Grant Management
Yearly Plans
GEAR UP is designed to bring about systemic and sustainable school change. To accomplish this, in coordination with your GEAR UP team, you will submit an annual plan that details your activities, measures of success, sustainability plan, and annual budget. For a more detailed view of the planning process, including plan changes, refer to the Coordinator Manual.
While mapping your annual budget, consult the following documents for federal guidances on approved incentives, meals, and equipment costs:
For GEAR UP sponsored events, the Central Office will often cover costs related to attendance. For more details, see the Annual Events & Budgeting document by clicking the button below.
Need inspiration?
View plans from the former GEAR UP Sites:
Questions about planning? Contact Maddy.
Invoices
Requests for reimbursements follow a quarterly schedule:
| Schedule | Due Date |
|---|---|
|
September, October, November |
December 31 |
|
December, January, February |
March 31 |
|
March, April, May |
June 30 |
|
June, July, August |
September 30 |
Submit reimbursements to: info@oregongearup.org.
For more information on the reimbursement process, please refer to the Coordinator Manual.
Need help?
View additional resources and references below.
Questions about invoices? Contact Maddy.
Events and Cost Share Tracking
Per grant requirement, each school must provide 1:1 match for provided funds. This can include district funds, in-kind donations, volunteer time, and other sources. For more detailed information regarding Cost Share, please refer to the Coordinator Manual.
The Events and Cost Share Tracker (ECST) is critical to accurately document your school's matching contributions and services provided to students, staff, families, and community.
If it is in your plan, it needs to be documented in ECST.
Monthly cost share reports capturing the previous month's information are due the last day of the month. Send signed reports to info@oregongearup.org.
For additional guidance including resources for capturing Cost Share and tracking service hours, please see below:
Questions about Cost Share? Contact Maddy
Data
Annual submission of the Annual Performance Report (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 in the form of surveys and site visits.
To view your school’s data from GEAR UP Surveys, ODE, and the National Student Clearinghouse, visit the Data Dashboard.
Data Collection Dates
Links to surveys will be available in this table during the open survey window. Links to Student and Staff surveys are hyperlinked in the SURVEY column. Links to the CCRI are hyperlinked in the NOTES column.
| Survey (online) | Timing | notes |
|---|---|---|
|
Parent/Guardian |
August 1 - February 15 |
Every other year; next in 2025-26. Available in Spanish. (Paper survey available upon request.) |
|
Life After High School |
December 1 - January 31 |
Managed by Metis |
|
February 1 - March 15 |
|
|
|
February 1 - March 15 |
|
|
|
CCRI |
February 1 - March 15 |
Bonanza, Gervais, Gilchrist, Mapleton, Pilot Rock, Prospect, Neah-Kah-Nie, St. Helens, Toledo, Waldport |
|
Coordinator/Admin |
April 15 - May 15 |
|
|
April 15 - June 15 |
Required of all seniors |
| In-Person | Timing | notes |
|---|---|---|
|
Metis Site Visits |
April 15 - May 31 |
Metis visits two clusters each year |
For more information on data collection, including tips and tricks for best response rates, please refer to the Coordinator Manual.
Data questions? Contact Kelly.
Meetings
Oregon GEAR UP hosts several meetings, professional development opportunities and events throughout the year. For more information on the event, click the links in the table below.
2025-2026 Event Calendar
| Event | Date | Location |
|---|---|---|
|
April 17-18, 2025 |
Eugene, OR |
|
|
April 27-30, 2025 |
Anchorage, AK |
|
|
May 21-23, 2025 |
Portland, OR |
|
|
GEAR UP Summer Camp (Camp flyer English/Spanish) |
June 23-26, 2025 |
University of Portland, Portland |
|
July 13-16, 2025 |
San Francisco, CA |
|
|
GEAR UP West* |
October 26-28, 2025 |
Portland, OR |
|
Model School Visit |
Spring 2026 |
TBD |
|
GEAR UP Planning Retreat* |
April 2026 |
TBD |
|
GEAR UP Summer Camp |
Summer 2026 |
TBD |
|
National GEAR UP Conference |
July 2026 |
TBD |
* Events are required for GEAR UP Coordinators
To determine what Central Office and grant funds cover for each event, click the Annual Events & Budgeting document button below.
Mini Grant
Oregon GEAR UP is dedicated to ensuring that all Oregonians have the opportunity to access and succeed in education and training beyond high school. To support this mission, we offer mini grants to current GEAR UP schools and educators to implement comprehensive professional development or classroom practices that improve student achievement.
Professional Development Mini Grants for the 2025–2026 school year are now open.
Please note that Classroom Success Mini Grants for 2025–2026 are not yet open. We will share updates as soon as they become available.
Professional Development Mini Grant Application 2025-2026
Mini Grant Resources
Professional Development Mini Grant Flyer 2025-26
Professional Development Mini Grant Application Questions 2025-26
Budget Navigator - Professional Development Mini Grant