1. 2017 Annual Conference
HESC Workshop: May 2

2. NYGEAR UP Staff Nona Donovan – Director nona.donovan@hesc.ny.gov,
Cynthia F. Farmer – Coordinator
Owen Koo – Auditor Bianca Sanders - Finance

3. 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.

4. Measurement Database
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

5. 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

6. 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

7. 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.

8. Strategically plan with your high schools
What do they need for
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

9. 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

10. 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.

11. 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

12. 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

13. Grade student was in when course was completed
Course Completions (Based on the 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.

14. Number of Students Performing at above grade Level in Mathematics
Educational Progress by Current GEAR UP Students (Based on the 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

15. 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.

16. 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.

17. 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

18. Thanks for your time and support!