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: 

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.