GEAR UP Coordinator Manual

While the Oregon GEAR UP model is designed to be adaptable to the needs of different schools and communities, we do have common goals, objectives, and strategies. We also offer suggested activities to help you reach those goals. In the following examples, activities in bold text are required. 

Overall Goals: 

1. Increase percentage of students who graduate high school. 
2. Increase percentage of students who enroll in college. 
3. Increase the percentage of students who persist in college. 

Academic Preparation

All students will be academically prepared to succeed in postsecondary education. 

Objectives: 

1. Increase the percentage of students who pass Algebra 1 or its equivalent by the end of ninth grade. 
2. Increase the percentage of students promoted to successive grade levels on time. 
3. Increase the percentage of regular attenders. 
4. Increase the percentage of students passing their math courses. 
5. Increase the percentage of students passing their English Language Arts courses. 
6. Increase the percentage of students taking at least one dual credit course. 
7. Each year, 80% or more of GEAR UP students in college will report they are getting Cs or better.

Academic Preparation Strategy 1: Ensure All Students Have Access to Rigorous Courses

Sample Activities 

1. Curriculum that gives all students the opportunity to complete coursework that meets entrance requirements for Oregon’s public universities 
2. Examine data to identify inequities in access to rigorous courses 
3. Encourage student enrollment in rigorous and challenging curricula and coursework 
4. Dual credit courses 
5. AP courses 
6. Curriculum alignment efforts (middle school to high school grades) 
7. Curriculum alignment efforts (high school to college) 
8. Technology that promotes effective and rigorous teaching and learning 
9. Classes, workshops, and/or curriculum that teach students how to utilize technology and the Internet 
10. Content-specific and pedagogical professional development for educators

Academic Preparation Strategy 2: Provide Support and Motivation for All Students to Enroll and Succeed in Rigorous Courses

Sample Activities 

1. Explore classroom student outcome data and instructional practices to inform changes needed for effective teaching 
2. School-wide AVID or similar program 
3. Summer academic enrichment programs 
4. Tutoring and homework help before/during/after school 
5. Summer school and credit recovery classes 
6. Activities to help students understand their learning preferences and teach skills such as study habits, organization, and note taking 
7. Student-led conferences 
8. Professional development for educators on how to coach students to take the right classes necessary for their postsecondary goals 
9. Professional development for educators on social and emotional learning

Academic Preparation Strategy 3: Develop Systems and Practices to Improve School and Classroom Climate in Order to Improve Attendance and Behavior

Sample Activities 

1. Explore disaggregated school data for disproportionate disciplinary practices 
2. Attendance and positive behavioral activities/programs (e.g., Positive Behavior Interventions and Supports, restorative justice, or other methods) 
3. Career and Technical Education (CTE) courses 
4. Courses that teach life skills (e.g., personal finance, resume writing, interview skills, etc.) 
5. Academic co-curricular activities such as Robotics, Project Lead the Way, and clubs focused on academics 
6. Mentoring from older students to younger students (e.g., Link Crew) 
7. Transition events from elementary to middle and middle to high school 

   Back to Top

Awareness

Students and their families will be knowledgeable about careers and the college-going process. They will also receive support and assistance with the college-going process. 

Objectives: 

1. Increase the percentage of students who complete FAFSA/ORSAA. 
2. Each year, 75% or more of students will report they have learned about careers that interest them. 
3. Each year, 75% or more of students will report they know about postsecondary options and college entrance requirements. 
4. Each year, 75% or more of students will report they know about sources of financial aid. 
5. Increase student participation in college and career readiness activities.
6. Each year, 90% or more of alumni will report their high school helped them prepare for life after high school.

Awareness Strategy 1: Offer Ways for Students to Explore a Wide Array of Careers with Attention to Required Education and Training

Sample Activities 

1. Guest speakers and events related to career exploration 
2. Dedicated career center in visible location with resources and assistance for students to research careers and required training 
3. Career interest inventories/tracking such as Career Information Systems, Career Choices, and SparkPath 
4. Career or workplace visits and tours 
5. Career fairs 
6. Internships, job shadows, and service-learning projects 
7. Careers class 
8. Activities for students to learn job readiness skills (e.g., workshops, advisory, student-run businesses, project-based learning) 
9. Student clubs with a career focus 
10. Opportunities such as industry tours and training for staff to learn career-related topics (e.g., what employers look for, how to integrate careers in the classroom) 

Awareness Strategy 2: Provide Students and Families with Opportunities to Explore All Postsecondary Options and Assistance with Tasks Related to Going and Staying in College

Sample Activities 

1. Activities for students to use the grade-specific “It’s a Plan” checklists 
2. Visits to a wide variety of colleges and universities for students, parents and staff 
3. College Exploration Week 
4. College Application Week 
5. Family events to explore benefits of training and education beyond high school and the college-going process 
6. College fairs 
7. Activities to help students “try on” the role of college student (e.g., on-college-campus experiences, especially overnight camps, using college-like practices in high school activities, etc.) 
8. College center(s) where students can access information on a wide range of postsecondary institutions 
9. College entrance and placement test preparation activities/classes 
10. Guest speaker events focused on college-going experiences 
11. Parent newsletters that focus on college-related topics (types of postsecondary institutions, the benefits of college, the admissions process) 
12. Activities/supports for students during the summer between high school graduation and college matriculation 
13. Regular email and text check-ins with recent alumni enrolled in college 
14. Care packages for alumni in college 
15. Professional development for staff regarding the college-going process (college fit, admissions, financial aid, writing effective letters of recommendation, etc.) 
16. Membership in the Pacific Northwest Association for College Admission Counseling (PNACAC) 

Awareness Strategy 3: Help Students and Families Learn About the Cost of College and the Ways to Finance it, and Provide Assistance with the Application Process

Sample Activities 

1. Age-appropriate activities to provide information about financial aid (scholarships, grants, loans, savings) to students 
2. Activities to provide information about financial aid to families 
3. Activities to promote participation in the Oregon College Savings Plan incentive program 
4. Activities to help students and families complete financial aid application forms (FAFSA, ORSAA, scholarships, etc.) 
5. Integration of scholarship essay prompts into English Language Arts curriculum 
6. Visits from college financial aid representatives

   Back to Top

Aspiration

Students will feel supported and encouraged by the school environment, policies, and relationships that promote high expectations for every student. 

Objectives: 

1. Each year, at least 75% of students will report that they will complete a college degree or certificate at any time. 
2. Each year, the percentage of educators who believe that students would benefit from postsecondary education will increase 2 points. 
3. Each year, at least 75% of school staff will report that their school's college-going culture is improving. 
4. The percentage of students who talk to peers about postsecondary education will increase by 5 points by the end of the grant. 
5. Each year, 60% of former GEAR UP students who are not in college will report they plan to enroll in the future.

Aspiration Strategy 1: Promote the Value of Postsecondary Education Through Visuals, Customs, and Practices

Sample Activities 

1. GEAR UP Week 
2. Decision Day 
3. Education plans for students that include the year after high school graduation 
4. College and career décor around the school (e.g., college door wars, college pennants and posters, displays showcasing graduates’ plans) 
5. Teachers display information about their alma mater(s) in the classroom and talk about their collegiate experiences
6. College corner in every classroom 
7. Banners that celebrate academic achievements 
8. Awards nights and similar activities to celebrate students’ academic accomplishments 
9. Grad walks where seniors parade through elementary and middle school in their caps and gowns 
10. Advisory periods or class time to help students set goals that demonstrate growth and develop plans to achieve them (dream boards, family history projects, etc.) 
11. Encourage local businesses to promote college awareness and celebrate going to college. 
12. Professional development for staff on how to integrate college readiness into their subject matter/classroom lessons 

Aspiration Strategy 2: Consistently Communicate High Expectations for All Students

Sample Activities 

1. Assess educator expectations for students (e.g., surveys, classroom observations, meetings, etc.) 
2. Professional development for staff to elevate and communicate their expectations for all students and create classroom environments based on high expectations 
3. Incorporate preparing students for postsecondary options into school mission statements 
4. Staff book discussion on "Ready, Willing and Able; A Developmental Approach to College Access and Success" 

Aspiration Strategy 3: Foster Relationships That Cultivate College-Going Identities Among Students

Sample Activities

1. Formal opportunities for all students to have a meaningful relationship with at least one staff person 
2. Adult mentors 
3. Near peer mentoring opportunities between college students and secondary school students 
4. Clubs centered on the college going process/identities (first generation clubs) 
5. Partnerships with postsecondary institutions that reinforce the importance of education and training beyond high school 

   Back to Top

In general, your role is to lead the efforts of GEAR UP in your community. This means being the champion for creating a college-going culture, adhering to all policies and procedures, and working closely with the central office staff. Refer to your school's specific job description for more details. 

According to the Center for Educational Partnerships at UC Berkeley, college-going culture refers to the environment, attitudes, and practices in schools and communities that encourage students and families to obtain the information, tools, and perspective to enhance access to and success in post-secondary education. The relationships between and among students and staff in the school are the foundation upon which the school’s college-going culture is built. 

GEAR UP is intended to create systemic changes to the school culture that support students’ postsecondary goals. Creating systems change requires support from all levels -- the superintendent and school board, principal(s), teachers, counselors, paraprofessionals and volunteers. Here are some tips for bringing everyone on board.

Share Information

• Clearly show the staff what GEAR UP is all about. Share information about why college readiness is important and how the research-based Oregon GEAR UP model can help with student academic preparation, as well as awareness of and assistance with the college-going process in order to achieve their aspirations. 
• Explain how expansive and well-rounded GEAR UP can be. Clearly explain how GEAR UP funds can be used to enhance programs in the school that are put into place to change the culture. 
• Emphasize that GEAR UP provides valuable time away from school for staff to get together to evaluate and plan for the year during the annual Planning Retreat. 
• Share and discuss the myriad resources on the Oregon GEAR UP and Oregon Goes To College websites: 
  • Free resources
  • Monthly college access chats for educators
  • Toolkits that cover college-going topics
  • Bi-monthly newsletter
• Present information about Oregon GEAR UP, data gathered from surveys and your successes to the school board; stay to answer questions.

Maintain Engagement

• Invite staff and administrators to participate in a GEAR UP team or work to integrate GEAR UP into an existing school team (i.e., high school success, etc.). Utilize this team to build your annual plan, conduct GEAR UP activities, and champion the GEAR UP cause. 
• Encourage administrators to attend statewide GEAR UP planning meetings and conferences and take advantage of networking with other school principals. 
• Gather ideas and feedback from staff and administrators. After a GEAR UP activity or presentation, find out what worked and what could be improved upon. 
• Rotate the staff participation to college visits so they can see students in a different atmosphere and to experience GEAR UP firsthand. Sometimes a staff member will make a connection when they see a student excited about their future. 
• Ask staff about their experience in college and what advice they would give their students. 
• Engage their competitive side with college door decorating challenges or other competitions with prizes as simple as having the principal or counselor cover one class period. 

   Back to Top

Create a Yearly Plan

Each year your cluster will submit an annual plan of your GEAR UP activities. Your cluster is the group of schools that submitted an application together, usually the high school and feeder middle schools; it may include alternative or virtual middle and high schools as well. Your annual plan is constructed around the 3 As. This data-driven process asks you and your team to review and reflect on key data points, consider your current activities, and finally to plan your GEAR UP sponsored activities for the year.

The final step includes a detailed budget and questions about how you will evaluate success and sustain activities when the grant has expired. Planned activities must follow annual incentive guidelines approved by the US Department of Education. Yearly plans, and any plan changes, must be approved prior to spending grant funds. Refer to the Plan Changes section for additional details. 

GEAR UP is designed to bring about systemic and sustainable school change. It is therefore important to think about how you will sustain your efforts from the onset instead of waiting until the last years of the grant. If you plan to continue these activities into the future, how will you do that? Will you seek external funding? Absorb the costs internally? Partner with others who can provide the activity for you? Are there things you need to be doing now in order to gain support, either from your school board/district and/or external partners in order to sustain what you’ve started with GEAR UP?

Plan Changes

It is likely your plan will change/need updating throughout the year. This is okay, and even encouraged to ensure all dollars are spent, so long as original planned activities are fully executed and/or a specific replacement activity has been approved targeting the same focus areas.

To accommodate this process, the GEAR UP Success Coach will meet with each coordinator quarterly to verify the timing of planned events, event entry in ECST, and the shifting of funds for completed events. Once an event has been fully invoiced, funds will be shifted to ‘unallocated’ to be distributed to existing activities and/or to fund new activities. If the district covers the cost of an activity with a planned budget, the district contribution can be used as cost share and all funds from said activity will be transferred to ‘unallocated’ for reassignment.

For plan changes outside of quarterly meetings, email your requests directly to the GEAR UP Success Coach and include the following information:

• Activity Name/Description
• Targeted Focused Areas
• Intended Audience (include quantity)
• Frequence, Duration, and Intensity (When during the school year? How often? For how long?)
• Plan for Sustainability
• Budget Details

To avoid the possibility of making purchases that are not reimbursable, all plan changes/additions must be approved prior to spending.

Required Activities

The following activities are required by the US Department of Education as part of the GEAR UP program regulations: 

1. Provide information regarding financial aid for postsecondary education to participating students in the cohort. 
2. Encourage student enrollment in rigorous and challenging curricula and coursework, in order to reduce the need for remedial coursework at the postsecondary level. 
3. Improve the number of participating students who 
   1. (A) obtain a secondary school diploma; and 
   2. (B) complete applications for and enroll in a program of postsecondary education. 
4. 21st Century Scholar Certificates: Provide certificates, to be known as 21st Century Scholar Certificates, to all students served. A 21st Century Scholar Certificate shall be personalized for each student and indicate the amount of Federal financial aid for college that a student may be eligible to receive. We provide a 21st Century Scholars Certificate template on the Grant Management Resources page to distribute to new students each year. 

In addition to these federally mandated activities, Oregon GEAR UP schools are also required to conduct several activities under each of the 3 As. Those are shown in bold in the list of sample activities in the Goals, Objectives, Strategies and Activities section. 

Fund Tracking

In the event of an audit, GEAR UP Coordinators must provide proof of all purchases submitted to the grant for reimbursement. For this reason, we highly encourage our GEAR UP Coordinators to keep detailed records of all expenses (individually or in coordination with the main office). Doing so will also prevent you from overspending as any expenses that exceed your annual contracted amount will not be reimbursed. 

   Back to Top

Communication and Meeting Participation

There are several ways that we will communicate with Oregon GEAR UP schools virtually: 

1. Oregon GEAR UP Coordinator Weekly Bulletin: Central Oregon GEAR UP staff will consolidate announcements and information related to grant management, events, due dates, etc. Typically this is only sent to the official coordinator. 
2. Oregon Goes To College Educator Newsletter: A bi-weekly collection of news related to college access, scholarships for students, professional development opportunities and more. 
3. Oregon Goes To College Events Newsletter: This newsletter with tips, tricks, and reminders about our statewide events will arrive in your inbox on the weeks you don’t receive the educator newsletter. 
4. Weekly Coordinator Meetings: The central Oregon GEAR UP office will host virtual, weekly Coordinator Meetings with rotating themes that coordinators are required attend. Other members of your Oregon GEAR UP team or staff might also choose to participate based on the topic. 
5. Quarterly Plan Checks: The Success Coach will schedule virtual, quarterly meetings to review plan activities, make plan changes/updates, reallocate funds, and prepare for invoicing.
6. Mid-Year Check-in: The Success Coach will work directly with the Oregon GEAR UP site coordinator to review and collect information regarding plan activities, provide updates regarding services to students and annual match requirements, and plan for an in-person site visit.
7. Ongoing: The Success Coach will communicate via email and phone as necessary. 

In addition to Oregon GEAR UP site visits, staff from Metis Associates, our external evaluator, will conduct formal site visits with each school in order to learn more about your successes and challenges and learn about ways we can better support your efforts. 

We also host a few important in-person meetings and activities. Statewide meetings are typically held twice a year in order to facilitate learning and share best practices among Oregon GEAR UP schools as well as to provide professional development for a variety of staff. We host a Fall Statewide Meeting (usually in late September), and a two and a half day planning retreat each spring (usually in late April). The Oregon GEAR UP Coordinator is expected to attend these meetings. In addition, building administrators should plan to attend the planning retreat and other meetings with relevant topics. The Events & Budgeting document found in the Meetings section of the Grant Management page contains details and budgeting information for Oregon GEAR UP meetings and conferences. 

Additional conferences, professional development, and other training sessions are offered for participating Oregon GEAR UP schools and others that serve similar populations. While attendance is not mandatory, it is our hope that schools will take advantage of the opportunities that meet their needs and suit their availability. 

When communicating with your school and community about the program and activities, we invite you to incorporate the Oregon GEAR UP logo into your flyers, posters, websites, and more. Download GEAR UP logos on the Grant Management Resources page. Please do not alter the logo or colors in any way or stretch, warp, or crop the image. 

   Back to Top

Cost Share Scenarios

Remembering what qualifies as cost share can be challenging, especially in the moment or when it’s time to log it into Event and Cost Share Tracker (ECST). Here are some scenarios with different types of cost share to help assist with what can be collected.

Events and Cost Share Tracker

It is critical to accurately document each partner school’s GEAR UP activities and matching contribution to the GEAR UP project through the online Events and Cost Share Tracker (ECST).

This database: 

1. Tracks all events and services provided to students, parents and staff 
2. Tracks all cost share, whether associated with an event, staff time, purchase, donation, etc. 

Throughout the school year, all GEAR UP related events should be entered into the ECST. Finalizing event details including cost share and service hours to students, family, and community members followed by submitting Monthly Cost Share Reports are requirements necessary to remain in good standing and to receive continuation of grant funds. Access the ECST through the Events and Cost Share Tracking section of the Grant Management page. 

   Back to Top

Annual Performance Report (APR) 

The APR is used by the Department of Education to determine whether substantial progress has been made toward meeting our project objectives as outlined in our grant application or work plan. As required by the Government Performance and Results Act of 1993, the APR is also used to collect data addressing the performance of the GEAR UP program on a national level. Annual submission of the APR is a requirement of our grant and will be used to determine continuation of funding. In order to complete this report, we rely upon accurate data collection from all partner schools.

College & Career Readiness Inventory (CCRI) 

Each school year, you will be asked to update your College & Career Readiness Inventory. The purpose of the CCRI is systematically collect information on the school wide implementation of activities and strategies focused on the preparation of students for school, college, and career success.

Benefits of the CCRI include:

• Mapping existing academic, college, and career preparation efforts at the school(s)
• Aligning middle and high school efforts
• Identifying gaps in services, overall, by grade level, and/or by target population (you can sort the matrix by each of these elements)
• Getting ideas for additional activities/efforts that could be implemented to support students, families, and educators

All GEAR UP related activities should be entered into the Events and Cost Share Tracker throughout the year to accurately track student, parent and staff participation. Student names are required for all events, so please upload a current list of students to the tracker at the beginning of each school year, and update the list as needed. Additionally, we may survey schools and/or ask for data from your student information systems to capture the remaining required information. Submission of this data and updating the events are required to remain in good standing and to receive continuation of grant funds.

Surveys

To assess the impact of GEAR UP, you will administer surveys to your students, parents and staff to gauge their attitudes, expectations and knowledge about postsecondary education. 

Metis Associates, GEAR UP’s external evaluator, will provide you with online versions of the surveys for students and staff, and both online and paper versions for parents. Surveys of students and educators will be conducted in the winter/spring each year, and parent surveys every other summer/fall.

To receive the best response rates, we recommend:

• Share survey results with staff and parents.
• Administer to parents during parent-teacher conferences, registration, open houses, sporting events, or other school events. Put paper surveys in the school registration packets, along with other required paperwork.
• Administer to students during advisory period, as part of regular testing schedules, or in class.
• Administer to educators during regular staff meetings or as part of scheduled professional development.
• Consider incentivize completing surveys with a small prize, drawn at random.

You will also be asked to administer the Senior Exit Survey. The Senior Exit Survey collects valuable information including points of student contact for service in their first year of college and scholarship/award information that can be counted as cost share. Seniors provide valuable insight on their MS/HS experience, including feedback related to college and career preparation activities, to inform future improvement efforts.

Senior contact information will also be used by Metis to conduct the Life After High School (LAHS) Survey. Data collected from these surveys will be compiled to help better understand the experiences of rural students after they graduate from high school, including pertinent information about their post-high school plans and decision-making process

Metis Site Visits

Each year, Metis will conduct site visits with two GEAR UP sites.  The goal of these site visits is to collect qualitative information from key stakeholders (school staff, students, and parents) and learn more about the complex and diverse contexts in which GEAR UP schools operate. Findings from these interviews will also be used to generate a better understanding of on-the-ground GEAR UP implementation efforts and identify promising practices, implementation challenges and lessons learned that can inform future program development and school efforts. For more information, including interview protocols, please refer to the Oregon GEAR UP Site Visit Overview.  

Parent Consent Forms 

The purpose of these consent forms is to inform parents/guardians of the various evaluation activities including surveys and potentially focus groups. The consent forms cover the entire grant period, so these only need to be sent to parents of NEW students in GEAR UP (i.e., new seventh-grade students, and any students in other grade levels served by GEAR UP who are new to the school). These are passive parent consent forms, which means that parents do NOT need to take any action if they are okay with their children participating in evaluation activities. Distribute the Oregon GEAR UP Passive Parent Consent form (English/Spanish) to families to inform them about how to opt out of their student's participation in GEAR UP surveys and focus groups.

Photo Release

We love to use student photos and quotes in our annual report and on our website to highlight successes of the GEAR UP program, so please collect photos, quotes, or stories during the school year. A provision in your contracts allows you to use your school's media releases when submitting photos and videos of your students to Oregon GEAR UP. If your school does not have a media release form that parents sign, please add the photo release language below to your school registration packets or download the photo release forms separately on the Resources page.

STUDENT’S NAME:
SCHOOL: 
PROGRAM: GEAR UP
ACTIVITY: Camps, Workshops, College Visits, School Programs 

MEDIA RELEASE 

I recognize and acknowledge that the University may record my child’s participation and appearance on any recorded medium including, but not limited to video, audio, photos (collectively, “recordings”) for use in any form (including, but not limited to print, websites, blogs, internet, social media). I authorize such recording and release the University to use my name, likeness, voice, and biographical material to exhibit or distribute such recordings in whole or in part without restrictions or limitations for any educational or promotional purpose. If you would like to opt out of this section, please request the Photo Opt Out Release from your child’s school. 

DATE:
SIGNATURE: 

   Back to Top