind Match - Goods and Services 
  • FORM: Monthly Match Summary
  • SAMPLE: Monthly Match Summary Form 
  • Updated Jan. 2021- GEAR UP Match Training Outline

• Section V: Data Collection and Reporting

  • New! Virtual Services, Documentation, and Portal Reporting Requirements
  • GEAR UP Activities Documentation Requirements
  • Data Collection Plan
  • Updated Aug. 2020-Activity Type Definitions
  • Updated May 2020- FORM: Individual Student Services Tracking
  • FORM: Student Event Participation Log
  • FORM: Family Event Participation Log
  • FORM: Professional Development Participation Log
  • OSPI Free and Reduced-Price Eligibility Status Disclosure
  • USDA Disclosure of F-R Status
  • Priority Model Verification Instructions
  • FORM: Priority Model Eligibility Verification for WSAC
  • FORM: Priority Model Eligibility Verification for School
  • INSTRUCTIONS: College Application and Acceptance Entry and Reporting
  • Advisory Committee Requirements
  • FORM: Advisory Committee Meeting Log 

• Section VI: Additional Forms & Resources

  • New! Washington State Financial Aid Calculator 
  • New! Resources for Providing Virtual Services 
  • Grade-Level RACI Chart
  • SAMPLE: Field Trip Itinerary
  • INSTRUCTIONS: Field Trip Approval Form
  • GU Logo Usage Guidelines
  • FORM: Media Release
  • FORM: Media Release Spanish
  • Privacy Notice English
  • Privacy Notice Spanish
  • FORM: WAGU Letterhead
  • OSPI AP Guidance
  • Teacher Mini-grant Application 
  • Free Test Preparation Tools and Fee Waiver Information
  • TEMPLATE: Event or Activity Agenda
  • TEMPLATE: Donation Letter 

• Section VII: New Employee Training