Section 10: Grant Closeout
10.1 Grant & Contract End Closeout Requirements
Senior Success
- Communicate with seniors to complete senior exit survey and record post-graduation plans
- Ensure SSA (Student Success Agency), Tutor.com, and GEAR UP (Signal Vine) texting services are provided
- Schedule a verification meeting with your assigned USU College Advisor
- Finalize current year work-plan and budgets in the shared google drive folder
- Submit notice of completion to USU Program Assistant over Work plan contracts
GEAR UP Data Entry
- Update & finalize 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 closeout procedures provided through RGI, 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 1th
- Personnel Positions for GEAR UP extending beyond June 30th 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 1st
- 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 1st
- 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 1st
Sign & Return Final Subaward Closeout and Certification Form from USU Sponsored Programs
- Fall 2026 - This is completed by school and district authorized personnel
10.2 Grant Closeout Forms
See Section 8.1 for the Grant Data Storage Verification Form
See Section 8.2 for the Grant Closeout Checklist
See Section 8.10 for the Grant Personnel Extension Plan