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WELCOME & INTRODUCTIONS

TO COLLEGE & BEYOND - UT GEAR UP

UT GEAR UP - TO COLLEGE & BEYOND

INTRODUCING IPSI

▸ Institute for Public School Initiatives at UT - Austin ▸ Technical Assistance & Support Center for Texas GEAR

UP State Grant

▸ Organizes the annual Texas State GEAR UP conference ▸ Worked with school districts for student services and

educator professional development for 10+ years

▸ Visit https://ipsi.utexas.edu/ for more details.

UT GEAR UP - TO COLLEGE & BEYOND

UT AUSTIN GEAR UP TO COLLEGE AND BEYOND DISTRICTS

Grade 7 Enrollment 2017-2018

Total Cohort Size = 5,464 students

UT GEAR UP - TO COLLEGE & BEYOND

GEAR UP 101

TO COLLEGE & BEYOND - UT GEAR UP

UT GEAR UP - TO COLLEGE & BEYOND

WHAT WILL WE LEARN TODAY

▸ How did we get here? ▸ Why do we need GEAR UP? ▸ What is GEAR UP? ▸ What GEAR UP is offering your school districts? ▸ What is GEAR UP asking for from your districts? ▸ How will the GEAR UP evaluation take place? ▸ What are the next steps?

UT GEAR UP - TO COLLEGE & BEYOND

WHAT IS GEAR UP?

▸ Gaining Early Awareness and Readiness for

Undergraduate Programs

▸ Highly competitive DoE-funded grant ▸ 7-year cohort-based model starting with grade 7 ▸ National in Scope - State & Partnership Grants ▸ Focuses exclusively on improving college readiness and

success for low-income students

UT GEAR UP - TO COLLEGE & BEYOND

HOW DID WE GET HERE

▸ Application

▸ UT Austin IPSI applied - April 2017 ▸ Award Notification made on - Sept. 28, 2017 ▸ Grant Start Date - Sept. 26, 2017!

▸ Who else won?

▸ Dept. of Ed awarded 34 new grants totaling $80,047,398 in first year of funding ▸ State Grants: Received 19 applications; awarded 10 with a cut-off score of

102.33 (out of a possible 109). TEA did receive another grant. Will run concurrently with existing award but with a unique program design

▸ Partnership Grants: Received 122 applications; awarded 24 with a cut-off score

• f 107 (out of 107)

UT GEAR UP - TO COLLEGE & BEYOND

HOW DID WE GET HERE

▸ GEAR UP Partnership Grants in Texas

▸ UT Austin To College and Beyond (new) ▸ UT Rio Grande Valley (new) ▸ Region 12 ESC ▸ Austin ISD (new) ▸ Cedar Hill ISD (new)

UT GEAR UP - TO COLLEGE & BEYOND

NATIONAL OBJECTIVES FOR GEAR UP

▸ To increase the academic performance and preparation for

postsecondary education of participating students;

▸ To increase the rate of high school graduation and

participation in postsecondary education of participating

students; and

▸ To increase educational expectations for participating

students and increase student and family knowledge of

postsecondary education options, preparation, and

financing.

UT GEAR UP - TO COLLEGE & BEYOND

HOW CAN A GEAR UP GRANT HELP?

▸ Provide instructional staff (i.e. tutors), ▸ Provide extended day instruction, ▸ Provide teacher professional development, ▸ Provide new strategies, best practices, ▸ Purchase instructional technology, ▸ Development of rigorous courses.

UT GEAR UP - TO COLLEGE & BEYOND

IMPROVING COLLEGE READINESS

▸ Diagnosing the root causes of student barriers to higher

education;

▸ Facilitating the completion of a rigorous college preparatory 


curriculum;

▸ Providing intensive academic and social support to students; ▸ Engaging students and families about the value of education; and ▸ Guiding students and families through the college search,

application, and enrollment process.

UT GEAR UP - TO COLLEGE & BEYOND

UT AUSTIN IPSI SUPPORT

▸ Grant management, compliance, and oversight ▸ Technical assistance ▸ Fiscal control and management of contracts ▸ Data collection, reporting, and continuous

improvement

▸ Instructional support through professional

development and coaching

UT GEAR UP - TO COLLEGE & BEYOND

UT AUSTIN IPSI SUPPORT

▸ Access to rigorous dual enrollment and dual

credit coursework

▸ Management of service providers/business

partners

▸ Management of IHE partners ▸ Match collection and support

UT GEAR UP - TO COLLEGE & BEYOND

UT AUSTIN MANAGEMENT STRUCTURE

IPSI Principal Inv. Matt Orem Fiscal and Match Accountant College Advising Professional TACAC, NACAC, NCCEP contracts Family Engagement and Financial Advisor Family engagement contracts Financial literacy contracts TCB Co-Inv./ Project Director

• Dr. Pratik Mhatre

District Coordinators (21 in Y1-3) District Service contractors (All Aboard, Signal Vine, TI Educator Outreach Manager Educator Outreach Coaches (2) PD Contracts (UT, TI, Princeton, AVID, Marquez, Focus)

UT GEAR UP - TO COLLEGE & BEYOND

BUSINESS PARTNERS

▸ NCCEP – National GEAR UP Leadership Institute, materials, advocacy support ▸ All Aboard Tours – College tours ▸ Marquez Reading – Literacy and professional development ▸ AVID ▸ TG – financial literacy materials and coaching ▸ ACT Engage Instrument ▸ Signal Vine text messaging service (y3-7) ▸ FOCUS training student leadership support and materials ▸ TACAC – counselor institute ▸ TI and Vernier technology – Graphing calculators, lab tools, PD training and support ▸ Princeton Review

UT GEAR UP - TO COLLEGE & BEYOND

HIGHER EDUCATION PARTNERS

▸ UT Austin IPSI ▸ Teaching and learning PD ▸ Instructional Leadership ▸ Use of Data ▸ UT Austin Pre-College Academic Readiness Programs (dual credit) ▸ Math-bridge, Chem-bridge, Calc-bridge, SPURS (rhetoric and

writing program)

▸ ACC and Alamo Colleges ▸ Texas State, Huston-Tillotson, and St.Mary’s - Universities

GRANT EXPECTATIONS & GOALS

TO COLLEGE & BEYOND - UT GEAR UP

UT GEAR UP - TO COLLEGE & BEYOND

GEAR UP PERFORMANCE MEASURES

▸ The percentage of GEAR UP students who pass Pre-Algebra by the

end of 8th grade.

▸ The percentage of GEAR UP students who pass Algebra 1 by the end

• f 9th grade.

▸ The percentage of GEAR UP students who take two years of

mathematics beyond Algebra 1 by the 12th grade.

▸ The percentage of GEAR UP students who are on track for graduation

at the end of each grade.

▸ The percentage of GEAR UP students who are on track to apply for

college (SAT/ACT) by the end of 11th grade.

UT GEAR UP - TO COLLEGE & BEYOND

GEAR UP PERFORMANCE MEASURES

▸ The percentage of GEAR UP students who graduate from high school. ▸ The percentage of GEAR UP students who complete Free Application

for Federal Student Aid (FAFSA).

▸ The percentage of current and former GEAR UP students who are

enrolled in college.

▸ The percentage of GEAR UP students who place into college-level

Math and English without need for remediation.

▸ The percentage of current and former GEAR UP students enrolled in

college who are on track to graduate college.

TO COLLEGE & BEYOND EXPECTATIONS

▸ 75% of students will complete Pre-Algebra by the end of 8th

grade and 80% of students will complete Algebra I by the end of 9th grade.

▸ 80% of students will complete two years of Math beyond

Algebra I by 12th grade.

▸ 94% of students are promoted to next grade each year on-time. ▸ 95% of students will complete SAT or ACT by end of 11th grade. ▸ 85% of students will graduate high school on-time.

UT GEAR UP - TO COLLEGE & BEYOND

TO COLLEGE & BEYOND EXPECTATIONS

▸ 100% of students will complete financial aid application

by the end of first semester 12th grade.

▸ 80% of graduates will enroll in postsecondary education

in Year 7.

▸ 75% and 78% of students will be in Math/ELA College-

level courses in Year 7.

▸ 75% of postsecondary students will successfully complete

the first year and be on track to graduate college.

UT GEAR UP - TO COLLEGE & BEYOND

ANNUAL STRATEGIC PLANNING GOALS

▸ Number of students receiving access to rigorous curricula

(Pre-AP/AP/IB/DC courses)

▸ Number of students receiving individualized services

(tutoring, counseling/advising, mentoring)

▸ Number of educators receiving professional development

and report improvement via assessment tools.

▸ Number of students receiving college awareness,

knowledge, and access services (college tours, workshops)

UT GEAR UP - TO COLLEGE & BEYOND

CONTINUAL IMPROVEMENT AND DATA COACHING

TO COLLEGE & BEYOND - UT GEAR UP

UT GEAR UP - TO COLLEGE & BEYOND

MOVING STUDENTS UP THE ACHIEVEMENT SCALE

Low Achievers Moderate Achievers High Achievers

Using a Caseload Management Approach

EVIDENCE-BASED INTERVENTION

▸ Data used for Compliance, Continual Improvement,

Targeted Caseload Management, and Research & Analysis for dissemination

▸ Data collected at student-level ▸ Shared with districts on a real-time basis via web reporting

data platform

▸ Monthly, Quarterly, and Annual formal reporting

UT GEAR UP - TO COLLEGE & BEYOND

NCCEP CONSORTIUM

▸ A membership-based 14-state consortium now expanded

to include partnership grants

▸ Rigorous data definitions and access to evaluation

resources

▸ Lets us compare ourselves to other grants and collaborate

• n successes and areas for growth

▸ To College and Beyond will be a part of this consortium so

data fidelity is paramount

UT GEAR UP - TO COLLEGE & BEYOND

GETTING DOWN TO THE DATA BRASS TACKS

▸ Everything we do is captured in the data system. “If it’s not

in the data system, it didn’t happen.”

▸ Use UTBox to securely transfer student data ▸ Use GUIDES, a web-based reporting system that links

students, parents, and educators to GU activities &

• utcomes

▸ Data Entry burden on districts expected to be minimal ▸ Explore innovative tools (StudentGPS Dashboards, etc.)

UT GEAR UP - TO COLLEGE & BEYOND

GETTING DOWN TO THE DATA BRASS TACKS

▸ Using National Student Clearinghouse (NSC) ▸ Require all districts to subscribe and submit data every

year for its graduating Seniors (non-GU Cohort)

▸ Sets the baseline for measuring college enrollment

success for GU Cohort.

▸ UT Austin will assist in analyzing NSC data, if given access

to data that you get back from NSC.

UT GEAR UP - TO COLLEGE & BEYOND

DATA USE / SHARING AGREEMENTS

▸ UT Austin will apply for IRB ▸ UT Austin will create and enforce a Sensitive Data Control

Plan (SDCP) with UT’s Information Technology Services

▸ Data Use Agreements - signed with each district

enumerating data items requested and use of data

▸ UT Employees will sign complete FERPA and Data

Confidentiality Training & sign certifications. Districts expected to do the same with their employees.

UT GEAR UP - TO COLLEGE & BEYOND

TIMELINE FOR 2017-2018

TO COLLEGE & BEYOND - UT GEAR UP

GRANT TIMELINES

▸ Year 1 APR : Sept 26, 2017 - March 31, 2018 ▸ Year 1 APR Budget : September 26, 2017 - March 31, 2018 ▸ Year 2 - 7 APR (Activities): School Year Start to School Year

end

▸ Yes, we’ll double-report part of Grade 7. ▸ Year 2 APR Budget: April 1, 2018 - March 31, 2019

UT GEAR UP - TO COLLEGE & BEYOND

IMMEDIATE TIMELINE

UT GEAR UP - TO COLLEGE & BEYOND

Kickoff Meeting Right now Recruit & Hire Staff Sept.28 - end of Nov. Establish Partner Contracts

• Sept. 28 - end of Nov.

Confirm State Conference Attendance

• Sept. 28 - end of Oct.

Staff Training Oct.15 - end of Nov. Finalize contracts with districts Oct.15 - end of Nov Setup Data Collection System and begin collecting data Oct.30 - ongoing RAC and Executive Team Meeting

• Nov. 5 - Nov.7

IMMEDIATE TIMELINE

UT GEAR UP - TO COLLEGE & BEYOND

Introduce Grade 7 cohort students to GEAR UP

Nov.1 - Nov.15

Implement ACT Engage Assessment

• Nov. 1 - Dec.15

Implement Tutoring, Counseling, Mentoring, and other student services

• Nov. 1 - ongoing

Implement Professional Development

• Nov. 1 - ongoing

College Awareness and Rigorous Courses Counseling Jan.1 - ongoing College Tours, Guest Speakers, Workshops Feb. 1 - Quarterly

IMMEDIATE TIMELINE

UT GEAR UP - TO COLLEGE & BEYOND

Submit APR to DoE

April 15 - annually

Begin planning for Year 2 May 1 - mid-August Staff Training June Implement Summer Programs May 1 - mid-August Evaluation Report End-August - annually

GRANT OVERVIEW AND SUB-CONTRACTS

TO COLLEGE & BEYOND - UT GEAR UP

UT GEAR UP - TO COLLEGE & BEYOND

ACTIVITIES OVERVIEW

UT GEAR UP - TO COLLEGE & BEYOND

ACTIVITIES OVERVIEW CONTD.

UT GEAR UP - TO COLLEGE & BEYOND

SUB-AWARDS / CONTRACTS TO DISTRICTS

▸ ~1/2 ($2M) of total grant to be distributed proportionally among districts for

GEAR UP activities and support each year (7 thru 12 grade).

▸ Covers line items in the following categories: ▸ School-based site coordinators ▸ Tutors for cohort students ▸ Substitutes for cohort teachers to attend professional development and

stipends

▸ Transportation for students and parents to attend college and career readiness

activities

▸ Remedial education and rigorous instructional materials, supplies, products

for teachers

▸ School-based technology devices

MATCH

TO COLLEGE & BEYOND - UT GEAR UP

UT GEAR UP - TO COLLEGE & BEYOND

MATCH

▸ 2 CFR 694.7 and Uniform Guidance Part 200.306 ▸ Document the process you use to identify and record match ▸ Retain all records and supporting documentation used to verify reported

match

▸ Matching funds may be accrued over the full duration of the grant award

but substantial progress towards meeting the matching percentage stated in your PIF for each year of the project period must be made.

▸ If match not met, UT and/or DOE may make: ▸ Reductions to the award ▸ Discontinue the award

UT GEAR UP - TO COLLEGE & BEYOND

EXAMPLES OF MATCH

▸ Financial assistance obligated to students ▸ Waivers: the amount of tuition, fees, room, board waived or reduced for GEAR UP

students

▸ The amount expended on documented, targeted, long-term mentoring and

counseling provided by volunteers or paid staff of non-school organizations, including businesses, religious organizations, community groups, philanthropic

• rganizations, and others.

▸ Teachers, or other district personnel, who provide services or time that is specifically

related to GEAR UP and are outside or in additional to normal duties and/or hours. A portion of their salary/benefits related to those activities may count as match (requires thorough documentation)

▸ Other resources recognized by the Secretary including equipment and supplies, cash

contributions from non-Federal sources and facility usage. IPSI to provide support on these items.

UT GEAR UP - TO COLLEGE & BEYOND

TIME AND EFFORT

▸ Time and Effort forms must be maintained for all individuals whose salary is paid in

whole or in part with federal funds or is used to meet a match requirement

▸ Payroll allocations cannot be based on budgeted distributions alone but by actual

hours worked

▸ If budgeted numbers are used to allocate salaries and wages among grant

programs, the entity’s system of internal controls should include an after-the-fact review of the grant programs. If actual time worked differs from the budgeted allocations, adjustments should be made such that the final amount charged is accurate, allowable, and appropriately allocated.

▸ Must report the exact date, time and hours worked, and activities completed ▸ Hours reported must reconcile to actual wages paid ▸ Time and Effort form must be authorized (either signed or electronically approved

by payee and authorizing official from your institution)

UT GEAR UP - TO COLLEGE & BEYOND

RECORD KEEPING

▸ Retain all financial reports, supporting documents and all other pertinent

records for a period of three years from the date of submission of the final expenditure report

▸ Have supporting documentation for all services (sign-in sheets, invoices,

agendas, total cost of service, etc…)

▸ Document everyone who received a service (student, teacher, parent/

guardian)

▸ Original signatures when feasible (sign-in sheets) ▸ Understand and have extensive supporting documentation of the Annual

Performance Report

▸ Your records should be sufficient to establish an audit trail (that shows how

money was used and the results/efforts produced)

EXTERNAL EVALUATOR

TO COLLEGE & BEYOND - UT GEAR UP

EXTERNAL EVALUATOR

▸ EGT Institute, Inc (external evaluator) will assist the Project Director to generate a

number of analytical reports summarizing educator performance.

▸ Regularly meet and assist the Project Director and the Principal at each campus with

reviewing the evaluation data.

▸ Analyze critical issues encountered by teachers and students, impact of activities on

leadership capacities, instructional improvement, student academic growth, school-wide.

▸ Implement formative evaluation focused on addressing whether or not the proposed

• bjectives are being met and activities are being implemented as planned.

▸ Implement summative evaluation to ensure all instructional practices, student academic

performances, skills development, graduation rates, college enrollment, and outcomes are being met.

▸ Provide recommendations for continuous improvement. UT GEAR UP - TO COLLEGE & BEYOND

BASELINE SURVEY

▸ Student Ambition and Readiness

▸ 30% of students had no plans to attend college, ▸ 38.6% of students do not have someone to talk to about going to college, ▸ 59.8% do not understand the process of applying for college, ▸ 75.2% of the students did not know what financial aid was.

▸ Parent College Knowledge

▸ 55% of parents from the target schools did not attend college, ▸ 45.1% of responding parents are not familiar with college entrance requirements, ▸ 35.8% are unsure if their child can afford college.

UT GEAR UP - TO COLLEGE & BEYOND

DATA FOR EVALUATION

▸ Pre- and post-tests (beginning-end of year) ▸ Standardized open-ended interviews/ surveys of cohort students, teachers,

administrators, and parents (annually)

▸ Classroom observations by evaluator/administrators, (bi-annually) ▸ Student and parent participation rates in GEAR UP services, supplemental

remediation course progress (CP 1), student class grades, student course/dual enrollment courses (CP 2), and student test scores (semester and annually)

▸ Professional development surveys (after each session) and self-assessment of

educators (annually)

▸ Review of program data (ongoing). ACT Engage assessments will be administered

annual to measure college on-track readiness students. UT GEAR UP - TO COLLEGE & BEYOND

EVALUATION DATA ANALYSIS

▸ Formative evaluation data will be completed by analyzing

qualitative and quantitative data on proposed and actual implementation of activities, accomplishments, challenges, and lessons learned.

▸ Summative evaluation data will be completed by accessing data

for performance measures.

▸ For students (in experimental and control groups), performance

measures and outcomes will be aggregated and analyzed by grade levels, gender, and teaching experience of teachers, schools, and other characteristics as determined by the Evaluator

UT GEAR UP - TO COLLEGE & BEYOND

UT GEAR UP - TO COLLEGE & BEYOND

SAVE THE DATE

▸ Texas GEAR UP State Conference ▸ November 5 - 7, 2017 ▸ Westin at the Domain, Austin ▸ Register at https://www.texasgearup.com/

educators-lounge/conference

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