Grant IV Coordinator Manual

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. If you're a GEAR UP program in another state, please feel free to use our Coordinator Manual as a template to customize your program's materials.

1. PROGRAM INFORMATION

• GEAR UP Program Brief
• Program Staff Contact Information
• 2021-22 Working Calendar
• Grant 4 School District Partners
• Grant 4 Community Partners

2. WASHINGTON STATE GEAR UP GOALS & OBJECTIVES

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

3. EXPENDITURES & REIMBURSEMENT PROCEDURES

• Expenditure Guidance for Remote Learning Conditions 
• Understanding GEAR UP Funding Guidelines
• Common GEAR UP Costs 
• Specific Allowable Costs and Guidelines
• Allowable Costs Quick Reference
• A19 and Expenditure Detail Form Step-by-Step
• SAMPLE: Expenditure Detail Form 
• SAMPLE: A19 Invoice Voucher
• Travel Guidelines
• Washington State Per Diem Rate Map-Per Diem Rates as of October 1, 2021. Mileage as of January 1, 2022. 
• FORM: GEAR UP Travel Expense Report-Mileage as of January 1, 2022.
• 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

4. IN-KIND AND CASH MATCH DOCUMENTATION & REPORTING

• 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
• FORM: In-Kind Match - Goods and Services 
• SAMPLE FORM: In-Kind Match - Goods and Services 
• FORM: Monthly Match Summary
• SAMPLE: Monthly Match Summary Form 
• GEAR UP Match Training Outline

5. DATA COLLECTION AND REPORTING

• GEAR UP Activities Documentation Requirements
• Data Collection Plan
• New! Service Definitions, Data Collection, & Reporting Guide
• Updated! 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
• Updated Jan. 2022- Advisory Committee Requirements
• FORM: Advisory Committee Meeting Log 
• WSAC Portal Usage and FERPA

6. ADDITIONAL FORMS & RESOURCES

• Washington State GEAR UP Family Orientation Template 
• Washington State GEAR UP Staff Orientation Template 
• Washington State Financial Aid Calculator 
• Resources for Providing Virtual Services 
• Grade-Level RACI Chart
• Priority School 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
• 2021-22 Fall Counselor Workshop Higher Education Book
• TEMPLATE: Event or Activity Agenda
• TEMPLATE: Donation Letter

7. NEW EMPLOYEE TRAINING