Make a Difference Grant - WordPress.com · Welcome . July 8, 2013 . Dear LA GEAR UP Partners: It is once again time to review your reform priorities and apply for LA GEAR UP Make

Louisiana GEAR UP Make a Difference Grant Applicant’s Guide

2013-2014

Table of Contents Welcome .................................................................................................................................. 3

Timeline ..................................................................................................................................... 4

Special Initiative Options ......................................................................................................... 5

Advanced Placement/International Baccalaureate (AP/IB ........................................... 6

Campus Field Trips ................................................................................................................ 7

Dual Enrollment .................................................................................................................... 8

Mentoring/Coaching ........................................................................................................... 9

Positive Behavior Support (PBS) ..........................................................................................10

Professional Development..................................................................................................11

School Library/Information Center Revitalization .............................................................13

School Library/Information Center Revitalization (cont’d) ..............................................14

STEM/STEAM Elective Course ..............................................................................................15

TECH Readiness Initiatives ...................................................................................................16

Tutoring ................................................................................................................................18

Elective Initiatives ....................................................................................................................19

ACT Online Prep ..................................................................................................................20

Louisiana College Application Week ................................................................................22

Make a Difference Application Procedure ..........................................................................24

Application ..............................................................................................................................25

Section One: Applicant Information .................................................................................25

Sections Two through Six: Application for Special and Elective Initiatives .....................25 Section Seven: Application Budget (Upload) .........................................................................26 Section Eight: Application Comments and Signature .............................................................26

Appendix A: Louisiana GEAR UP Objectives 2008-2014 ......................................................27

Appendix B: Glossary ..............................................................................................................28

Appendix C: Purchasing Guidelines .....................................................................................29

Appendix D: Action Plan ........................................................................................................32

Appendix E: Make a Difference Grant Budget Template ...................................................33

Appendix F: 2013-14 Make a Difference Grant Application ..................................................34

LA GEAR UP Make a Difference Grant Applicant’s Guide Page 2 of 38

Welcome July 8, 2013 Dear LA GEAR UP Partners: It is once again time to review your reform priorities and apply for LA GEAR UP Make a Difference funding. Make a Difference Grants are funded annually for LA GEAR UP schools and districts in an effort to collaboratively address school reform needs. Make a Difference funds are intended to be leveraged towards efforts either currently underway but underfunded or unfunded efforts deemed essential to the success of the LA GEAR UP cohort. In the sixth year of the grant, we have transitioned to an online application process and implemented other reforms to streamline the Make a Difference process and align funded initiatives with state and federal objectives. In the 2013-14 grant period, LA GEAR UP will fund up to three (3) Special Initiatives per school from a list of pre-set Special Initiative options in addition to two electives, ACT Online Prep and Louisiana College Application Week. The electives do not count as part of your three Special Initiatives. Special and Elective Initiative funding is intended to expand programs; however, the supplanting of local and other federal dollars is prohibited. I look forward to continued collaborations as we work together to fulfill the GEAR UP national mission, which is to increase the number of low-income students who are prepared to enter and succeed in postsecondary education. Sincerely, Dr. Sujuan W. Boutté Shannon J. Domingue, MLIS Project Director, LA GEAR UP Assistant Director, LA GEAR UP


Timeline Each day of the 2013 Louisiana GEAR UP Summer Institute includes time in the afternoon for school teams to meet to discuss their plan for developing and implementing LA GEAR UP programming on their high school campuses. July 8, 2013: Summer Institute Begins

• Meet with your school team to review the Applicant’s Manual and Online Application

• Discuss your options and begin formulating your thoughts for your plan. July 9, 2013: Summer Institute Day 2

• Meet with your school team to continue discussions and incorporate what you’ve learned.

• Select your Special Initiatives and begin work on your budget • Begin your plan presentation

July 10, 2013: Summer Institute Day 3


• Continue work on your budget • Continue your plan presentation



• Complete work on your budget and submit your Online Application • Finalize your plan presentation


• Make your presentation July 13-August 1, 2013

• Develop your Action Plans • LA GEAR UP/LOSFA reviews applications and finalizes budgets and

contracts


Special Initiative Options1

1 Data deliverables are REQUIRED and must be submitted with Make a Difference Final Report Documents due May 30, 2014.


Advanced Placement/International Baccalaureate (AP/IB) FRAMEWORK: Louisiana GEAR UP will offer support to high schools that have undertaken the development and implementation of registered Advanced Placement or International Baccalaureate programs on their campuses set to begin for AY 2013-14. Funds must be strategically applied in support of the graduating classes of 2014 & 2015 as part of a local effort currently underway as of AY 2012-13. Special Initiative funding is intended to expand programs; however, the supplanting of local and federal dollars is prohibited. REFORM TARGET: College and Career Readiness NATIONAL OBJECTIVE(S): Increase the academic performance and preparation for postsecondary education for GEAR UP students, and increase the high school graduation rate and participation in postsecondary education for GEAR UP students. STATE OBJECTIVE: Enhance students’ academic preparation, leadership skills and career awareness, and to leverage GEAR UP monies in a manner that increases reform opportunities at each school GOAL/ACCEPTABLE OUTCOMES: Increase Academic Performance; Increase College and Career Readiness; Increase the Number of Advanced Placement/International Baccalaureate Courses Offered; Increase the Number of Students Enrolled in Advanced Placement/International Baccalaureate Courses; and Support/Increase Advanced Placement/International Baccalaureate Course Completion Success FINAL REPORT DELIVERABLES2:

• Number of AP/IB courses offered in current semester • Number of AP/IB courses offered in previous semester • Number of AP/IB students enrolled in current semester for each course offered • Number of AP/IB students enrolled in previous semester for each course offered • Student end-of-AP/IB course grades • AP/IB student demographics including gender, grade, race/ethnicity.

ACTION PLAN: An Action Plan must be submitted for each Special Initiative funded for AY 2013-14. See Appendix E for more information. MORE INFORMATION: The College Board IBO.org

2 Data must be submitted be retrieved from a reporting system, such as the school academic/grading system.


http://apcentral.collegeboard.com/apc/Controller.jpf

http://www.ibo.org/

Campus Field Trips FRAMEWORK: LA GEAR UP will support in-state college campus field trips designed to promote an awareness of higher education and foster familiarity with a university campus. All field trips must include a visit to both the financial aid and admissions offices and a LA GEAR UP pre and post-survey. Suggested activities, checklists, and preparation strategies, including field trip approval forms, can be found in in the LA GEAR UP Planning a Successful College Visit document. Field trip approval forms are required at least one month in advance of each trip. Among other items, approval forms require the number of participants, selection criteria, estimated costs, and itinerary. Meals and hotel rates must conform to State Travel Regulations (PPM49). Special Initiative funding is intended to expand programs; however, the supplanting of local and federal dollars is prohibited. REFORM TARGET: College and Career Readiness NATIONAL OBJECTIVE(S): Increase the academic performance and preparation for postsecondary education for GEAR UP students, and increase the high school graduation rate and participation in postsecondary education for GEAR UP students. STATE OBJECTIVE(S): Enhance students’ academic preparation, leadership skills and career awareness, and to leverage GEAR UP monies in a manner that increases reform opportunities at each school; Provide meaningful financial advice and aid to all LA GEAR UP students. GOAL/ACCEPTABLE OUTCOMES: Increase college and career readiness FINAL REPORT DELIVERABLES:

• Student sign-in sheet(s) • Field trip approval form • Pre- and post-student survey • Digital photo of students on the trip

ACTION PLAN: An Action Plan must be submitted for each Special Initiative funded for AY 2013-14. See Appendix E for more information.


http://louisianagearup.files.wordpress.com/2012/10/final-planning-a-successful-college-visit.pdf

http://www.doa.louisiana.gov/osp/travel/travelpolicy/travelguide.pdf

http://www.doa.louisiana.gov/osp/travel/travelpolicy/travelguide.pdf

Dual Enrollment FRAMEWORK: Louisiana GEAR UP will offer support to members of the graduating classes of 2014 & 2015 in covering tuition and fees associated with dual enrollment coursework. Special Initiative funding is intended to expand programs; however, the supplanting of local and federal dollars is prohibited. REFORM TARGET: College and Career Readiness NATIONAL OBJECTIVE(S): Increase the academic performance and preparation for postsecondary education for GEAR UP students, and increase the high school graduation rate and participation in postsecondary education for GEAR UP students. STATE OBJECTIVE(S): Enhance students’ academic preparation, leadership skills and career awareness, and to leverage GEAR UP monies in a manner that increases reform opportunities at each school GOAL/ACCEPTABLE OUTCOMES: Increase Academic Performance; Increase College and Career Readiness; Increase the Number of Dual Enrollment Courses Offered; Increase the Number of Students Enrolled in Dual Enrollment Courses; and Support/Increase Dual Enrollment Course Completion Success FINAL REPORT DELIVERABLES3:

• Number of Dual Enrollment courses offered in current semester • Number of Dual Enrollment courses offered in previous semester • Number of Dual Enrollment students enrolled in current semester for each

course offered • Number of Dual Enrollment students enrolled in previous semester for each

course offered • Student end-of-Dual Enrollment course grades • Dual Enrollment student demographics to include, gender, grade, race/

ethnicity


3 Data must be retrieved from a reporting system, such as the school academic/grading system.


Mentoring/Coaching FRAMEWORK: Louisiana GEAR UP will offer support for mentoring or college & career coaching projects through approved vendors with a demonstrated history of effectiveness. The most effective mentoring programs have specific goals, criteria for participation, and established methods for mentor-protégé interaction, including frequency and duration. Such projects should include precise outcomes, meaningful assessments, and monitoring mechanisms. Schools must adhere to district regulations requiring background checks on all persons who work with minor children. Special Initiative funding is intended to expand programs; however, the supplanting of local and federal dollars is prohibited. REFORM TARGET: College and Career Readiness NATIONAL OBJECTIVE(S): Increase the academic performance and preparation for postsecondary education for GEAR UP students, and to increase the high school graduation rate and participation in postsecondary education for GEAR UP students. STATE OBJECTIVE: Enhance students’ academic preparation, leadership skills and career awareness, and to leverage GEAR UP monies in a manner that increases reform opportunities at each school GOAL/ACCEPTABLE OUTCOMES: Increase Academic Performance; Increase College and Career Readiness FINAL REPORT DELIVERABLES:

• Number of students enrolled in mentoring or coaching program • List of students enrolled in mentoring or coaching program • Description of outcomes, assessments, and monitoring mechanisms • Results of Mentoring/Coaching plan implementation to include at least one of

the following: o Student Survey of Mentoring/Coaching Program o Principal/Teacher/Counselor documented observation of at least three

(3) separate mentoring/coaching occurrences. Observation must be made of more than one (1) student. Observation can be conducted at a single mentoring/coaching event, but observation must be made of more than one student at the event. Observation documentation must be accompanied with photos of the event.



Positive Behavior Support (PBS) FRAMEWORK: Louisiana GEAR UP will offer support for PBS or PBIS programs targeting the graduating classes of 2014 & 2015 in participating schools. Such programs are limited to support for PBS/PBIS incentives valued at $25 or less per unit. Such incentives must be a part of a structured PBS/PBIS program. No PBS/PBIS field trips will be funded for AY 2013-2014. Special Initiative funding is intended to expand programs; however, the supplanting of local and federal dollars is prohibited. REFORM TARGET: College and Career Readiness NATIONAL OBJECTIVE(S): Increase the academic performance and preparation for postsecondary education for GEAR UP students, and increase the high school graduation rate and participation in postsecondary education for GEAR UP students. STATE OBJECTIVE: Enhance students’ academic preparation, leadership skills, and career awareness GOAL/ACCEPTABLE OUTCOMES: Decrease the number of students receiving disciplinary referrals; decrease the number of students with in-school suspensions; decrease the number of students expelled FINAL REPORT DELIVERABLES4:

• Number of students receiving disciplinary referrals before PBS intervention and after PBS intervention

• Number of students receiving in-school suspension before PBS intervention and after PBS intervention

• Number of students expelled before PBS intervention and after PBS intervention • Digital photo of PBS awards ceremony or related activity


4 PBS data must be retrieved from the school reporting system.


Professional Development FRAMEWORK: Louisiana GEAR UP will offer support to participating high schools in their efforts to offer professional development related to the implementation of the Common Core State Standards for 11th and 12th grade teachers during academic year 2013-14 via supporting their participation in: a) the Math Design Collaborative and/or b) the Literacy Design Collaborative as made available by the Louisiana Department of Education. For 2013-14, Louisiana GEAR UP will not support out-of-state travel for professional development. Special Initiative funding is intended to expand programs; however, the supplanting of local and federal dollars is prohibited. REFORM TARGET: Pedagogy NATIONAL OBJECTIVE: Increase the academic performance and preparation for postsecondary education for GEAR UP students, and increase the high school graduation rate and participation in postsecondary education for GEAR UP students. STATE OBJECTIVE(S): Increase academic achievement of at-risk students through access to high quality standards-based classroom instruction and assessment infused with appropriate technology, and leverage GEAR UP monies in a manner that increases reform opportunities at each school GOAL/ACCEPTABLE OUTCOMES: Increase Knowledge of Teaching Best Practices; Increase Knowledge and Understanding of the Common Core State Standards; Develop and Implement Instructional Strategies and Practice Aligned with the Common Core State Standards. FINAL REPORT DELIVERABLES:

• PD sign-in sheets and agendas for formal meetings • Years of service, level of education, and certification status for each teacher

attending or receiving certification • Digital photo of teachers engaged in PD • Documented change in teacher performance after the intervention of PD to

include the following: o Teacher narrative or reflection of what was learned in the PD and how

he/she plans to use the PD in the classroom o Examples of student work and a digital photo that demonstrates the

teacher using what was learned in the PD with his/her students in the classroom


ACTION PLAN: An Action Plan must be submitted for each Special Initiative funded for AY 2013-14. See Appendix E for more information. MORE INFORMATION: Louisiana Teacher Leaders


http://www.louisianabelieves.com/resources/library/louisiana-teacher-leaders

School Library/Information Center Revitalization FRAMEWORK: Louisiana GEAR UP will offer support to participating high schools in their efforts to provide a 21st Century information-rich learning environment to the graduating classes of 2014 & 2015. Such support might include: support for digital and print collections development, library/information center technology, and/or reading/literacy intervention programs. Each School Library/Information Center Revitalization Special Initiative must either include a digital/information literacy intervention/instruction component or provide evidence of such activity already occurring within the school. Each School Library/Information Center Revitalization Special Initiative must be planned, organized, and implemented under the direction of a School Librarian/School Media Specialist with the appropriate certification as determined by the Louisiana Department of Education or with a Master’s Degree in Library & Information Science from an American Library Association accredited degree program. Special Initiative funding is intended to expand programs; however, the supplanting of local and federal dollars is prohibited. REFORM TARGET: Literacy, College and Career Readiness, Academic Performance NATIONAL OBJECTIVE(S): Increase the academic performance and preparation for postsecondary education for GEAR UP students. STATE OBJECTIVE(S): Enhance students’ academic preparation, leadership skills and career awareness; leverage GEAR UP monies in a manner that increases reform opportunities at each school; provide additional academic support to students who are challenged by more rigorous coursework; and provide information networks which ensure continuous access to accurate information regarding postsecondary education opportunities and career options. GOAL/ACCEPTABLE OUTCOMES: Increase Reading Proficiency, Increase Book/Literacy Material Availability to Students, Increase Library Circulation


School Library/Information Center Revitalization (cont’d) FINAL REPORT DELIVERABLES5:

• Student reading proficiency score/grade prior to receiving the library/literacy intervention. Student demographics (including gender, grade, race/ethnicity) are required when submitting proficiency score data

• Student reading proficiency score/grade after receiving the library/literacy intervention. Student demographics (include, gender, grade, race/ethnicity) are required when submitting proficiency score data

• Examples of student work or projects after receiving the library/literacy intervention, and documented usage of library/literacy activities or programs through student sign-in/out sheets and journal entries in Louisiana Connect

• Library circulation records before and after implementation. • Digital photo of student projects utilizing technology, programming, professional

development or the like.


5 Reading proficiency score/ grade data must be retrieved from a reporting system, such as the school academic/grading system.


STEM/STEAM Elective Course FRAMEWORK: Louisiana GEAR UP will offer support for the establishment of STEM/STEAM elective courses on high school campuses that are sanctioned by the local school district and carry Louisiana Department of Education course codes. Such support may include funding for the purchase of: course related technology, materials and supplies, and/or STEM/STEAM course curriculum. Special Initiative funding is intended to expand programs; however, the supplanting of local and federal dollars is prohibited. REFORM TARGET: College and Career Readiness NATIONAL OBJECTIVE(S): Increase the academic performance and preparation for postsecondary education for GEAR UP students, and increase the high school graduation rate and participation in postsecondary education for GEAR UP students. STATE OBJECTIVE(S): Enhance students’ academic preparation, leadership skills and career awareness, and leverage GEAR UP monies in a manner that increases reform opportunities at each school GOAL/ACCEPTABLE OUTCOMES: Increase Academic Performance; Increase College and Career Readiness FINAL REPORT DELIVERABLES6:

• Number of STEM/STEAM Elective Courses offered in current semester • Number of STEM/STEAM Elective Courses offered in previous semester • Number of STEM/STEAM Elective Course students enrolled in current semester for

each course offered • Number of STEM/STEAM Elective Course students enrolled in previous semester for

each course offered • Student end-of-STEM/STEAM Elective Course grades • STEM/STEAM Elective Course student demographics to include, gender, grade,

race/ethnicity • Digital photo of students engaged in STEM/STEAM Elective Course(s)

ACTION PLAN: An Action Plan must be submitted for each Special Initiative funded for AY 2013-14. See Appendix E for more information. MORE INFORMATION: STEM TO STEAM.ORG PBS

6 STEM/STEAM data must be retrieved from a reporting system, such as the school academic/grading system.


http://stemtosteam.org/

http://www.pbs.org/teachers/stem/

TECH Readiness Initiatives FRAMEWORK: Louisiana GEAR UP will offer support to participating high schools in their efforts to attain a one-to-one student to computer ratio. Such support may come in the form of funding for: a) computer labs (stationary or mobile), b) technology training for school personnel and/or c) hourly wages for after school lab attendants. Applications for TECH Readiness Initiatives must be accompanied by a letter of support from the school district technology director certifying that the district has the capacity, policy, and procedures necessary to manage and maintain the technology to be purchased. All Louisiana GEAR UP funded TECH Readiness Initiatives must include a College & Career Readiness focus and offer priority to the graduating classes of 2014 & 2015 in access to the funded technology for use with Louisiana Connect, work related to academic coursework (research and homework), and Louisiana GEAR UP initiatives. Purchased technology must meet the LDOE recommended specifications as presented on page four of Volume 2 of Louisiana Making Progress: Louisiana Believes: Louisiana’s Technology Footprint. Hardware purchases should be made (in relation to) the contract pricing negotiated by the Louisiana Department of Education as referenced in Connected: Creating and Expanding the Digital School and Classroom. Louisiana GEAR UP will not fund TECH Readiness Initiatives which focus solely on testing centers. Special Initiative funding is intended to expand programs; however, the supplanting of local and federal dollars is prohibited. REFORM TARGET: Technology Access, Knowledge and Implementation NATIONAL OBJECTIVE(S): Increase the academic performance and preparation for postsecondary education for GEAR UP students. STATE OBJECTIVE(S): Increase academic achievement of at-risk students through access to high quality, standards-based classroom instruction and assessment infused with appropriate technology, and leverage GEAR UP monies in a manner that increases reform opportunities at each school GOAL/ACCEPTABLE OUTCOMES: Increase Academic Performance, Increase Student Digital/Information Literacy, Increase Technological Access to Students


http://www.louisianabelieves.com/data/files/footprint/statewide_footprint.pdf

http://www.louisianabelieves.com/data/files/footprint/statewide_footprint.pdf

http://www.louisianabelieves.com/lde/uploads/20916.pdf


FINAL REPORT DELIVERABLES7: • Student technological proficiency score/grade prior to receiving the technology

intervention • Student technological proficiency score/grade after receiving the technology

intervention • Documented usage of technology/software through students sign-in/out sheets

or journal entries in Louisiana Connect • Student demographics (including gender, grade, race/ethnicity) are required

when submitting technological proficiency score data • Examples of student work or projects utilizing the technology • Digital photo of labs, programming, professional development activities or the

like ACTION PLAN: An Action Plan must be submitted for each Special Initiative funded for AY 2013-14. See Appendix E for more information. MORE INFORMATION: LOUISIANA BELIEVES FOOTPRINT

7 Technological proficiency score/grade data must be retrieved from a reporting system, such as the school academic/grading system or software reporting system.



Tutoring FRAMEWORK: Louisiana GEAR UP will offer support for tutoring projects through qualified professionals at the school level as well as approved vendors with a demonstrated history of effectiveness. Tutoring projects may be designed to help students attain grade-level proficiency in basic skills and, as appropriate, learn more advanced skills; assist students with homework assignments; provide credit recovery and/or instruction; and foster good study habits. Special Initiative funding is intended to expand programs; however, the supplanting of local and federal dollars is prohibited. REFORM TARGET: Academic Performance NATIONAL OBJECTIVE(S): Increase the academic performance and preparation for postsecondary education for GEAR UP students, and increase the high school graduation rate and participation in postsecondary education for GEAR UP students STATE OBJECTIVE(S): Enhance students’ academic preparation, leadership skills and career awareness; leverage GEAR UP monies in a manner that increases reform opportunities at each school; increase academic achievement of at-risk students through access to high quality, standards-based classroom instruction and assessment infused with appropriate technology; and provide additional academic support to students who are challenged by more rigorous coursework GOAL/ACCEPTABLE OUTCOMES: Increase Academic Performance FINAL REPORT DELIVERABLES8:

• Student course or test score/grade prior to receiving the tutoring intervention • Student test score/grade after receiving the tutoring intervention • Documented usage of technology/software through students sign-in/out sheets

and journal entries in Louisiana Connect ACTION PLAN: An Action Plan must be submitted for each Special Initiative funded for AY 2013-14. See Appendix E for more information.

8 Student demographics (including gender, grade, race/ethnicity) are required when submitting student test score or course grades data. Technological proficiency score/grade data must be retrieved from a reporting system, such as the school academic/grading system or software reporting system.


Elective Initiatives9

9 Electives do not count as one of a school’s three (3) initiatives. Data deliverables for electives are REQUIRED and must be submitted with the Make a Difference Final Report Documents due May 30, 2013.


ACT Online Prep FRAMEWORK: Louisiana GEAR UP will reimburse schools/districts for school site licenses for ACT’s online prep tool. During Summer Transition Programs (STPs) hosted at universities for summer of 2013, students had access to the tool and will maintain their rights to access the tool throughout the upcoming academic year. Louisiana GEAR UP will support interested schools in expanding that service to Louisiana GEAR UP cohort members who did not have the opportunity to attend an STP. Elective Initiative funding is intended to expand programs; however, the supplanting of local and federal dollars is prohibited. REFORM TARGET: College and Career Readiness NATIONAL OBJECTIVE(S): Increase the academic performance and preparation for postsecondary education for GEAR UP students; and increase the high school graduation rate and participation in postsecondary education for GEAR UP students. STATE OBJECTIVE: Enhance students’ academic preparation, leadership skills and career awareness and leverage GEAR UP monies in a manner that increases reform opportunities at each school GOAL/ACCEPTABLE OUTCOMES: Increase ACT scores, Increase College and Career Readiness FINAL REPORT DELIVERABLES:

• Number of students enrolled • List of students enrolled • ACT scores for students enrolled • ACT Online Prep score and ACT score comparison or ACT Online Prep score

comparison between practice sessions to evaluate the effectiveness of the ACT Online Prep intervention

• Digital photo of students engaged with ACT Online Prep ACTION PLAN: An Action Plan must be submitted for each Special Initiative funded for AY 2013-14. See Appendix E for more information.


MORE INFORMATION: ACT.org Louisiana GEAR UP schools qualify for discount pricing on site licenses for ACT Online Prep. As a result, for $510 schools can acquire a site license. For more information regarding purchasing contact: Wesley Gentry Account Manager, Client Relations 500 ACT Drive, Mini Zip 11 Iowa City, IA 52243-0168 319.331.5727 cell


http://www.act.org/onlineprep/index.html

Louisiana College Application Week FRAMEWORK: Louisiana College Application Week (LCAW) is a statewide initiative intended to increase the number of low-income and first generation students applying for and enrolling in college. Participating Louisiana GEAR UP schools have the opportunity to participate in the pilot year of the LCAW in support of graduating seniors. While College Application Week is scheduled for November 11-15, 2013, participating schools are encouraged to begin preparation activities long before that date and to continue after that date with student-centered follow up, including College Goal Sunday. On Thursday, July 11, 2013, at the Louisiana GEAR UP Summer Institute, members of the higher education community along with other LCAW stakeholders will join the Summer Institute for a luncheon and two part training activity intended to foster partnerships between institutions of higher education and high schools and to provide site coordinator training for Louisiana College Application Week. Acceptable LCAW components include:

1. Parent field trips to nearby, in-state institutions of higher education for the purposes of learning about the financial aid and admissions process.

2. College & career planning in Louisiana Connect 3. Purchase of low cost promotional materials based on the templates made

available by Louisiana GEAR UP and LCAW. 4. Other components must be approved by Louisiana GEAR UP.

Elective Initiative funding is intended to expand programs; however, the supplanting of local and federal dollars is prohibited. REFORM TARGET: College and Career Readiness NATIONAL OBJECTIVE(S): Increase high school graduation and participation in postsecondary education for GEAR UP students. STATE OBJECTIVE(S): Provide meaningful financial advice and aid to all LA GEAR UP students; Provide information networks which ensure continuous access to accurate information regarding postsecondary education opportunities and career options GOAL/ACCEPTABLE OUTCOMES: Increase College and Career Readiness, Increase the number of First Time College Freshmen DELIVERABLES:

• Sign in sheets • Digital photo of activities and events • Louisiana Connect journal entries • Number of college applications successfully completed after the LCAW

intervention




Make a Difference Application Procedure


Application10 The 2013-14 Make a Difference Grant Application is only accepted in the electronic format, which can be accessed through the hyperlinks in this Application Guide. Schools may submit up to three (3) Special Initiatives and two (2) Elective Initiatives. The application contains eight (8) sections:

1. Application information 2. Application for Special Initiative One 3. Application for Special Initiative Two 4. Application for Special Initiative Three 5. Application for Elective One 6. Application for Elective Two 7. Application Budget (Upload) 8. Applicant Comment and Signature

Section One: Applicant Information The applicant information is the first section of the application. The entries below describe required information. School Name Use the drop-down menu to select the name of your school. School Parish/District Use the drop-down menu to select your school parish or district. Contact Name Enter the contact person’s first name in the designated text box and list the contact person’s last name in the designated text box. Contact Phone Number Enter the contact person’s phone number in the designated box. The area code must be entered the first text box. Contact Email Enter the contact person’s email in the designated text box. (i.e., [email protected])

Sections Two through Six: Application for Special and Elective Initiatives The application for special and elective initiatives makes up sections two through six of the application. The entries below detail the information that is included in these sections.

10 Schools CAN submit less than three (3) Special Initiative requests.


http://form.jotform.co/form/31576235115854

mailto:[email protected]

Selection Applicants can select Special or Elective Initiatives by clicking on the radio button to the left of the Special Initiative name in the form. Date Enter the projected start date in the two-digit month, two-digit day, and four-digit year format by entering the numbers directly into the form fields or selecting a date on the calendar provided in the form. Enter the projected end date in the two-digit month, two-digit day, and four-digit year format by entering the numbers directly into the form fields or selecting a date on the calendar provided in the form. Participants Enter the number of participants for each category. If one of participant categories are not applicable, then place a ‘0’ in the space provided. Amount Requested Enter the amount of money that is requested for the initiative in this section/initiative only.

Section Seven: Application Budget (Upload) The budget includes the total amount requested for all special or elective initiatives. The application budget should be uploaded into the application in this section after the applicant completes the budget with the budget template described in Appendix F. To upload the budget:

• Click on ‘Browse or Choose file type.’ • Select the budget document. • Upload the document into the form.

Section Eight: Application Comments and Signature Applicant comments or concerns should be detailed the ‘Comments’ section. To sign the form, the applicant should use the mouse as a writing utensil to sign his/her name and press the submit button after all sections are complete.


Appendix A: Louisiana GEAR UP Objectives 2008-2014

1. Enhance students’ academic preparation, leadership skills, and career awareness

2. Increase academic achievement of at-risk students through access to high quality, standards-based classroom instruction, and assessment infused with appropriate technology

3. Provide meaningful financial advice and aid to all LA GEAR UP students

4. Provide additional academic support to students who are challenged by more rigorous coursework

5. Leverage GEAR UP monies in a manner that increases reform opportunities at each school

6. Provide information networks which ensure continuous access to accurate information regarding postsecondary education opportunities and career options


Appendix B: Glossary • Deliverables—Specific data and/or documents required for each Special Initiative

upon completion. Deliverables are included in the Make a Difference Grant Final Report when submitted on May 30, 2014. Student test scores/grades must be received from a report that is generated by a reporting system.

• Goal/Acceptable Outcomes—Specific and measurable results that schools are trying to achieve by implementing the Special Initiative(s).

• National Objectives—Three (3) national GEAR UP objectives that were framed by

the United States Department of Education, which are to: 1) increase the academic performance and preparation for postsecondary education for GEAR UP student; 2) increase the rate of high school graduation and participation in postsecondary education for GEAR UP students; and, 3) increase GEAR UP students’ and their families’ knowledge of postsecondary education options, preparation and financing. Every Special Initiative must be aligned to at least one national objective.

• Reform Target—School programmatic areas that require specific improvement to be targeted by LA GEAR UP Make a Difference Grant funds.

• Special Initiative— Competitively-funded school programs, projects, and/or

interventions funded on a school-by-school basis and aligned with the LA GEAR UP mission to increase the number of low-income students who attend and succeed at postsecondary education. For the 2013-14 funding year, schools may apply for funding for up to 3 Special Initiatives using the 2013-14 Make a Difference Grant “Pick-3” Application Form. There are 8 types of Special Initiatives: 1) Advanced Placement/International Baccalaureate, 2) Dual Enrollment, 3) School Library/Information Center Revitalization, 4) Professional Development, 5) STEM/STEAM elective courses, 6) Tech Readiness Initiatives, 7) Tutoring, and 8) Other.

• Standard Initiatives—Value-added LA GEAR UP initiatives that come at no cost to

schools; they are standard across all LA GEAR UP schools and include LOSFA financial aid presentations; Rewards For Success scholarships; Summer/Academic-Year Learning Projects (Summer Transition Programs, Explorers’ Clubs, and Comprehensive PD for Counselors); Year-Long Literacy Projects; Louisiana College Application Week; and Louisiana Connect.

• State Objectives—Aligned closely with the LA GEAR UP mission to increase the

number of low-income students who attend and succeed at postsecondary education, State Objectives inform each funded Special Initiative.




Appendix C: Purchasing Guidelines

All LA GEAR UP purchases must be approved in accordance with your GEAR UP Make a Difference grant and relate directly to a GEAR UP activity or service. Please note that just because a cost is interpreted as being allowable under the OMB cost principles, there is no guarantee that you will be able to make that expenditure. Please be sure that the cost directly relates to your Make a Difference grant and has been approved by your GEAR UP Program Coordinator. If for some reason there were items purchased by your district or school with GEAR UP funds that was an unallowable purchase, then your district or school will be responsible for paying back the amount of GEAR UP funds used in the purchase.

The first step in determining your allowable costs is to apply a judgment process that ensures that the proposed cost meets a basic USDOE test. In this process, an allowable cost must be:

• Necessary to implement the program• Reasonable, in that a prudent person would determine that the cost is

appropriate• Allocable to the objectives of the program• Compliant with the federal administrative regulations that govern the

program.

Allowable Expenditures

1) PBS/PBIS – PBS items may be purchased, but are not to exceed $25 per item andtotal PBS expenditures may not exceed 10% of each school’s entire GEAR UP budget. Gift cards, gift certificates, or other cash equivalents MAY NOT be purchased.

2) Supplies – Approved costs incurred for supplies to carry out your Make a Differencegrant are allowable

3) Equipment – All equipment (defined as non-expendable property with a per unit costequal to or greater than $5,000) purchases must receive prior approval from the U.S. Department of Education. An Equipment Request must be submitted to the Assistant Director, who will then forward the request to the Federal Program Officer for approval.

All equipment purchases under $5,000 must receive prior approval from the Assistant Director. Any equipment, regardless of the cost, (graphing calculators, laptops, white boards, etc.) purchased for a school must be documented on the Equipment form provided to each school.

General purpose equipment (office equipment, etc.), however, is not allowable–see OMB A-87 for full definition of equipment.


4) Publications and Printing – Publication costs, including the costs of printing, distribution, promotion, mailing, and general handling are allowable federal costs it they are allocable to project objectives. 5) Field Trips - All field trips must obtain prior approval by completing a Field Trip Request Form which includes a description of the event, attendees, purpose, deliverables, and cost estimate. Field trips to locations other than a postsecondary institution will not be approved. 6) Sub-Pay - GEAR UP will fund the use of substitutes when teachers are in attendance at LA GEAR UP sponsored events. Un-Allowable Expenditures 1) Non-GEAR UP Purchases – Purchases with LA GEAR UP funds must be only for activities and services that benefit the GEAR UP cohort. If schools/districts wish to purchase items, services, etc. for students in addition to the GEAR UP cohort, or to be for entire school use, schools/districts must pay the percentage of costs related to the use of students NOT in the GEAR UP cohort. 2) Entertainment Costs – Costs of entertainment, including amusement, diversion, and social activities and any costs directly associated with such costs (such as tickets to shows or sports events, meals, lodging, rentals, transportation, and gratuities); be sure to distinguish these unallowable expenses from similarly worded and allowable student activity, meetings, and conferences, that are approved as part of your Make a Difference grant. 3) Providing Donations & Contributions – Contributions or donations (including cash, property, and services) made by the governmental unit or education institution regardless of the recipient, are unallowable federal costs. This should be distinguished from the match. GEAR UP may receive donations, contributions, or services under the GEAR UP match guidelines. 4) Full Time Positions – GEAR UP funds do not fund full time positions within a school or district. GEAR UP funds may be used for the On-Site School Coordinator, tutors/mentors, and other personnel as approved in the Make a Difference. 5) Food Purchases (generally unallowable, with exceptions) – LA GEAR UP recognizes the importance of providing food for student and parent activities. Generally food is not allowable however refreshments are if they are provided in conjunction with allowable meetings, and meals may be provided on out of town field trips or during single day travel where the trip takes students more than 3 hours away from the school. LA GEAR UP recommends working with community and business partners to have food donated or share the costs for events. All purchases must be made according to state guidelines (PPM 49). Events where food is served must have prior approval. 6) Alcoholic beverages – Unallowable


7) Goods or services for personal use 8) Housing and personal living expenses 9) Student activity costs- generally unallowable, with exceptions. Costs incurred for intramural activities, student publications, student clubs, and other student activities, are unallowable, unless specifically provided for in the Collaborative Agreement. Explorers Clubs, for example, are funded in each Collaborative Agreement.


Appendix D: Action Plan An Action Plan is required for every Special Initiative funded. Your Action Plans are the first deliverable for your Make a Difference Grant. An Action Plan is a list of tasks that you need to do to complete a Special Initiative. To draw up an Action Plan, begin by listing the tasks that you need to complete to deliver your project in the order that you need to complete them. Proceed from there, as follows:

1. Describe your Special Initiative. Provide a detailed description of your special initiative so that others, including your LA GEAR UP Program Coordinator will understand exactly how you plan to fulfill the framework provided in this manual for each Special Initiative.

2. Make a list. Create a list and accompanying time line of specific action items or tasks to complete in order to hit those milestones.

3. Break large tasks into smaller, more manageable chunks. Some tasks or milestones may seem more daunting to achieve than others. That’s when it makes sense to break larger tasks down into smaller, more manageable chunks.

4. Put time-lines on everything. Without specific time frames and deadlines, work

will definitely expand to fill the time allotted, and some tasks may never get completed.

5. Create a visual representation. Once you’ve created your action items and set a specific time-line, the next step is to create some type of visual representation of your plan. You might use a flowchart, a Gantt chart, a spreadsheet, or some other type of business tool to accomplish this.

6. Schedule out your accomplishments. Have each person involved, grab their schedule or day planner or smart phone and schedule out their accomplishments.

7. Work your plan and don’t stop until it’s complete. Once your plan is established, shared with the team, and accomplishments are scheduled, the next step is simple: take daily action and follow up with responsible parties to ensure that everyone is doing their part. Borrowed from http://www.wikihow.com/Create-an-Effective-Action-Plan

Special Initiative Action Plans should be completed in Microsoft Word and submitted to your LA GEAR UP Program Coordinator.


http://www.wikihow.com/Create-an-Effective-Action-Plan

Appendix E: Make a Difference Grant Budget Template

The sample budget template shown below is available at www.lagearup.com. This year spreadsheet templates have been designed with ease of use in mind. Applicants will be able to select from drop down boxes with the above mentioned Special Initiative titles listed by various categories like Materials & Supplies. One completed budget form for each school is required with Make a Difference Grant applications. Each Special Initiative line item must be logged into the budget spreadsheet and uploaded as part of the application. View of budget document:

View of drop down menu:


http://www.lagearup.com/

Appendix F: 2013-14 Make a Difference Grant Application






Louisiana GEAR UP A Division of the Louisiana Office of Student Financial Assistance

P.O. Box 91202 Baton Rouge, LA 70821

www.lagearup.com
