GEAR UP 101 MYTHS AND TRUTHS COST SHARE/MATCH AND OTHER TIPS Charlotte Curtis, Ed.D., Facilitator Nevada State GEAR UP Director

WHO ARE WE? O Newbie to GEAR UP O First grant ever O Second grant, new staff O Third or more grants, new staff O Experienced 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 assist O USDE pays major attention to cost share O Internal practices and audits O External audits O Integrity/fidelity O Future grants

WHAT ARE CONSEQUENCES OF FAILURE TO MATCH $ FOR $? O Reduction of Federal award amount O Potential refund of Federal funds to USDE O Possible termination of grant

SYSTEM FOR RECORDKEEPING O Groupthink – chart recordkeeping ideas and report out

WHERE SHOULD COST SHARE RECORDS BE KEPT? O Fiscal agent office O Facility for current record storage O Facility for archives O Centralize or decentralized O Database or excel

WHEN SHOULD COST SHARE RECORDS BE KEPT? O Ongoing O Timely Fashion – over the 6 or 7 year term of grant O System that is flexible O Provide technical assistance to subgrantees and contractors

HOW TO KEEP RECORDS? O System O Excel O Database O Tools = Timelines & Forms O Transparency O Capacity O Digital records

MAJOR GU SOURCES OF NON FEDERAL MATCH O Financial assistance obligated to students O Waivers of tuition, fees O Mentoring & counseling provided by volunteers & partners O Equipment, supplies, cash contributions, discounts, grants O Facility usage O Honor match commitments in application

PARTNER DEVELOPMENT O How do you develop, keep and/or split up from partners? O Name some of your partners in your grant?

WHO ARE PARTNERS? Interdependent relationships among: O Educators O Community O Business O Parents O Seniors

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 STAFF O Postsecondary education staff – put a value on time O Business and community – put a value on time O Major presenters – often give GU discount from regular presentation price

TRAINING/PROFESSIONAL DEVELOPMENT O What are some of the training/professional development opportunities you provide? O How 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 grant O Avoid overlapping services with TRIO and CACG or other programs

OTHER TIPS O Evaluation is a major component of grant O Follow the same students O Train and retain staff & volunteers O Public Relations O Advocacy should be information only O Project 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 state O Tools and techniques – refine those that have been developed

COST SHARE TABOOS O Athletic tickets O Antiques/fine art O Social events O Development of proposals O Commencement expense O Fines O Flowers O Gifts O Prizes O Lobbying

SOURCES FOR COST SHARE INFORMATION O OMB O A-102 for States O A-110 for Partnerships O A-21 for IHEs O A-133 for everyone O EDGAR, 34 CFR and O GAGAS

QUESTIONS