Grant IV Coordinator Manual

The Washington State GEAR UP Program adheres to the following guidance for grant management. Coordinators and other staff are expected to understand and follow the guidance to ensure full compliance with all requirements.

Other GEAR UP programs may use the guidance and forms as reference for their programs but be advised that some content is specific to WAGU and may not apply to your state, local, or other guidance.

1. PROGRAM INFORMATION

• 2023-24 Program Calendar
• GEAR UP Program Brief
• Program Staff Contact Information

2. WASHINGTON STATE GEAR UP GOALS & OBJECTIVES

• TRAINING: Grant IV Kickoff: Presentation
• What Works Research Model
• Career and College Ready Benchmarks
• Grade-Level Campus Visit Benchmarks
• Program Evaluation

3. WORK PLAN & BUDGET

• Work Plan and Budget Summary 
  • Updated! FORM: Plan and Budget Revision Request
  • New! GEAR UP Senior Contact Tracker

4. EXPENDITURES

• Understanding GEAR UP Funding Guidelines
• Expenditure Guidance
• 7th Year Incentive Procedure for Regional Coordinators
• Campus Event Travel Guidance: Family College Visits for the Class of 2023 and 2024

5. COLLEGE APPLICATION FEES & REPORTING

• INSTRUCTIONS: College Application and Acceptance Entry and Reporting
• College Application Fee Reimbursement Instructions
  • Common App Fee Waiver Information and Resources
  • WA GAP Instructions: 2023-24
  • FORM: College Application Fee Assistance

6. TRAVEL

• Travel Guidelines
• Washington State Per Diem Rate Map- Current rates - as of Oct. 1, 2022 (POV mileage rate effective Jan. 1, 2023)
  • FORM: GEAR UP Travel Expense Report-Mileage as of Jan. 1, 2023.

7. FIELD TRIPS & COLLEGE VISITS

• Field Trip Approval & FAQ
  • FORM: Field Trip Itinerary
  • FORM: Student Cash Meal Allowance

8. REIMBURSEMENT PROCEDURES

• TRAINING: Expenditures, Reimbursement & Match Training Webinar
• A19 and Expenditure Detail Form Step-by-Step
• A19 & Expenditure Detail Form Checklist 
  • SAMPLE: Expenditure Detail Form 
  • SAMPLE: A19 Invoice Voucher

9. DATA COLLECTION & REPORTING

• TRAINING: Portal Training & Technical Assistance Presentation         
• Service Definitions, Data Collection, & Reporting Guide
  • FORM: Individual Student Services Tracking
  • FORM: Student Event Participation Log
  • FORM: Family Event Participation Log
  • FORM: Professional Development Participation Log
  • New! FORM: 7th Year Peer Mentor Participation Log 
  • New! FORM: In-Person/Virtual Contacts: Class of 2023 Contact Log
  • New! FORM: In Person: Class of 2023 Student Workshop Sign-In Sheet
  • TEMPLATE: Event or Activity Agenda
• WSAC Portal Usage and FERPA
• GEAR UP Activities Documentation Requirements
• Data Collection Plan

10. PRIORITY MODEL ELIGIBILITY VERIFICATION

• Priority Model Verification Instructions
  • FORM: Priority Model Eligibility Verification for WSAC
  • FORM: Priority Model Eligibility Verification for School
• OSPI Free and Reduced-Price Eligibility Status Disclosure
• USDA Disclosure of F-R Status

11. ADVISORY COMMITTEE & PROFESSIONAL DEVELOPMENT

•  Advisory Committee Requirements
  • FORM: Advisory Committee Meeting Log 

12. MISCELLANEOUS FORMS & GUIDANCE

• GU Logo Usage Guidelines
• Privacy Notice English
• Privacy Notice Spanish
• Teacher Mini-grant Application 
• TEMPLATE: Donation Letter
• FORM: WAGU Letterhead
• FORM: Time and Effort
• FORM: Media Release
• FORM: Media Release Spanish
• TEMPLATE: Washington State GEAR UP Staff Orientation
• TEMPLATE: Washington State GEAR UP Student & Family Orientation   
• VIDEO: Student Voice: What Students Say About GEAR UP (2023)