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A Program of Iowa College Aid (State of Iowa - OCIO)

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PARTNERSHIP
TOOLKIT
A Program of Iowa College Aid
ABOUT THE TOOLKIT:
GEAR UP Iowa works toward the goal of significantly
increasing the number of low-income students who are
prepared to enter and succeed in education after high
school. To accomplish this goal, GEAR UP Iowa focuses on:
• Increasing academic performance and preparation
for postsecondary education.
• Increasing the rate of high school graduation and
enrollment in postsecondary education.
• Increasing GEAR UP Iowa students’ and their
families’ knowledge of postsecondary education
options, preparation, and financing.
GEAR UP Iowa is a seven-year grant program that is
funded by the U.S. Department of Education from 2014 to 2021.
The program serves 12 Iowa school districts and supports a cohort
of over 8,000 students through their first year of post secondary education.
GEAR UP Iowa students and their families will receive a variety of services aimed at preparing them academically,
financially, and inspirationally to enroll and succeed in college. Upon enrollment in a college, GEAR UP Iowa
students will receive a modest scholarship to be used for up to four years of postsecondary education.
A total of 12 school districts were selected to participate in the GEAR UP Iowa program. The districts were selected
because they meet the federal requirement of having 50% or more students on Free and Reduced Price Lunch (FRPL)
and they participated in the GEAR UP Iowa 1.0 grant which took place 2008-2014.
GEAR UP Iowa | 1
GEAR UP Iowa:
Helping Students
Prepare and Succeed
for Education After
High School
IN THIS TOOLKIT
Why Partner with GEAR UP Iowa .................. 2
GEAR UP Iowa Partnership Opportunities....... 2
Benefits of Partnering with GEAR UP Iowa
...... 3
Partner Resources
........................................ 3
Match Guidelines
Partner Match Requirements
Partner Match Worksheet
Partner ID Form Instructions
Example Partner ID Form
Cedar Rapids
Clinton
Columbus
Davenport
Denison
Des Moines
Fort Dodge
Marshalltown
Ottumwa
Perry
Sioux City
Storm Lake
WHY PARTNER WITH GEAR UP IOWA
While GEAR UP Iowa aims to help schools develop sustainable services that can be maintained for students who
follow in the years after the cohort’s graduation, GEAR UP Iowa school districts receive a limited amount of funds
to provide those services. To help fill the gap between available funds for current cohort programs and the goal of
developing longlasting services, GEAR UP Iowa seeks partners to assist in the implementation of services for current
GEAR UP Iowa students in addition to sustaining effective practices.
Your partnerships will expand the breadth and impact of GEAR UP Iowa supports and services. Not only will it help
make a difference in the life of a student, it will also ensure that all students have access to college.
GEAR UP IOWA PARTNERSHIP OPPORTUNITIES
GEAR UP Iowa partners with organizations that lend their expertise in support of program goals and initiatives.
Through these partnerships, GEAR UP Iowa is able to expand upon efforts to support students and create a college-
going culture in participating high schools. Areas where partnerships can make the greatest impact include:
Community: Organizations located in the GEAR UP Iowa service area that provide mentoring, career exploration,
leadership and family engagement opportunities for students involved in the GEAR UP Iowa program.
Higher Education: Postsecondary institutions that offer campus visits, summer programming, professional
development for teachers or counselors, academic programming and additional scholarship opportunities.
Partnership Toolkit | 2
+
PARTNER WITH GEAR UP IOWA
To help reach our goals and match requirement, GEAR UP Iowa is looking for organizations to provide:
• Event sponsorship for the GEAR UP Iowa Annual Conference or Summer Student Summit
• Unique scholarships for GEAR UP Iowa students when they enroll in postsecondary
education
• Contributions to the GEAR UP Iowa scholarship to increase its purchasing power and
reach more students
• Foundation grants to support GEAR UP Iowa building staff or professional development
in school districts
• Direct contributions such as food or prize giveaways for family events, school supplies
for low-income students or technology to enhance classroom learning
• Volunteers to host or present at GEAR UP Iowa events or serve as mentors for students
• Scholarships that support students attending the Youth Leadership Summit with the
National Council for Community and Education Partnerships (NCCEP)
• Additional funding to support schools in the implementation of GEAR UP Iowa services
+
BENEFITS OF PARTNERING WITH GEAR UP IOWA
While GEAR UP Iowa aims to help schools develop sustainable services that can be maintained for future
students, partnering will help both reach organizational goals and provide much needed support to Iowa
schools. As a GEAR UP Iowa partner, you will:
• Be featured on the GEAR UP Iowa website and select print materials
• Gain exposure in over 20 high schools across the state
• Have opportunities to network with other partners
• Receive special invitations to host events such as the GEAR UP Iowa Annual Conference
or Summer Student Summit
PARTNER RESOURCES
The following pages contain everything you need to do to become a partner with GEAR UP Iowa.
Match Guidelines
Provides a definition of match and explains different types of allowable match.
Partner Match Requirements
Outlines required documentation to show evidence of matching contributions.
Partner Match Worksheet
Completing this form declares a formal partnership with GEAR UP Iowa and outlines the estimated amount of match
to be contributed.
Partner Form Instructions
Provides instructions for completing the Partner Match Worksheet.
Example Form
An example of an allowable Partner Match Form.
GEAR UP Iowa | 3
MATCH GUIDELINES FOR GEAR UP IOWA PARTNERS
As a federal grant program, GEAR UP Iowa is required to collect matching funds for all federal grant money spent.
In turn, GEAR UP Iowa works with partner organizations to collect matching contributions in the form of monetary
and in-kind efforts. If match requirements are not met, current and future awards may be reduced or terminated.
Definition of Match
“Match” is a general term that refers to goods, services or staff time donated to the project. For GEAR UP Iowa, this is
the non-federal share of program costs. If an organization purchases goods or services for use with the grant but does
not request reimbursement from the grant, then the generic term “match” applies. If an individual or other organization
donates goods or services, then both the generic term “match” and the more specific term “in-kind” applies.
Partnership Toolkit | 4
Definition of In-Kind
“In-Kind” refers to non-cash contributions of goods or services made by third-party individuals or organizations to
GEAR UP Iowa. Examples of in-kind services include work done by unpaid volunteers in support of GEAR UP Iowa, fee
waivers and donations of supplies, facilities or equipment.
Match Requirement
GEAR UP Iowa is required to collect and document matching funds at a rate of 1:1. Every one dollar ($1) of federal
money spent must be matched with one dollar ($1) of other funds. Partner organizations are encouraged to contact the
GEAR UP Iowa Coordinator with any questions or concerns about match commitments.
Note: Match cannot come from other federal sources. For example, TRIO (e.g. Upward
Bound & Talent Search) is a federal-funded program and TRIO staff time cannot be counted
as match. Private, state or local funds are allowable sources for match contributions.
MATCH GUIDELINES FOR GEAR UP IOWA PARTNERS | Continued
Examples of Match
• Scholarships: Financial assistance GEAR UP Iowa students received solely for being GEAR UP Iowa students.
• Cash: Cash donated to pay for supplies or services for a GEAR UP Iowa program or event.
• Time & Effort: The amount of time spent by staff or volunteers on documented services provided to GEAR UP
Iowa (e.g. planning an event, attending a GEAR UP meeting, facilitating a workshop).
• Waivers: Expenses, fees, tuition, room and board, or other costs that are waived or reduced for the GEAR UP
Iowa program, students or families.
• Discounts: A discounted or reduced amount on the cost of products or services that is uniquely offered to the
GEAR UP Iowa program (“buy one/get one” offers do not qualify).
• Donated Items: The documented value of donated items such as print and promotional materials, meals,
equipment, supplies and facility usage.
Tips for Committing to and Collecting Match
• It can be easy to overcommit and under-deliver match. Partners should consider a feasible and appropriate level
of match for the organization.
• Partners are encouraged to collect and document match on an ongoing and regular basis such as monthly or
quarterly. Documentation will be submitted electronically to GEAR UP Iowa.
• It may help to assign a staff person or team to coordinate match. Some partners have found it helpful to create
match binders or folders with information on match documentation for staff to carry during GEAR UP Iowa work.
• Use an employee’s hourly rate to determine staff time and effort.
• When members of the community, families or students volunteer to support GEAR UP Iowa, use the standard
volunteer value for the state of Iowa set by www.independentsector.org.
• Signatures must be hand written or electronically.
GEAR UP Iowa | 5
PARTNER MATCH REQUIREMENTS
Match claims are due on a quarterly basis. They may be submitted by mail, fax or email. The submitting party is
expected to provide support for the match claimed. All claim documents must be self-explanatory. Please note the
following considerations:
• Under NO circumstances may items paid with federal funds be used as match for GEAR UP Iowa.
• Travel match submitted should be consistent with the partner organizations’ official travel policies. GEAR UP
Iowa may request a copy of the travel policy if warranted.
• In order to qualify as match, an item must be eligible to be paid by the grant. As such, match should be
allowable, allocable and reasonable per 2 CFR Part 200. Items such as amusement or social activities cannot be
used as match.
The following table lists the budget categories outlined in Iowa Grants. Included are acceptable line items listed under
each category and the required claim documentation to be submitted on claims for reimbursement and for match.
Partnership Toolkit | 6
GEAR UP IOWA MATCH ITEMS
Budget Category Line Item Required Claim Documentation
Salaries and Wages Staff time used as match for the Grant
• Time & Effort Report
• Payroll Report
Employee Benefits Staff time used as match for the Grant
• Time & Effort Report
• Payroll Report
The percentage of benefits claimed
cannot exceed the salary percentage
claimed without explanation.
Travel – Includes Student Events,
Professional Development & Required
Meetings and Events
Airfare
• Flight Itinerary
• Proof of Payment
Airport Shuttle / Cab Fare / Car Rental
• Receipt
• Proof of Payment
Parking
• Receipt
• Proof of Payment
Baggage Check Fees
• Receipt
• Proof of Payment
Charter Bus
• Bill or Invoice
• Proof of Payment
Entrance Fees for Educational Activities
• Receipt or Invoice
• Proof of Payment
Food & Non-alcoholic Beverages
• Receipt or Bill
• Proof of Payment
Hotel
• Hotel Receipt or Bill
• Proof of Payment
Registration
• Agenda, Schedule or Equivalent
• Registration Confirmation or Invoice
• Proof of Payment
Mileage
• Organization approved travel log
• Proof of Payment
PARTNER MATCH GUIDELINES | Continued
GEAR UP Iowa | 7
GEAR UP IOWA MATCH ITEMS
Budget Category Line Item Required Claim Documentation
Materials and Supplies
Educational Materials (Computers,
Tablets, Calculators, Projectors, Non-text-
book Books, etc.)
• Receipt, Invoice or Catering Order
(Internal Food Purchase)
• Proof of Payment
Event Materials and Supplies
• Receipt or Invoice
• Proof of Payment
Office Supplies
• Receipt or Invoice
• Proof of Payment
Outreach Materials
• Receipt or Invoice
• Proof of Payment
Postage
• Receipt or Documentation of Meter
• Proof of Payment
Printing
• Receipt or Copy Log Details
• Proof of Payment
Charter Bus Service (ongoing)
• Receipt or Invoice
• Proof of Payment
Consultant/Speaker
• Invoice or Bill
• Proof of Payment
Consultants and Contracts
Facility Space or 100% Devoted Office
Space
• Invoice or Bill
• Proof of Payment
Food Service/Event Catering
• Receipt or Invoice
• Proof of Payment
Stipend
• Time & Effort Report
• Proof of Payment
Non-Employee Tutor/Mentor
• Time & Effort Report
• Payroll Report
Volunteers • Time & Effort Report
Scholarships/Tuition Assistance
GEAR UP Iowa is required to follow the procurement standards issued in the U.S. Office of Management and Budget
(OMB) Uniform Administrative Requirements that apply to all federal awards.
PARTNER IDENTIFICATION FORM AND COST SHARE WORKSHEET
Please complete one form for each partner (other than the Applicant Organization).
3. NON-FEDERAL FUND CONTRIBUTION PROVIDED BY PARTNER
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 Year 7 Total
1. Salaries and Wages
2. Employee Benefits
3. Travel
4. Materials and Supplies
5. Consultants and Contracts
6. Other
A. Total Direct Cost (Sum of lines 1-6)
B. Total Indirect Cost (Cannot be
greater than 8% of Total Direct Costs)
C. Equipment
D. Scholarship/Tuition Assistance
E. TOTAL COMMITMENT
(Lines A+B+C+D)
Approved by OMB 1840-0821
Please summarize the partner’s specific support and commitment to the project.
1. Institution/Organization:
Point of Contact Name:
Title:
Department:
Address:
City:
State: Zip:
Telephone:
E-mail: Fax:
2. Type of Organization:
Are you a Local Educational Agency (LEA)? Yes No
Are you an Institution of Higher Education (IHE)? Yes No
Type of IHE
Four-Year Two-Year
Public Private
College University
HBCU HSI TCU NHSI ANSI
Other types:
Business
Community-based organization
Professional association
Philanthropic organization
State agency
Other:
PR Award Number:
GEAR UP Iowa | 9
PARTNER IDENTIFICATION FORM AND COST SHARE
WORKSHEET INSTRUCTIONS
Below are instructions on how to complete each section of the Partner Identification Form and Cost Share Worksheet. If
you have any questions while filling out this form, please reach out to your GEAR UP Iowa contact for assistance.
1. Institution/Organization:
List the name of your organization along with contact information for the person serving as the primary GEAR UP Iowa
contact for your organization. The primary contact is responsible for responding to questions related to the partnership
agreement as well as submitting match documentation on a quarterly basis. The primary contact may be a different
person than the person who signs the form.
2. Type of Organization:
Mark the categories that apply to your organization. The example below is for a 4-year private university.
Are you a Local Educational Agency (LEA)? Yes No
Are you an Institution of Higher Education (IHE)? Yes No
Type of IHE
Four-Year Two-Year
Public Private
College University
HBCU HSI TCU NHSI ANSI
Other types:
Business
Community-based organization
Professional association
Philanthropic organization
State agency
Other:
PR Award Number:
HBCU Historically Black Colleges and Universities
HSI
Hispanic Serving Institutions
TCU
Tribal Colleges and Universities
NHSI
Native Hawaiian Serving Institution
ANSI
Alaska Native Serving Institutions
PARTNER IDENTIFICATION FORM AND COST SHARE
WORKSHEET INSTRUCTIONS
| Continued
Partnership Toolkit | 10
*Indirect costs consist of “facilities” (depreciation on buildings, equipment and capital improvement, interest on debt associated with certain buildings, equipment
and capital improvements, and operations and maintenance expenses) and “administration” (general administration and expenses such as the director’s office,
accounting, personnel and all other types of expenditures not listed specifically under “facilities”).
4. Please summarize the partner’s specific support and commitment to the project in the space
provided.
The summary should include details of the partnership for each year outlined in section 3. For example, if salaries
and wages are listed in years 3-5, provide an explanation of how your staff member(s) will be serving GEAR UP Iowa
during that time. Likewise, if scholarship/tuition assistance will be provided to GEAR UP Iowa students in year 7,
describe your plan for selecting and distributing those funds to GEAR UP Iowa students. Please provide enough details
to inform others in the event of staff changes for both parties.
3. Non-Federal Fund contribution provided by Partner:
Please complete this section with a detailed account of the financial contributions and/or the value of in-kind time and
effort your organization will provide through partnering with GEAR UP Iowa. If any employee time and/or efforts will
be included in your contribution, enter the dollar value of that time under Salaries and Wages and Employee Benefits.
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6 Year 7 Total
1. Salaries and Wages
2. Employee Benefits
3. Travel
4. Materials and Supplies
5. Consultants and Contracts
6. Other
A. Total Direct Cost (Sum of lines 1-6)
B. Total Indirect Cost (Cannot be
greater than 8% of Total Direct Costs)
C. Equipment
D. Scholarship/Tuition Assistance
E. TOTAL COMMITMENT
(Lines A+B+C+D)
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A Program of Iowa College Aid (State of Iowa - OCIO)

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Completed 19 March 2021

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