2011-2012 LA GEAR UP ON-SITE SCHOOL COORDINATOR’S · PDF fileDistributed: September 13,...
Transcript of 2011-2012 LA GEAR UP ON-SITE SCHOOL COORDINATOR’S · PDF fileDistributed: September 13,...
Distributed: September 13, 2011 (Annual Fall Conference)
2011-2012 LA GEAR UP
ON-SITE SCHOOL COORDINATOR’S
MANUAL
ON-SITE SCHOOL COORDINATOR MANUAL
Under contractual commitments, On-Site School Coordinators (OSSCs) agree to assist in LA
GEAR UP’s mission to Increase the number of Louisiana students who graduate from high
school and enroll and succeed in postsecondary education, by implementing LA GEAR UP and
respective school-wide reform initiatives. The responsibilities of the OSCC include but are not
limited to the following:
Provide administrative support and serve as a liaison between the teachers, students,
parents, and LA GEAR UP
Facilitate implementation of targeted LA GEAR UP initiatives in the district/school
contract.
Ensure widespread participation in LA GEAR UP activities
Assist with gathering student and teacher data necessary for annual reporting
As mandated by the United States Department of Education (USDE), LA GEAR UP must submit
an Annual Report which documents activities that are implemented at all LA GEAR UP schools.
To comply with federal regulations, LA GEAR UP is requesting all schools to submit data and
Monthly Activity Reports and Sign-in Sheets for activities organized at their schools.
The purpose of the School Activity Reports and Sign-in Sheets is to record school activities
that correspond to the initiatives and services funded by LA GEAR UP, as well as services
funded by other resources (state, local, or private funds) related to LA GEAR UP’s goals and
objectives, even if LA GEAR UP does not fund the activity.
Non-LA GEAR UP funded activities may include but are not limited to the following: tutoring,
mentoring, job shadowing, job site visits, college guest speakers, community service, and
cultural events. Any activity that increases academic achievement and awareness of post-
secondary education should be documented.
OSSCs are responsible for submitting monthly School Activity Reports and Sign-in Sheets
indicating activities that are implemented at their schools.
Table of Contents Page
LA GEAR UP Standard Initiatives
Professional Development 3
Summer Learning Camps 4
Explorers Clubs 5
Year-Long Literacy Initiative 6
Rewards For Success, Financial Aid, and College Goal Sunday 7
Parent and Student Surveys 8
LA GEAR UP Special Initiatives
Make A Difference Grants 11
Quarterly Timeline of Tasks 12
Calendar of Activities 16
Templates for Activities and Data
Activity Reports 22
Sign-in Sheets 30
Rewards For Success Data Sheet 32
Annual Performance Report To U.S. Department of Education 33
Documenting Matching Funds 35
Individual Time and Effort Form 38
Contracts and Invoicing 41
2011-2012 Contract Reimbursement Flow-Chart 43
LGU Services and Initiatives Form 45
Staff Contacts 46
LA GEAR UP STANDARD INITIATIVES
3
Guidance and Counseling PD
The Comprehensive PD Project promotes empirically-based school-wide reform aimed at increasing student academic achievement in LA GEAR UP schools. The project includes a summer institute, academic-year follow up, and concludes with attendance at the annual Explorers Club State Conference and Leadership Conference in April. Teams comprised of the LA GEAR UP On-Site School Coordinator and the school guidance counselor (or designee), participate in university-based educational opportunities and receive stipends, classroom materials, and continuing learning units or college credits. Guidance and Counseling PD focuses on implementation of the professional learning community model, effective use of data to inform instruction with a special emphasis on using EPAS data, implementation of an effective guidance curriculum, and engaging students and parents in the school improvement process through the establishment and operation of Explorers Clubs at participating schools.
Professional Development (PD)
LA GEAR UP places a high priority on informed, content-rich, ongoing PD that supports teachers. The rigorous LaSIP/LA GEAR UP Request for Proposal (RFP) process promotes university partnerships with K-12 schools and districts in which universities must submit proposals tailored to student and teacher data-driven needs. How does LaSIP/LA GEAR UP university-based PD work? Residential and non-residential PD projects are conducted at universities throughout Louisiana during the summer in the areas of science, mathematics, literacy, and counseling. Teachers receive intensive on-going university-based educational opportunities as well as stipends, CLUs, college credit, and classroom materials designed to enhance content knowledge and instructional strategies in mathematics, science, and literacy. Recruitment usually begins in the spring.
LA GEAR UP STANDARD INITIATIVES
4
Summer Learning Camps
Summer Learning Camps, unique university-based one-week residential adventures, promote the postsecondary educational aspirations of LA GEAR UP students. At camp, students sleep in dorms, eat meals served in university student centers, and access university facilities just as if they were attending college. In addition to experiencing life on a college campus, campers receive instruction in standards-based mathematics, science, technology, and English/language arts as well as information about available financial aid resources and admission standards required to pursue postsecondary studies. Campers are also introduced to Explorers Clubs, the academic-year component of Summer Learning Camps. Explorers Clubs provide students with peer leadership opportunities and extend the Summer Learning Camp experience through the academic year. Who can attend? Summer Learning Camps are open to any LA GEAR UP student and are completely free of charge to students and parents. LA GEAR UP provides transportation, living expenses, meals, materials, and all other costs associated with camps. What is the application process: In the early spring, applications will be provided to each LA GEAR UP school. On-Site School Coordinators will then distribute applications to students in the LA GEAR UP cohort and collect and verify signed applications. All applications must include a completed recommendation form with the signatures of the principal, a teacher, and one person from outside the school. How can I promote camp attendance? In addition to distributing applications, On-Site School Coordinators can work with Explorers Club members to plan and host Summer Learning Camp Info Sessions for parents and 9th and 10th grade students. Students who have attended camps in previous years can serve as guest speakers.
2011 camps were housed on Grambling, Louisiana Tech, McNeese, and Nicholls campuses. A description of 2011 camps can be found at the following website: http://www.latech.edu/lagearup/camps/hosts.
LA GEAR UP STANDARD INITIATIVES
5
Annual Conference and Leadership Summit
The Leadership Summit is the highlight of the Explorers Club and provides a forum for Clubs to present the outcomes of their action plans each spring. Officers from Explorers Clubs across the state prepare presentations to share the results of their work in the areas of the ABCS. Two parents from each LA GEAR UP school are also invited to attend the parent portion of the Summit, the Preparing Parents for Possibilities Conference (P3). Parents will be hosted at an area hotel and attend a variety of sessions which will equip them with the necessary tools to guide their children through the process of selecting, financing, and attending a postsecondary institution.
Explorers Clubs
Explorers Clubs are based on the peer leadership model and extend the benefits of Summer Learning Camps throughout the academic year. Explorers Clubs charge members to make the right personal decisions to ensure that they are prepared to enter and succeed in postsecondary education and help other students make the right decisions as well.
What is my role as an Explorers Club sponsor? Sponsors host regular meetings throughout the school year and work cooperatively with students to develop and implement an action plan with activities in four domains that we refer to as the ABCs: Academics, Behavior and Leadership, College Prep and Career Exploration, and Service to School and Community. Club activities and projects should promote school-wide initiatives that are aligned with School Improvement Plans and the goals and objectives of LA GEAR UP. Officers and Club sponsors will be invited to present the results of Explorers Club activities at an annual state conference. Who is eligible to join the Club? While all LA GEAR UP students are eligible, membership should most definitely be encouraged among students who have attended LA GEAR UP Summer Learning Camps. New members should be committed to attending a Summer Learning Camp the following summer. As emerging school leaders, Explorers Club members have a dual responsibility to create and follow a personal action plan addressing the ABCS and encourage and support the postsecondary aspirations of other LA GEAR UP students at their school site.
LA GEAR UP STANDARD INITIATIVES
6
Project Director’s Challenge
To motivate and engage students in summer reading, LA GEAR UP sponsors the Project Director’s Challenge, which targets reading comprehension and writing skills and encourages proficiency in literacy. Students are assigned a specific number of books to read and given a corresponding writing assignment. Winners are selected from each grade level, and each winner receives a prize. Awards are based on the quality and organization of student writing.
Reading failure significantly increases the likelihood that students will drop out of high school without a diploma, graduate unprepared for postsecondary education, and have limited opportunities in the workforce. Many studies demonstrate that vocabulary, fluency, and comprehension are particular concerns with middle and high school students at risk for reading failure. The Project Director’s Challenge grew out of teacher concerns about student reading habits.
Year-Long Literacy Initiative
Writing Contests, part of LA GEAR UP’s Year-long Literacy Initiative, encourage writing across the curriculum and target academic achievement through writing. Topics align with the Louisiana Language Arts Content Standards and focus on connecting student experiences to future aspirations. Competitions challenge students and provide opportunities to explore and develop writing abilities in the areas of narration, exposition, description, and poetry. Three winners are selected from each grade level, and each receives a prize. Here is how the contest works: Information packets including contest guidelines, prize information, and deadlines
are sent directly to ELA teachers and LA GEAR UP school coordinators at each LA GEAR UP school
Students wishing to participate fill out an entry form included in the information packets sent to their English teacher
English teachers return completed entry forms to the LA GEAR UP ELA Coordinator
All contest submissions are reviewed by a panel of judges and mailed to the LA GEAR UP English Language Arts Coordinator
Teachers are notified of winners and school issue reward checks to those students
LA GEAR UP STANDARD INITIATIVES
7
Rewards For Success (RFS)
RFS scholarships are competitively based on a diverse set of criteria indicating whether students have a reasonable probability of completing high school and college successfully: academic achievement, student responsibility, and parental involvement. Individual students earn $250, $500, and $1,000 awards totaling approximately $200,000 annually.
Funds are invested in individual college trust fund accounts in the START Savings Program, Louisiana’s 529 College Savings Plan, where they not only earn interest but income-based learning enhancements as well. When RFS recipients enter college, funds can be disbursed (upon request) to the appropriate college or university and used to pay qualified college educational costs such as tuition, room and board, books, and fees.
What can I do to promote RFS Scholarships? In addition to distributing, collecting, and verifying RFS applications, On-Site School Coordinators can promote RFS Scholarships through school newsletters, Explorers Clubs, and parent groups.
Financial Aid Counseling
In collaboration with the Louisiana Office of Student Financial Assistance (LOSFA), LA GEAR UP offers grade-specific financial aid awareness interventions to help dispel the myths and misunderstandings that often prevent students and their families from pursuing postsecondary education. Financial Aid presentations provide students and parents with information, resources, and encouragement to pursue the multitude of programs designed to help them pay for college. Presentations focus on planning for postsecondary education at all levels and include topics such as what classes to take in high school, how to research careers, which colleges to consider, where to find funding, and how to complete the FAFSA1 form and apply for financial aid.
1 Free Application for Federal Student Aid
College Goal Sunday
Every year, on one Sunday in February, selected campuses across Louisiana host College Goal Sunday, a free statewide program to assist students and families with completing financial aid applications. Financial aid professionals are on hand to help students and parents complete the FAFSA in order to apply for college funding.
LA GEAR UP STANDARD INITIATIVES
8
Parent and Student Surveys
As mandated by the U.S. Department of Education LA GEAR UP must administer surveys to parents and students as part of GEAR UP’s Annual Performance Report.
The purpose of the survey is to gather data and feedback regarding the LA GEAR UP program at your school. Names will not be published or shared in any report. The data collected will only be viewed by researchers.
Surveys are an important component of the LA GEAR UP grant. They are administered annually
each fall for data reporting purposes. Data collected from the surveys are reported to USDE as
part of LA GEAR UP’s annual report in the spring.
The student survey goal, as set forth by USDE, is an 80 percent response rate. The parent
survey goal, as set forth by USDE, is a 50 percent response rate.
LA GEAR UP will administer two surveys, a web-based student survey for 9th
and 10th
graders
and a hard-copy parent survey for the parents of 9th
and 10th
graders. Paper surveys must be
completed in pencil or blue or black ink.
Please stress that while students’ names are required on both student and parent surveys, surveys
are CONFIDENTIAL; only the researchers analyzing the data will view responses.
DEADLINES:
Student on-line surveys completed by Friday, October 28, 2011
Parent paper surveys returned to LA GEAR UP office by Friday, October 28, 2011
REMEMBER:
Survey return rates play a critical role in each school’s LA GEAR UP program performance
score. Return rates contribute to your school’s overall ranking for future LA GEAR UP funding.
NOTE: If paper surveys are completed early, please send them in; do not hold them until the
deadline.
Here’s a Thought…
Encourage parents to complete surveys during school-wide events
Build in an incentive: free dress day, homework pass, school bucks/points, etc…
Designate a day or two for students to complete on-line survey during school day
Utilize school phone master system or newsletters to send home reminders
LA GEAR UP STANDARD INITIATIVES
9
LA GEAR UP STANDARD INITIATIVES
10
11
Make a Difference Grants
for
LA GEAR UP Special Initiatives
Each year LA GEAR UP reserves $1,000,000+ for allocation to participating schools to help
advance their individual educational reform priorities. LA GEAR UP’s commitment to data-
driven decision making has led to the establishment of a performance-based funding system for
the Make A Difference grant program which relies on qualitative and quantitative metrics and
embraces all participating schools. Your Make A Difference application helps generate such
relevant data, particularly in relation to professional development for teachers and school
effectiveness in implementing prior Special Initiatives. In total, data from 5 areas of interest are
compiled into a school-specific data profile known as the LA GEAR UP Program Performance
Profile (LGU-PPP). Each school’s profile data is then used to establish one comprehensive
performance score, LA GEAR UP Program Performance Score (LGU-PPS). The five areas of
interest are:
1. Louisiana Department of Education Baseline School Performance Scores (SPS);
2. Performance regarding LA GEAR UP Standard Initiatives;
3. Make A Difference grant application score;
4. Performance regarding previous year’s Make a Difference grant Special Initiatives;
5. Engagement in effective professional development (PD).
Each of these 5 areas of interest or components is individually weighted and contributes to the
overall LA GEAR UP Program Performance Score (LGU-PPS) which is measured on a 100
point scale. The chart below identifies the scoring weights. The LGU-PPS is then used to rank
participating schools, and Make A Difference funding is allocated according to this ranking.
LDE Baseline SPS 30%
LGU Standard Initiatives
20%
LGU Special Initiatives
15%
Make A Difference Grant Application
Score 15%
PD Inventory Score 20%
LGU - Program Performance Score Weights
12
Quarterly Timeline of Tasks
Quarter One (September 1st through October 31
st)
I. Make A Difference Grants
A. Document activities and outcomes from work plans for September and October
II. LA GEAR UP Fall Conference
A. Attend the conference September 12-14.
III. Explorers Club
A. Recruit students to join the Explorers Club
B. Submit a list of Explorers Club members to your LGU Staff Coordinator
C. Conduct Explorers Club meetings and complete sign-in sheets
D. Submit Explorers Club Action Plan and forms from the Explorers Club Sponsor Manual
to Dr. Glenn Beer and your LGU Staff Coordinator
E. Document activities from the Action Plan that occur during this quarter
IV. Essay Contest
A. LGU will distribute Essay contest information to schools by Friday, September 16, 2011
B. Disseminate and assist students with essay contest
V. Rewards For Success (RFS)
A. LGU will distribute RFS applications on October 27, 2011
B. Publicize and distribute AY 2011-2012 RFS applications to the LGU cohort of 9th
and
10th
grade students; RFS applications are due to LGU by Friday, November 18,
2010. Examples of publicity may include but are not limited to the following: press
release to school newspaper and/or local newspaper, flyers distributed to students and
parents, school announcements etc…
C. Submit a copy of a brief explanation of how you publicized the RFS program
VI. Surveys
A. Student surveys will be accessible on-line September 23rd
-October 28th
; Parent
surveys were distributed during the fall conference in Baton Rouge
B. Assist 9th
& 10th
grade students with completing the online LGU surveys by Friday,
October 28, 2011
**NOTE: Our goal is to have at least 90% of students complete a survey
C. Distribute the paper copy of LGU parent survey to parents of 9th
& 10th
grade
students and encourage timely completion; parent surveys are due to your LGU Staff
Coordinator by Friday, October 28, 2011
**NOTE: Our goal is to have at least 60% of parents complete a survey
VII. By the end of Quarter One you should have completed the following:
A. Submitted Monthly School Activity Reports and Sign-in Sheets for September and
October to your LGU Staff Coordinator
B. Submitted expense reports (budget requisitions, budget revision forms, invoices and/or
receipts and copies of checks, if applicable) for purchases associated with initiatives in
district/school contract to your district representative
C. Submitted data (if applicable)
13
Quarter Two (November 1st through December 31
st)
I. Make a Difference Grants
A. Document activities and outcomes from work plans for November and December
II. Explorers Club
A. Recruit students to join the Explorers Club and submit an updated list of Explorers Club
members to your LGU Staff Coordinator if needed
B. Conduct Explorers Club meetings and complete sign-in sheets
C. Document Explorers Club activities that occur during this quarter
III. Essay Contest
A. Submit winning essays along with Selected Winners Submission Form(s) and a list of
non-winners to your LGU Staff Coordinator by Friday, November 4, 2011
IV. Rewards For Success (RFS)
A. Collect and Submit complete RFS applications to your LGU Staff Coordinator by
Friday, November 18, 2011
V. Financial Aid & Summer Camp Presentations
A. Make arrangements with your LGU Staff Coordinator to plan a College
Connections/College Knowledge/Summer Camp presentation during the fall of 2011,
but no later than Tuesday, January 31, 2012.
B. College Connections/College Knowledge/Summer Camp presentations should be
merged into one workshop where feasible; your LGU Staff Coordinator will assist
you with coordinating this event
VI. College Goal Sunday
A. Publicize and encourage parents and students (especially 12th
graders) to participate
in College Goal Sunday scheduled for Sunday, February 26, 2012
VII. By the end of Quarter Two you should have completed the following:
A. Submitted School Activity Reports and Sign-in Sheets for November and December to
your LGU Staff Coordinator
B. Submitted expense reports (budget requisitions, budget revision forms, invoices and/or
receipts and copies of checks, if applicable) for purchases associated with initiatives in
district/school contract to your district representative
C. Submitted data (if applicable)
14
Quarter Three (January 1st through March 31
st )
I. Make a Difference Grants
A. Document activities and outcomes from work plans for January-March
II. Explorers Club
A. Prepare Explorers Club Officers to attend the Leadership Summit (generally held in
April or May). Date and Location To Be Determined
B. Conduct Explorers Club meetings
C. Document Explorers Club activities that occur during this quarter
III. Financial Aid and Summer Camp Presentations
A. Host a College Connections/College Knowledge/Summer Camp presentation by
Tuesday, January 31, 2012; your LGU Staff Coordinator can assist you with
coordinating this event
IV. College Goal Sunday
A. Publicize and encourage students (especially 12th
graders) to attend event scheduled
Sunday, February 26, 2012
V. Poetry Contest
A. LGU will distribute Poetry contest information to schools by Monday, January 9,
2012 B. Publicize and distribute Poetry contest information to students
VI. Rewards For Success (RFS)
A. Complete RFS Data Sheet form only for students who submitted an RFS application
and achieved a 2.0 GPA or better for the first semester (end of second nine weeks or
end of third six weeks)
B. Submit RFS Data Sheet form to your LGU Staff Coordinator by Monday, January
31, 2012.
VII. Summer Learning Camps
A. Recruit students to attend 2012 Summer Learning Camps (SLCs)
B. Direct students to access applications via www.latech.edu/lagearup to register for
SLCs
VIII. By the end of Quarter Three you should have completed the following:
A. Submitted School Activity Reports and Sign-in Sheets for January, February, and March
to your LGU Staff Coordinator
B. Submitted expense reports (budget requisitions, budget revision forms, invoices and/or
receipts and copies of checks, if applicable) for purchases associated with initiatives in
district/school contract to your district representative
C. Submitted data (if applicable)
15
Quarter Four (April 1st through May 15
th) NOTE: LGU Contract Ends Tuesday, May 15th
I. Make a Difference Grants
A. Document activities and outcomes from work plans for April and May
II. Explorers Club
A. Conduct Explorers Club meetings and provide sign-in sheets
B. Document activities from the Action Plan that occur during this quarter
C. Attend Annual Leadership Summit; Date and Location To Be Determined
III. Rewards For Success (RFS)
A. Please make arrangements with your LA GEAR UP Staff Coordinator to announce
RFS winners during a cohort-wide event in May.
IV. Summer Learning Camps
A. Recruit students to attend 2012 Summer Learning Camps (SLCs)
B. Direct students to access applications via website: www.latech.edu/lagearup to
register for SLCs
V. Poetry Contest
A. Submit winning poems along with the Selected Winners Submission Form(s) and a
list of non-winners to your LGU Staff Coordinator by Monday, April 30, 2012
VI. Project Director’s Challenge Summer Writing Contest
A. Project Director’s Challenge summer writing packets will be distributed to schools
Tuesday, May 1, 2012 B. Publicize and distribute Project Director’s Challenge information; contest deadline is
Friday, August 3, 2012 (Students are responsible for mailing submissions to the LA
GEAR UP office)
VII. Professional Development
A. Publicize and encourage teacher participation in 2012 Summer Professional
Development (PD) Projects; LGU will email a list of PD opportunities to all schools
during Spring 2012
VIII. By the end of Quarter Four you should have completed the following:
A. Submitted School Activity Reports and Sign-in Sheets for April and May to your LGU
Staff Coordinator
B. Submitted expense reports (budget requisitions, budget revision forms, invoices and/or
receipts and copies of checks, if applicable) for purchases associated with initiatives in
district/school contract to your district representative
C. Submitted data (if applicable)
16
CALENDAR OF ACTIVITIES
Parent Surveys Distributed during conference
October 2011 (First Quarter) Sunday Monday Tuesday Wednesday Thursday Friday Saturday
1
2
3 4 5 Deadline to submit September Reports
6 7 8
9
10 11 12 13 14
15
16 17 18 19 20 21 22
23
24 25 26
27 RFS Applications Distributed to Schools
28 Student On-line Survey Closes AND Parent Surveys Due to LGU
29
30
31 End of 1st Qtr
September 2011 (First Quarter) Sunday Monday Tuesday Wednesday Thursday Friday Saturday
1 LGU Contract Start Date
2 3
4
5 6 7 8 9 10
11
12 13
14 15 16 Distribute Essay information to Schools
17
18
19 20 21 22 23 Student Surveys Open On-line
24
25
26 27 28 29 30
LGU CONFERENCE- BATON ROUGE
17
LA GEAR UP ACTIVITY CALENDAR
November 2011 (Second Quarter) Sunday Monday Tuesday Wednesday Thursday Friday Saturday
1 2 3 4 Essay Contest information Due to LGU AND Deadline to submit Oct. Reports
5
6
7 8 9 10 11 12
13
14 15 16 17 18 RFS Applications Due to LGU
19
20
21 22 23 24 25 26
27
28 29 30
December 2011 (Second Quarter) Sunday Monday Tuesday Wednesday Thursday Friday Saturday
1 2 3
4
5 Deadline to submit November Reports
6 7
8 9 10
11 12 13
14 15 16 17
18
19 20 21 22 23 24
25
26 27 28 29 30 31 End of 2nd Qtr
18
February 2012 (Third Quarter) Sunday Monday Tuesday Wednesday Thursday Friday Saturday
1 2 3 4
5
6 Deadline to submit January Reports
7 8
9 10 11
12
13 14
15 16 17 18
19
20 21 22 23 24 25
26 College Goal Sunday Event
27
28 29
January 2012 (Third Quarter) Sunday Monday Tuesday Wednesday Thursday Friday Saturday
1
2 3 4 5 Deadline to submit Dec. Reports
6
7
8
9 Poetry Contest Information Distributed to Schools
10 11 12 13 14
15
16 17 18 19 20 21
22
23 24 25 26 27 28
29
30
31 Deadline to
host Financial Aid & Summer Camp Event
AND RFS Data
Sheets Due to LGU
19
LA GEAR UP ACTIVITY CALENDAR
March 2012 (Third Quarter) Sunday Monday Tuesday Wednesday Thursday Friday Saturday
1 2 3
4
5 Deadline to submit January Reports
6 7
8 9 10
11
12 13
14 15 16 17
18
19 20 21 22 23 24
25
26 27 28 29 30 31 End of 3rd Qtr
April 2012 (Fourth Quarter) Sunday Monday Tuesday Wednesday Thursday Friday Saturday
1 2
3 4 5 Deadline to submit March Reports
6 7
8 9 10 11 12 13 14
15 16 17 18 19 20
21
22
23 24 25 26 27 28
29
30 Poetry Contest information due to LGU
20
LA GEAR UP ACTIVITY CALENDAR
May 2012(Fourth Quarter) Sunday Monday Tuesday Wednesday Thursday Friday Saturday
1 Project Director’s Challenge information Distributed to Schools
2 3 Deadline to submit April Reports
4
5
6
7 8 9 10 11 12
13
14 15 LGU Contract End Date
AND End of 4th Qtr
16 17 18
19
20
21 22 23 24 25 26
27
28 29 30 31
Project Director’s Challenge Summer Writing Contest Deadline is Friday, August 3, 2012. Students
are responsible for mailing submissions to the LGU office.
Announce Rewards For Success Winners
21
TEMPLATES for ACTIVITIES and DATA
(Activity Reports and Sign-in Sheets are due at the end of each month to your LGU Staff Coordinator)
22
LA GEAR UP ACTIVITY REPORTS
23
24
25
26
27
28
29
30
LA GEAR UP Activity Report
Student Sign-in Sheet
School Name:
LGU On-Site School Coordinator:
Title of Activity:
Date of Activity:
Name of Students: Grade Level of Student:
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
31
LA GEAR UP Activity Report
Parents, Teachers, and Administrators Sign-in Sheet
School:
Title of Activity:
Date:
Location of Activity:
Please print your name on the
line provided below.
If you are a parent please print your child's name and grade
level. Please place a check in the box to
indicate your title.
If you were a volunteer or
were paid to assist with this
activity please complete a time
and effort sheet. See page 40
Name Child's Name
Child's
Grade
Level Parent Teacher Administrator
VOLUNTEER?
# of hours you
volunteered for
this activity
PAID?
# of hours
worked for
this activity
1
2
3
4
5
6
7
8
9
10
32
LA GEAR UP 2011-2012 REWARDS FOR SUCCESS (RFS) SAMPLE DATA SHEET
Name of School: Butterfly High
Please complete this sheet only for students that submitted an RFS application and earned a 2.0 GPA or better for the
first semester of AY 2011-2012 iLEAP and LEAP SCORES
and Performance Labels
Last Name
First
Name
Grade
Level
Gender:
M/F
Ethnicity:
American
Indian, Asian,
Black,
Hispanic/Latino,
Native
Hawaiian/Pacific
Islander, or
White
Lunch
Status:
Free,
Reduced
or Paid
# of
Unexcused
Absences
for the first
semester
# of
Suspensions
reported to
the state for
the first
semester
1st
Semester
Grade
Point
Average
(GPA)
2011 Spring
iLEAP
score and
performance
label for
ELA
2011 Spring
iLEAP
score and
performance
label for
Math
ALLEN Gene 9 M White F 0 0 3.25 295/BAS 365/MAS
ANDERSON Alex 9 M Black F 1 0 4.00 389/MAS 350/BAS
BANKS Ciara 9 F Black F 2 0 2.75 470/ADV 400/MAS
BANNER Mike 9 M Black F 0 0 2.50 300/BAS 435/ADV
BANNER Alyssa 9 F Hispanic F 3 0 3.50 320/BAS 300/BAS
BRADFORD Brooke 9 F White F 1 0 4.00 435/MAS 387/MAS
BRADLEY Nelson 9 M Black F 0 0 3.75 380/MAS 420/ADV
BROCK Riannon 9 F Black F 1 0 4.00 319/BAS 419/ADV
BROWN Erica 9 F White F 2 0 4.00 408/MAS 390/ADV
CALHAN Sonrisa 9 F Hispanic f 0 0 3.50 450/ADV 325/BAS
33
ANNUAL PERFORMANCE REPORT
To U.S. Department of Education
GEAR UP DATA NEEDS
2012 Annual Performance Report Data Elements
NOTE: For the table below, please enter the number of cohort students promoted at the end of 2010-2011 school year. For this report, you would report those students promoted in June 2010. The number promoted must be entered in the grade that they were in June 2010.
Grade Level in AY 2010-2011
Number of Students Promoted to the
Next Grade Level at the End of the Prior
School Year 8th
9th
# of current 9th Graders
# of current 10th Graders
List of Courses offered to 9th and 10th graders
Number of Teachers
teaching LGU Student Cohort of 9th & 10th
Graders
Current Grade Level for AY 11-12
Number of Students Enrolled in Advanced
Mathematics Courses
Number of Students Enrolled in Advanced
English/Language Arts Courses
Number of Students in Enrolled in
Advanced Science Courses
9
10
TOTAL
Current Grade Level for AY 11-12
Number of Students Taking EXPLORE
Number of Students Taking PSAT or PLAN
Number of Students Taking ACT or SAT
Exam
9
10
TOTAL
34
DATA NEEDS Continued….
Indicate the Grade your 9th and 10th Grade Student was in when Course
was completed Pre-
algebra
Algebra I or
Equivalent Geometry Algebra
II Calculus Chemistry Physics
At Least One
Advanced Placement
Class Trigonometry Pre-
Calculus Biology
At Least One International
Baccalaureate Class
6
7
8
9 10
Current Grade Level for AY 11-12
Number of Students with 5 or More
Unexcused Absences during the First 2 Quarters or
1st Semester of the School Year
9
10
TOTAL
Current Grade Level for AY 11-12
Number of Students Performing at or
above Grade Level in English/Language
Arts
Number of Students Performing at or
above Grade Level in Mathematics
9 0 0
10 0 0
TOTAL
35
DOCUMENTING MATCHING FUNDS
Matching funds are specific funds used to enhance and implement the goals of a project.
Every year LA GEAR UP receives 3 million dollars in federal funds from the USDE to support
its mission to increase the number of low-income students who enter and succeed in college. For
each federal dollar LA GEAR UP receives the USDE requires a dollar for dollar match of state,
local, institutional, and private funds to be contributed. LA GEAR UP must report matching
funds totaling 3 million dollars every year on the Annual Performance Report (APR) which is
due on or before April 15th
.
Matching Funds can be reported in the form of cash or documented in-kind contributions.
School based activities in which non-federal funds (i.e. State, local, institutional, or private
funds) are expended may be used as match as long as they further the goals and objectives of the
LA GEAR UP Program and are not used to match another federal program.
Funds used to promote reform in student learning are suitable targets for LA GEAR UP
leveraging. Some examples are College Connection Workshops, Academic Year Clubs,
Professional Development, Explorer Clubs, Literacy Programs, Scholarships, and Tutoring
Programs as well as other school activities that impact the LA GEAR UP cohort populations and
support LA GEAR UP goals and objectives.
What does LA GEAR UP collect to account for Matching Funds?
Each district made a commitment to provide a match as noted on their Partner
Identification Form and Cost Share Worksheet.
On the LGU Activity Reports schools can indicate the type, source, and amount of
matching funds or in-kind contributions their school receives for a particular activity.
Time and Effort Sheets are available for those individuals who donate or volunteer their
time on LGU activities
36
SAMPLE District Matching Funds Documentation Form
Matching Funds Documentation Form District: Iberville
Type of Fund State Local Private General Federal
Specify which grade(s) funds are used for
Are these funds use to match another project
Y/N
Crescent
General Fund-Instructional Substitutes 3095 9,10 N
EEF-Materials and Supplies 5500 9,10 N
General Fund-Telephones 5200 9,10 N
General Fund-Professional Development 9780 9,10 N
East Iberville
General Fund-Instructional Substitutes 2040 9,10 N
EEF-Materials and Supplies 5500 9,10 N
General Fund-Telephones 5400 9,10 N
General Fund-Professional Development 6980 9,10 N
Iberville Math, Science, and Arts-West
General Fund-Instructional Substitutes 2040 9,10 N
EEF-Materials and Supplies 5500 9,10 N
General Fund-Telephones 4900 9,10 N
General Fund-Professional Development 8500 9,10 N
EEF Grant 16,000 9,10 N
Technology Grant 33,000 9,10 N
37
Iberville Math, Science, and Arts-East
General Fund-Instructional Substitutes 2295 9,10 N
EEF--Materials and Supplies 5500 9,10 N
General Fund-Telephones 6600 9,10 N
General Fund-Professional Development 7660 9,10 N
Technology Grant 33,000 9,10 N
Plaquemine High
General Fund-Instructional Substitutes 2040 9,10 N
EEF-Materials and Supplies 5500 9,10 N
General Fund-Telephones 5800 9,10 N
General Fund-Professional Development 9030 9,10 N
EEF Grant 22,000 9,10 N
White Castle High
General Fund-Instructional Substitutes 3060 9,10 N
EEF-Materials and Supplies 5500 9,10 N
General Fund-Telephones 5000 9,10 N
General Fund-Professional Development 6,540 9,10 N
Technology Grant 33,000 9,10 N
TOTAL MATCH 170000
95960
Approved by: Janet Marionneaux
Executive Director, Personnel, Curriculum & Instruction
38
INDIVIDUAL TIME AND EFFORT FORM
Any school personnel who donates/volunteers any portion of his or her time on LA GEAR UP
sponsored projects or activities and is NOT compensated by LA GEAR UP or any other federal
program, can document their time and effort.
Documenting time and effort is another way of capturing match. As mandated by the U.S.
Department of Education, LA GEAR UP must report volunteer time that is linked with the 9th
and 10th
graders at LA GEAR UP schools.
39
40
Individual Time and Effort Form Template
As mandated by the U.S. Department of Education, LA GEAR UP must report volunteer time that is linked with the
9th
and 10th
graders at LA GEAR UP schools. Volunteer time is another way of reporting match associated with our
schools.
Please share the attached Individual Time and Effort form with school personnel that may donate or volunteer their
time to the LA GEAR UP cohort of 9th
and 10th graders. If necessary, additional duties may be added. Individuals
should use this form only if they are not compensated with LA GEAR UP funds or any other federal funds
for donating their time to the LGU cohort. Please feel free to contact Renee Carter at 225-342-4253 with
questions or concerns.
Time Period:
Staff Member: Title: District:
School:
Address:
Phone Number:
Fax
Number:
Please enter the number of hours associated with individual tasks. Add additional duties if necessary.
All Activities must equal total time/effort at bottom. Note: Grades impacted can only be 9th
and/or 10th
Time/Effort Description: Time (Hrs.)
Administrative Duties
Processed Invoices
Organized event/field trip
Made phone calls
Made copies
Collected Student documents Filing documents
Assisted with students/parent mailings
Distributed program information
Organized space for LA GEAR UP
Meeting Duties
Attended meeting with LA GEAR UP staff
Attended internal meeting re: LA GEAR UP
Participate in conference calls
Attended or organized other meeting
Activity Duties (do not count classroom instruction)
Chaperoned LA GEAR UP field trip
Participated Led LA GEAR UP activity
Attended LA GEAR UP sponsored professional development or conference
Attended awards ceremony
TOTAL TIME/EFFORT
Total Hours X Hourly Rate = Total $ In-kind Match
Grades Impacted:
The information provided on this form is an accurate estimate of the time/effort I contributed to the LA GEAR UP
program.
Staff Member’s Signature: ______________________________________________
Principal’s Signature: __________________________________________________
41
CONTRACTS & INVOICING (DRAFT) 2012 CONTRACT TERM: September 01, 2011 through May 15, 2012
All LA GEAR UP Contracts are reimbursement contracts. All documentation should come from
the district not the individual schools.
BUDGET REVISIONS
BUDGET REVISIONS must be requested in writing, with Budget Revision Request form
(attached). Revisions totaling more than $500.00 require prior approval from LA GEAR UP. Revisions cannot be made across funding sources.
LA GEAR UP BILLING INSTRUCTIONS
2011-2012 LA GEAR UP Contracts have four quarters:
1. September 1 through October 31 1st Quarter
2. November 1 through December 2nd
Quarter
3. January 1 through March 31 3rd
Quarter
4. April 1 through May 15 4th
Quarter
INVOICE GUIDELINES:
Reimbursement requests (invoices) should be on district letter head with an appropriate
signature.
A roll up sheet is required for all invoices.
Expenditures should be listed in a format which matches the project budget.
Expenditures must have been made within the contract dates, and should be matched to the
correct billing period.
All billed items (regardless of value) must be supported by copies of appropriate
documentation which verifies the cost and amounts of the goods. The documentation should
show when the goods were received or when the services were performed.
Appropriate documentation includes copies of:
Vendor invoices with dates
Receipts with dates
Ledger entries for district salaries and fringe benefits with dates
Travel reimbursement forms (both sides) with dates
Check copies with dates
Cash register receipts, etc. with dates
The following items are allowed but will not take the place of proof of payment:
Purchase requisitions
Packing slips
Order forms, etc.
All goods must be received and services performed within contract dates of
September 1, 2011- May 15, 2012
No exceptions
42
CONTRACTS & INVOICING continued….
QUESTIONS and ASSISTANCE
LA GEAR UP Office:
Board of Regents
c/o LaSIP/LA GEAR UP
1201 N. Third St. Suite 6-260
Baton Rouge, LA 70802
or
P. O. Box 3677
Baton Rouge, LA 70821-4677
Phone (225) 342-4253 ext 679
Fax (225) 219-0688
Renee Carter, LA GEAR UP Contracts and Fiscal Coordinator, Extension 679.
43
2011-2012 Contract Reimbursement Flow-Chart for On-Site School Coordinators (OSSCs) Stipends
OSSCs submit proper documentation (Monthly School Activity
Reports, Sign-in Sheets, and appropriate Data, (if applicable) to
their LGU Staff Coordinator at the end of each month for
activities related to the 9th
and 10th
grade cohort.
Staff Coordinator ensures that adequate
reports are submitted along with sign-in
sheets (with signatures) and applicable
data at the end of the quarter.
Please submit your monthly activity reports, sign-in sheets and data in a timely manner,
no later than the 5th
of the following month.
NOTE:
STEP 1
STEP 2
STEP 3
STEP 4
District representatives can distribute stipends to OSSCs only
if they receive confirmation from the LA GEAR UP office.
Please keep in mind that your stipend will
have the same applicable employer
withholdings/deductions as your salary.
Once all documentation is received,
LGU will send an email confirmation
along with the LGU School Services
and Initiatives Form (see sample
below) to district representatives
approving the OSSC to receive his/her
stipend.
44
2011-2012 Contract Reimbursement Flow-Chart for District/School Contracts
School Services and Initiatives Form
LA GEAR UP will issue reimbursement payments only one time per quarter per
district. Once proper documentation for all schools within a district has been received
Renee will begin the reimbursement process for that district.
NOTE:
OSSCs and/or other school personnel should submit budget revisions
and/or receipts, invoices and copies of checks to their LGU district
representatives by the end of each quarter.
STEP 1
STEP 2
STEP 3
STEP 4
In order to receive reimbursement for approved expenditures, district
representatives should submit a signed LGU School Services and Initiatives
Form along with copies of budget revisions, receipts, invoices, copies of
checks and payroll ledger (for each school in their district) to Renee Carter
at the LGU office no later than 10 days after the quarter ends.
District representatives will collect receipts and invoices and/or copies of
checks for approved expenditures from all LGU schools in his/her
district. Receipts, invoices, and copies of checks should be used to
complete the LGU School Services and Initiatives Form for each school.
LA GEAR UP is not responsible for
reimbursing the district for unapproved
contract expenditures or unauthorized
On-Site School Coordinator stipend payments.
45
LGU Services and Initiatives Form
District: Billboard District Representative: Mariah Carey
School:
Butterfly High
Quarter: 1
School Coordinator(s): Monroe Smith and Moroccan Scott
Amount Requested for
Reimbursement
Name(s) of On-site School Coordinator(s) Monroe Smith Moroccan Scott
On-Site School Coordinator Stipend(s) 600.00 600.00
On-Site School Coordinator Fringe Benefits
Substitute Pay
Fringe Benefits
Mandated Contract School Initiatives
Writing Contests (no more than 3 winners per grade level; up to $175 awarded per grade level) 175.00
Teacher Recognition for assisting with Writing Contests (no more than four (4) teachers per school per contest allowed; $50 per teacher) 200.00
Academic-Year Clubs 400.00
Discretionary Contract School Initiatives
Career Development 150.00
Educational Fieldtrips 1000.00
Technology 2000.00
Parental Involvement 525.00
PBS
Teaching Supplies & Materials and Classroom Equipment:
Total Reimbursement: 5650.00
Approved by: Date:
LA GEAR UP District Representative
46
STAFF CONTACTS
Louisiana Board of Regents (BoR)
Louisiana Gaining Early Awareness and Readiness for Undergraduate Programs
(LA GEAR UP)
1201 N. 3rd
St.
Suite 6-200
Baton Rouge, LA 70802
Phone: (225) 342-4253 / Fax: (225) 219-0688 / www.lagearup.org
Staff Ext. # Title Email Address District
Assignments
Kerry
Davidson
Office:
225-342-4253
LaSIP/LGU Project
Director [email protected]
Sally Donlon 613 LGU Assistant Director [email protected]
Neal Boyd 688 Webmaster [email protected]
Michelle
Brandon Administrative Assistant [email protected]
Renee Carter 679 Fiscal and Contracts
Coordinator [email protected]
Shannon
Domingue 651 Program Coordinator [email protected]
Iberville, ReNew
Schools, Red
River, & Sabine
Dianna Frank 684 Guidance and
Counseling Coordinator [email protected]
Avoyelles, East
Feliciana and St.
John the Baptist
Denise Jacobs 685 Communications
Coordinator [email protected]
East Baton
Rouge, Iberia,
Morehouse, and
Richland
Delreese
Hector-Smith 696 Executive Assistant [email protected]
Chris Herring 601 Assistant Director for
Fiscal and Contracts [email protected]
Savitri Scott 677 English Language Arts
Coordinator [email protected]
Iberville, Sabine,
Union, and
Orleans RSD
Beryl Fowler 694 Student Worker
Fred Reed 694 Student Worker
Vacant 693 Student Worker