2017 Technical Conference September 25-26, 2017

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 Bianca Sanders – Finance Owen Koo - Auditor bianca.sanders@hesc.ny.gov owen.koo@hesc.ny.gov 518-486-5041 518-473-4345

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 College Readiness Workshops – 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

Annual State Conference Dates: April 30 – May 1, 2018 Location: Long Island Sites: Long Island University, Nassau Community College and St. John’s University Number of students: 120 day one, 120 day 2 Possible format: One day devoted to young women, one day devoted to young men Other suggestions? Presenters: A request for proposals will go out mid October Any suggestions? Committee: we would like volunteers to serve on a committee to plan the conference and assist in picking presenters, please see Cynthia to volunteer

College Tours Your own College Tour All Aboard Tours College Campus Tours – campus tours plus college readiness seminars delivered on the bus Seminar Topics: Seminar #1-- Essential Reasons for a College Education Seminar #2-- Discovering the Leader within Seminar #3-- Improving your Decision Making Process Seminar #4-- Overcoming Social Landmines Seminar #5-- Being Resilient, Fearless, and Amazing Seminar #6-- Developing Value and Vision Seminar #7-- Mission statements Seminar #8-- Understanding STEM

Final Expenditure Report Due on October 1, 2017 All data requested in Goals and Objectives must be complete. There are no carryovers, so hopefully you have spent out your money.

APR The narrative section of the APR is due January 30, 2018. The narrative reflects all activities from 2016-2017, so you have all of the information needed. I would strongly advise you start working on it during October. Narratives – need to follow the correct format and provide vivid descriptions of NYGEAR UP activities, not educational jargon. Data was uploaded onto the Measurement, Inc. database. All financial questions and budget forms are due on March 30, 2018 no exceptions!

December Progress Report Due: December 15, 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 #2. 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 June 2018.

NYGEAR UP PAYMENT AND REPORTING SCHEDULE PROGRESS REPORT PERIOD COVERED REPORT DUE   PAYMENT GENERATED PAYMENT DUE DATE RENEWAL APPLICATION 9/1/17 8/31/18 6/1/17 PAYMENT 1: 25% PROGRESS REPORT: 1 11/30/17 12/15/17 PAYMENT 2: 25% 12/31/17 MID YEAR EXPENDITURE REPORT 2/28/18 3/31/18 PAYMENT 3: 25% 4/30/18 PROGRESS REPORT: 2 3/1/18 6/30/18 7/15/18 PAYMENT 4: 15% 7/31/18 FINAL EXPENDITURE REPORT 10/1/18 PAYMENT 5: 10% 10/31/18

Thanks for your time and support!