Update & finalize SCRIBE data for all grant years (teachers/students/parents)
Ensure all student demographic information is accurate
Review course enrollment and completion for all 6 grant years (Advanced coursework)
Finalize senior level data such as: college applications, FAFSA, and ACT scores
Review and follow SCRIBE closeout procedures provided through XCalibur services, as applicable
Schedule a verification meeting with USU Data Analyst
Data Storage Verification
Submit Data Storage Verification (DSV) Form signed by school administration or district representative
All data is to be housed in two locations (cloud-based storage system and USU provided physical hard drive)
Retain a copy of the DSV Form at your school or district, and submit the other to USU
All financial, programmatic, and otherwise evaluative data must be retained through October 2030
Submit forms and obtain verifying signature from USU Program Director
Close Personnel Positions
GEAR UP positions are school district employees. Typical working contracts end on or before July 01
Personnel Positions for GEAR UP extending beyond June 30 will require approval
If necessary, administration can submit a Personnel Extension Plan to the Program Director and Business Services
All position contracts must be closed with payroll submission prior to August 01
Obtain verification signatures from USU Business Services Manager
Large Cost Purchases & Grant Supplies
Any large- cost purchase (> $4,999) must be inventoried and submitted with the District depreciation schedule
If necessary, return qualifying grant supplies on or before July 01
Schedule drop-off with USU Business Services
Obtain verification signature from USU Business Services Assistant
Final Invoice Submission
Submit to Business Services on or before August 01
Sign & Return Final Subaward Closeout and Certification Form from USU Sponsored Programs
Fall 2023 - This is completed by school and district authorized personnel
Grant Closeout Checklist
This form is an example
The USU STARS! Administration will provide each school site-specific fillable forms. This will include subaward information, timelines, and the most up-to-date regulations from the Department of Education and the department of Special Programs at Utah State University.
The USU STARS! Administration will provide each school site-specific fillable forms. This will include subaward information, timelines, and the most up-to-date regulations from the Department of Education and the department of Special Programs at Utah State University.
This form is an example and should be filled out like a timesheet.
The USU STARS! Administration will provide each school site-specific fillable forms. This will include subaward information, timelines, and the most up-to-date regulations from the Department of Education and the department of Special Programs at Utah State University.
