GEAR UP 101 MYTHS AND

TRUTHSCOST SHARE/MATCH

AND OTHER TIPSCharlotte Curtis, Ed.D., FacilitatorNevada State GEAR UP Director

WHO ARE WE?

ONewbie to GEAR UPOFirst grant everOSecond grant, new staffOThird or more grants, new staffOExperienced staff

WHAT DO WE ALREADY KNOW RE: COST SHARE?

Cost Share Match

Who?

What?

Why?

When?

Partners?

How?

WHY IS GU COST SHARE GRANT?

O Bipartisan Congressional decision in 1999

O Brings partners to assist with college preparation

O Increases value of grant due to inkind services and goods

WHY IS COST SHARE MAJOR COMPONENT OF GU?

O Brings partners to advise and assistO USDE pays major attention to cost

shareO Internal practices and auditsO External auditsO Integrity/fidelity O Future grants

WHAT ARE CONSEQUENCES OF FAILURE TO MATCH $ FOR $?

OReduction of Federal award amount

OPotential refund of Federal funds to USDE

OPossible termination of grant

SYSTEM FOR RECORDKEEPING

OGroupthink – chart recordkeeping ideas and report out

WHERE SHOULD COST SHARE RECORDS BE KEPT?

O Fiscal agent officeO Facility for current record storageO Facility for archivesO Centralize or decentralizedO Database or excel

WHEN SHOULD COST SHARE RECORDS BE KEPT?

O OngoingO Timely Fashion – over the 6 or 7 year

term of grantO System that is flexibleO Provide technical assistance to

subgrantees and contractors

HOW TO KEEP RECORDS?

OSystemOExcelODatabaseOTools = Timelines & FormsOTransparencyOCapacityODigital records

MAJOR GU SOURCES OF NON FEDERAL MATCHO Financial assistance obligated to

studentsO Waivers of tuition, feesO Mentoring & counseling provided by

volunteers & partnersO Equipment, supplies, cash

contributions, discounts, grantsO Facility usageO Honor match commitments in

application

PARTNER DEVELOPMENT

OHow do you develop, keep and/or split up from partners?

OName some of your partners in your grant?

WHO ARE PARTNERS?

Interdependent relationships among:OEducatorsOCommunityOBusinessOParentsOSeniors

GEAR UP MATCH STAFF

O Teacher/counselor time should be after regular school day, that is, volunteer after school or weekends or holidays for planning and activities.

O Administrator/Professional Staff time should be kept per event, per month, etc.

PARTNER STAFFO Postsecondary education staff – put a

value on timeO Business and community – put a

value on timeO Major presenters – often give GU

discount from regular presentation price

TRAINING/PROFESSIONAL DEVELOPMENT

OWhat are some of the training/professional development opportunities you provide?

OHow often do you train GEAR UP professionals?

SUPPLEMENT RATHER THAN SUPPLANT

O Enhance beyond current educational funding

O Avoid replacing any funds that are paid from local and state sources

O Count match only once for one grantO Avoid overlapping services with TRIO

and CACG or other programs

OTHER TIPS

OEvaluation is a major component of grant

OFollow the same studentsOTrain and retain staff &

volunteersOPublic RelationsOAdvocacy should be information

onlyOProject Officer Technical

Assistance

OTHER TIPS – cont.O Project officer – questions, out of

state travel beyond NCCEP meetings, watches grant draws, matching amounts, data, activity progress and reads evaluation reports.

O Professional Development – USDE, NCCEP, state/regional college readiness & access conferences

O Relationship with other states

OTHER TIPS – cont.O Relationship with Partnership grants

in your stateO Tools and techniques – refine those

that have been developed

COST SHARE TABOOS

O Athletic ticketsO Antiques/fine artO Social eventsO Development of proposalsO Commencement expenseO FinesO FlowersO GiftsO PrizesO Lobbying

SOURCES FOR COST SHARE INFORMATIONO OMB

O A-102 for StatesO A-110 for PartnershipsO A-21 for IHEsO A-133 for everyone

O EDGAR, 34 CFR 74.23 and 80.24O GAGAS

QUESTIONS