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:

Allowable Incentives 2023-24

Allowable Incentives 2024-25

Equipment Approval Form

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.

2023-24 Events & Budgeting

2024-25 Events & Budgeting

Need inspiration?

View plans from the former GEAR UP Sites:

Yearly Plan Resources

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.

Allowable Incentives 2023-24

Allowable Incentive 2024-25

2023-24 Events & Budgeting

2024-25 Events & Budgeting

Expenditures Report Workbook

Questions about invoices? Contact Maddy.

Events and Cost Share Tracking

ECST

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:

Cost Share Resources

Questions about Cost Share? Contact Maddy

Data

Data Dashboard

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.

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

Student

February 1 - March 15

 

Staff

February 1 - March 15

 

CCRI

February 1 - March 15

 

Coordinator/Admin

April 15 - May 15

 

Senior Exit

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.

To determine what Central Office and grant funds cover for each event, click the Annual Events & Budgeting document button below.

2023-24 Events & Budgeting

2024-25 Events & Budgeting

2024-2025 Event Calendar

Event Date Location

Fall Meeting*

October 10-11, 2024

IBEW Local 280, Tangent

GEAR UP West

October 27-29, 2024

Albuquerque, NM

Model School Visit

March 7, 2025

Hermiston High School

GEAR UP Planning Retreat*

April 17-18, 2025

Eugene, OR

Rural Summit: From Cradle to Career

April 27-30, 2025

Anchorage, AK

2025 PNACAC Annual Conference

May 21-23, 2025

Portland, OR

GEAR UP Summer Camp

Week of June 23rd, 2025

TBD

National GEAR UP Conference

July 13-16, 2025

San Francisco, CA

* Events are required for GEAR UP Coordinators

Looking for resources/slide decks from previous meetings?

Meeting Resources

Questions about meetings? Contact Anne.

 

Mini Grants

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 that end, we offer mini grants to current GEAR UP schools and teachers to implement comprehensive professional development or classroom practices that improve student achievement.

Professional Development Mini Grant Flyer

Budget Navigator - Professional Development Mini Grant

Classroom Success Mini Grant Flyer

Budget Navigator - Classroom Success Mini Grant

Mini Grant Next Steps 24-25