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.


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.

http://www.latech.edu/lagearup/camps/hosts


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.


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


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.


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


9


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





14

Quarter Three (January 1st through March 31

st )


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





http://www.latech.edu/lagearup

15

Quarter Four (April 1st through May 15

th) NOTE: LGU Contract Ends Tuesday, May 15th


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





http://www.latech.edu/lagearup

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


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


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

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


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


Number of Students with 5 or More

Unexcused Absences during the First 2 Quarters or

1st Semester of the School Year

9

10

TOTAL


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





Iberville Math, Science, and Arts-West





EEF Grant 16,000 9,10 N

Technology Grant 33,000 9,10 N

37

Iberville Math, Science, and Arts-East


EEF--Materials and Supplies 5500 9,10 N




Plaquemine High





EEF Grant 22,000 9,10 N

White Castle High




General Fund-Professional Development 6,540 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.

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

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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.

[email protected]

mailto:[email protected]

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


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


Iberville, Sabine,

Union, and

Orleans RSD

Beryl Fowler 694 Student Worker

Fred Reed 694 Student Worker

Vacant 693 Student Worker

http://www.lagearup.org/












2011-2012 LA GEAR UP ON-SITE SCHOOL COORDINATOR’S · PDF fileDistributed: September 13,...

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