2017 Annual Conference HESC Workshop: May 2

NYGEAR UP Staff Nona Donovan – Director nona.donovan@hesc.ny.gov 518-281-1454, 914-450-2459 Cynthia F. Farmer – Coordinator cynthia.farmer@hesc.ny.gov 518-486-3782 Owen Koo – Auditor Bianca Sanders - Finance owen.koo@hesc.ny.gov bianca.sanders@hesc.ny.gov

Measurement Database If you are missing Blue Ribbon Data – you have one month to get it complete! Updating entries – all student participation from September through April should be on the database now – this should be done monthly! Activities that have been entered must have student participation numbers All sites should have entered a minimum of three activities per week Overnight college tours taken this spring should include hours for educational fieldtrips as all of the tours visited historical sites Parent meetings that were held prior to the college tours should have been entered All sites need to ramp up their Parent Activities – the amount of services offered are dismal! According to the database, few sites have implemented the MAAX Curriculum, a requirement of the grant.

Measurement Database 2016-17 NYGEAR UP Sub- grantees Total Number of Students Number of Students with Zero Service Hours Number of Students with Greater than 0 Service Hours but Less than 5 Number of Students with Greater than 5 Service Hours Total Number of Services Uploaded as of 4/27 CUNY Lehman 557 285 115 157 48 Long Island University 444 109 128 207 118 Nassau Community College 1,120 274 68 778 26* Rochester Institute of Technology 907 458 347 102 142 St. John’s University 1,338 375 72 891 267 SUNY Buffalo 1,261 402 260 599 194 SUNY Farmingdale 307 218 10 79 154 Urban League of Rochester 169 55 32 82 Yonkers Public Schools 572 42

Measurement Database Subgrantee Name Total # Students in Cohort Enrolled in Grade 7/8 English Enrolled in HS English Enrolled in Grade 7/8 Math Enrolled in Algebra I Enrolled in Geo-metry Enrolled in Algebra II Enrolled in Living Environ-ment Enrolled in Earth Science Enrolled in Physics Enrolled in Chemistry Enrolled in at least 1 Advanced Placement Course CUNY Lehman 812 811 553 21 Long Island University 444 424 1 374 32 5 147 31 Nassau Community College 1,120 399 367 290 604 89 75 Rochester Institute of Technology 907 6 835 58 711 140 4 548 191 St. Johns University 1,338 404 934 320 731 110 338 154 138 12 SUNY Buffalo 1,261 1,230 1,204 33 896 96 8 SUNY Farmingdale 307 261 239 17 2 133 113 7 24 Urban League of Rochester 169 159 10 117 18 Yonkers CSD 572 559 495 51 360 160 Totals: 6,930 809 5,590 669 5,328 482 3,459 859 13 167 36

Renewal Application for 2017 – 2018 Due June 1, 2017 Approved Renewal Applications will generate the first payment for 2017 – 2018 Sites have been provided the templates Activities Staff Time Frame Quantitative Evaluation/Measurement Tools to be used in meeting objective (1.2) MathTutoring: 1) Format - after-school, push-in or Saturdays; 2) Scheduling: Number of days per week, number of weeks and daily number of hours; 3) Recruiting - how will tutors be recruited; 4) Implementation - when will it begin and end       Algebra I, II or Geometry Tutoring: 1) Math subject and number of students attending - documented on daily or weekly attendance sheets signed by tutor and either signed or initialed by students; 2) at end of tutoring session, data uploaded to MI database; 3) February and June report card review to determine increase in grades as a result of tutoring 4) Regents grade

Budget Needs Examine the budget in your original proposal – do you have to make any changes? After being in the high school for one year, are there services being offered that need to be expanded to meet the needs of your student population? Are there services you would like to add? Before you meet with your high schools, know your budget limitations (what you can and cannot do). Remember, once your renewal is approved, you must adhere to that budget.

Strategically plan with your high schools What do they need for 2017-2018 What services can you provide for NYGEAR UP students Be specific about your data needs and dates due Carefully look at Blue and Red Ribbon Data, Renewal Application, and Midyear and Final Expenditure Goals and Objectives

Date Data Needed September 15 Days Absent Promotion Status End of semester grades in English and Math GPA Course Completions: English, Math, Science, AP or IB NYS Assessment Scores: Grade 8 ELA, Math and Science NYS Regents: Algebra I, Geometry, Algebra II, Living Environment or Earth Science

June Progress Report Due: June 8, 2017 Why? A State Audit and subsequent review by the USDOE determined that HESC needed to more closely monitor funds expended by sub-grantees. What will it do? It will generate Payment #3. It will give both HESC, the sub-grantees and partners a clearer picture of progress in spending of grant funds and meeting NYGEAR UP goals and objectives. An additional progress report will be due in December 2017.

APR Narratives – need to follow the correct format and provide vivid descriptions of NYGEAR UP activities, not educational jargon. Data – needs to be uploaded onto the Measurement, Inc. database, no exceptions Make a chart with data needs and give it to the school district 2 months before you need it APR submitted in April was full of discrepancies because sites were negligent in obtaining the needed data

Course Enrollment (Based on the 2015-2016 Year) Grade Pre-Algebra Algebra I Algebra II Bio (Living Environ.) English 7 904 4 808 8 1099 874 1 930 2574 TOTALS 2003 878

Grade student was in when course was completed Course Completions (Based on the 2015-2016 Year) Grade student was in when course was completed Pre Alg Alg1 Geom Alg2 Bio English IB 7 676 3   613 8 982 733 533 1885 Total 1658 736 2498 Offer awardees a copy of the NYGEAR UP application.

Number of Students Performing at above grade Level in Mathematics Educational Progress by Current GEAR UP Students (Based on the 2015-2016 Year) Current Grade Number of Students Performing at above grade Level in English Language Arts Number of Students Performing at above grade Level in Mathematics Number of Students Promoted to the Next grade Level at End of the Prior School Year Number of Students with 10 or More Unexcused Absences by the end of the Prior School year. 7 107 90 851 354 8 130 48 2526 1131 Total 237 138 3377 1485

Summer Programs In addition to each sub-grantee running a summer program, NYGEAR UP students will be given the opportunity to attend: Leadership Academy at St. Johns University – 11 students per sub-grantee will be given scholarships to attend. Acceptance upon receipt of application. Leadership Academy at SUNY Buffalo – 25 students from SUNY Buffalo, RIT and The Urban League will be given scholarships to attend. Acceptance upon receipt of application. NY College Camps – Students from any sub-grantee interested in attending a residential summer program will be given a scholarship to attend. Project Directors/Coordinators should refer interested students to the descriptions given out in December. Please contact Nona once you have made contact with the college.

Comments on Spring Tours College Tours SUNY and cIcu Tours All Aboard Tours Comments on Spring Tours The category lines should be carried over to the final column. Modifications must be submitted to HESC before any program change.

Documentation for Reporting, Site Visits and Audits Set up binders according to Gear Up objectives For example: Objective 1 encompasses academic performance Tutoring in Math – Calendar for tutoring, list of topics covered, sign-in sheets and any tutor documentation such as logs or journals In Objective 2 you might have The MAAX Program– calendar and title of workshops, sign-in sheets and evaluations if given 4) Financial statements, receipts should be kept separately Benefits: Know where to find data Easy to show participation and progress Organized for an audit – when you get questions from Owen, put a post-it on relevant data with question number

Thanks for your time and support!