Study of Financial Aid Supports for GEAR UP Students
Study of Financial Aid Supports for GEAR UP Students
Appendix A. State Project Director Interview Protocol - Final clean
Study of Financial Aid Supports for GEAR UP Students
OMB: 1850-0962
Appendix A. State Project Director Interview Protocol
Notes for reviewers: This interview protocol will be used with the State GEAR UP Project Directors for each of the 42 states in the study sample. Each interview will take up to 90 minutes and will focus on details of state scholarship policies, rationale for key decisions regarding scholarship provision and waivers, role of partners, and challenges related to administering GEAR UP-funded scholarships and applying for waivers. Interviewers will ask the questions in an open-ended manner, but will code responses into pre-specified categories to the extent possible.
Red font indicates text that will be pre-programmed by Abt. Purple font indicates instructions to the interviewer. Blue boxes are instructions or transitions that the interviewer will read to respondents. Radio buttons indicate only one answer should be selected. Checkboxes indicate the interviewer should check all that apply.
Contents
Appendix A. State Project Director Interview Protocol 1
GEAR UP Scholarship or Waiver Decision-Making 3
GEAR UP Scholarship Policies 5
Other Scholarships for GEAR UP Students 12
Communication about Scholarships and Financial Aid Tracking 16
Scholarship Disbursement among States with Multiple Grants 21
My name is [NAME]. My organization, Abt
Associates, is contracted by the U.S. Department of Education’s
Institute of Education Sciences to conduct a study of how state
grantees provide scholarships and other supports to GEAR UP
students. Thank you for making time to speak with me today – I
am very interested in learning more about your state’s
program. The call should take no longer than 90 minutes.
Our conversation today will focus on the
GEAR UP grant that your state received in FY [Abt
to fill in]. For states that received
more than one GEAR UP grant since 2011:
We know you have a more recent FY [Abt
to fill in] grant, but we would like to focus on your
state’s prior FY [Abt to fill in]
grant so that we can understand the full arc from initial
student recruitment to grant completion in your state.
Prior to our call, I reviewed your
state’s GEAR UP grant application and Annual Performance
Reports (APRs) to the Department of Education. If
applicable: I also reviewed: Name
of Other Document, if any
Name of Other
Document, if any
During our conversation, I may ask a
question that other existing documentation answers. Should this be
the case, just let me know. At the end of our conversation, we will
review a list of these documents to determine the easiest way for me
to access them.
We want to let you know that responses
to this data collection will be used only for descriptive research
purposes. None of our reports will name you as an individual.
Information collected for this study comes under the confidentiality
and data protection requirements of the Institute of Education
Sciences (The Education Sciences Reform Act of 2002, Title I, Part
E, Section 183). As part of the study, data on state policies and
supports may be reported by state. Thus, while personally
identifiable information (PII) about individual respondents will not
be released, data displayed by state could be attributed to the
state agency or possibly an individual respondent. Your
identifiable data will not be stored for reuse in future research.
If any questions are unclear or you
would like additional clarity about a particular question, let me
know.
Do you have any questions before we
begin?
All answers should
be recorded verbatim. To avoid signaling to respondents that they
should be doing a particular activity, do not use response
categories as follow-up prompts. If respondents answer a question
earlier in the interview, prior to its appearance on the protocol,
record their answer when given and skip the question when you come
to it on the protocol.
Paperwork
Burden Statement: According
to the Paperwork Reduction Act of 1995, no persons are required to
According to the Paperwork Reduction Act of 1995, no persons are
required to respond to a collection of information unless such
collection displays a valid OMB control number. The valid OMB
control number for this information collection is xxxx-xxxx. Public
reporting burden for this collection of information is estimated to
average 1.5 hours per response, including time for reviewing
instructions, searching existing data sources, gathering and
maintaining the data needed, and completing and reviewing the
collection of information. The obligation to respond to this
collection is expected is expected under the Education Department
General Administrative Regulations (EDGAR) (34 C.F.R. §
76.591). If you have any comments or concerns regarding the status
of your individual submission, please contact (National
Center for Education Evaluation/Institute of Education Sciences U.S.
Department of Education, 550 12th
St, SW Room 4130, Washington, DC 20202).
Introduction
First,
we’d like to confirm a few basic features of your GEAR UP
program as context.
GEAR UP
Model
For your FY [earliest in study period] grant, does/did your state focus on serving a “cohort” of students starting in a particular grade level, a “priority group” of students with particular characteristics, or both? That is, did your grant use a cohort model, a priority model, or a hybrid model? If respondent asks for clarification: By “cohort,” we mean a model that serves all students in a particular grade level who attend an eligible school or reside in public housing. By “priority,” we mean a model that serves students based on particular characteristics, which might be students in foster care, students from groups traditionally underrepresented in college, or another high-need group you selected. By “hybrid,” we mean a model that includes both cohort and priority students.
Cohort (GO TO 2)
Priority
Hybrid
How does your state define “priority” students?
Students who are…
Eligible for free or reduced-price lunch
Limited English Proficient
From groups that are traditionally underrepresented in postsecondary education
Individuals with disabilities
Homeless
In a specific grade, such as 12th graders
Other: _________________________________________________________________
When completing your Annual Performance Reports (APRs), what students do/did you report on as “GEAR UP students”?
Students who are/were part of the GEAR UP cohort
Students who are/were part of the priority group
Students who attend/attended a GEAR UP school
Students who take/took part in GEAR UP activities
Other: ___________________________________________________________________
I don’t know (if checked, no other response options can be selected)
Are GEAR UP students identified at the start of the grant or annually?
At the start of the grant
Annually
Both at the start of the grant and annually
Other: ________________________________________________________
I don’t know
Who is responsible for identifying GEAR UP students: the state grantee or your partners? If respondent asks for clarification: By “partners,” we mean schools and others working on local GEAR UP activities as well as any organizations providing GEAR UP services statewide.
Grantee
Partners
I don’t know
Do schools with GEAR UP programs in your state provide services only to this set of identified “GEAR UP students” or also to other students? If respondent asks for clarification: We are interested in whether some students may participate in certain GEAR UP activities or be served through resources funded through GEAR UP but not necessarily be counted in your APR. Do schools with GEAR UP programs in your state provide services only to students identified in your state APR, or also to other students?
Only to this set of identified students (GO TO 6)
To other students too
Which types of other students are served?
Other students in the same grade as the identified students
Other students in the same school but different grades than the identified students
-
GEAR UP Scholarship or Waiver Decision-Making
The next few questions are about your state’s decision-making regarding GEAR UP scholarships.
Other: _________________________________________________________________
For your FY [earliest in study period] grant, does/did your state set aside, or use, any federal GEAR UP funds to provide scholarships?
Yes
No (GO TO 8)
Approximately what percentage of your FY [earliest in study period] grant is set aside/or planned for scholarships?
50% (GO TO 7)
More than 50% Percentage: __________
Less than 50% Percentage: ___________
Don’t know (GO TO 7)
How did your state decide on the amount to set aside for scholarships?
Based on amount remaining after other projected expenditures
Based on predicted number of GEAR UP students enrolling in college
Based on the amount of non-GU funds available to the state for scholarships
Other: ______________________________________________________________
I don’t know
How important were each of the following to your state’s decision to use federal GEAR UP funds to provide scholarships? Please answer “not at all important,” “somewhat important,” “very important,” or “don’t know/not applicable.” How important was the… Read each potential reason below.
|
Not at all important |
Somewhat important |
Very important |
Don’t know/not applicable |
Lack of other scholarship options for GEAR UP students in your state |
|
|
|
|
High unmet financial need of students in your state |
|
|
|
|
Wanting to motivate or encourage GEAR UP students with the promise of financial aid |
|
|
|
|
Were there other reasons that your state decided to use federal GEAR UP funds to provide scholarships?
Yes – What were these reasons? _______________________________________________
No
I don’t know
If more than one reason given for using federal GEAR UP funds to provide scholarships: Which of these was the primary reason that your state decided to use GEAR UP funds to provide scholarships?
______________________________________________________________________________
I don’t know
If state sets aside less than 50% of GEAR UP funds to provide scholarships, including not setting aside any funds for scholarships (Q6/Q6a): Did your state request a waiver for the scholarship component?
Yes
No (GO TO 10)
I don’t know (GO TO 10)
How important were each of the following to your state’s decision to request a waiver for the scholarship component? Please answer “not at all important,” “somewhat important,” “very important,” or “don’t know/not applicable.” How important was… Read each potential reason below.
-
Not at all important
Somewhat important
Very important
Don’t know/not applicable
Preferring to spend all grant funding on activities other than scholarships
Lack of flexibility in federal requirements about share of grant funds spent on scholarships
Lack of flexibility in federal requirements about scholarship award amounts for individual students
Lack of flexibility in federal requirements about scholarship eligibility criteria
Anticipated or experienced difficulties tracking or managing scholarship funds
Anticipated or experienced difficulties meeting matching requirements
Other sources of scholarship aid available to GEAR UP students in your state so less funding is needed or funding is not needed
Were there other reasons that your state decided to apply for a waiver to the scholarship component?
Yes – What were these reasons? ________________________________________________
No
I don’t know
If more than one reason given for applying for a waiver: Which of these was the primary reason your state decided to apply for a waiver?
______________________________________________________________________________
If no federal GEAR UP funds used to provide scholarships (Q6), GO TO 29
GEAR UP Scholarship Policies
Next, we would like to ask about your state’s GEAR UP scholarship that is funded in part or whole using federal GEAR UP funds.
I don’t know
Is this scholarship funded solely using federal GEAR UP funds or partly through federal GEAR UP funds and partly through other sources?
Federal GEAR UP funds only (GO TO 11)
Both federal GEAR UP funds and other funds
I don’t know (GO TO 11)
What are the other funding sources for this scholarship?
The state
Institution(s) of higher education
Private grants
Other: ___________________________________________________
I don’t know
How are these additional funding sources used to support this scholarship? For example, are they used to provide larger award amounts than would otherwise be possible, to provide scholarships to individual students for more years than would otherwise be possible, to provide scholarships to students who are not GEAR UP students, or in other ways?
Provide larger scholarship award amounts
Provide scholarships to individual students for more years
Provide scholarships to more GEAR UP students (e.g., later cohorts of GEAR UP students)
Provide scholarships to students who are not GEAR UP students
To cover potential shortfalls in future years
Other: ______________________________________________________________
I don’t know
In what academic years did your state award scholarships using federal GEAR UP funds, or in what years is your state planning to do so?
2011-12
2012-13
2013-14
2014-15
2015-16
2016-17
2017-18
2018-19
2019-20
2020-21
2021-22
2022-23
2023-24
Future years beyond the 2023-24 school year
I don’t know (if checked, no other response options can be selected)
Does your grantee agency directly inform GEAR UP students about this scholarship?
Yes
No (GO TO 12b)
I don’t know (GO TO 12b)
When are students in your state typically first informed about the availability of this scholarship? (THEN GO TO 13)
Middle school
9th or 10th grade
11th grade
12th grade
I don’t know
Does your agency require your GEAR UP grant partners, including schools, to inform students about the availability of GEAR UP-funded scholarships at any time(s)?
Yes (GO TO 12c)
No (GO TO 13)
I don’t know (GO TO 13)
When does your agency require partners to first inform students about the availability of GEAR UP-funded scholarships?
Middle school
9th or 10th grade
11th grade
12th grade
I don’t know (if checked, no other response options can be selected)
What criteria does/did your FY [earliest in study period] grant use to determine which GEAR UP students receive a GEAR UP-funded scholarship? If respondent asks for clarification: “By ‘GEAR UP-funded scholarship,’ we mean a scholarship that is funded in whole or part through federal GEAR UP funds. By ‘GEAR UP students,’ we mean those you report on in your Annual Performance Reports (APRs).”
Federal eligibility criteria
Under 22 years old
Received high school diploma or equivalent
Accepted at/enrolled in college
Other eligibility criteria
Financial need (such as family income or eligibility for free or reduced price lunch)
Academic achievement or performance
Number of years participated in GEAR UP
Teacher/advisor recommendation
First-generation college student
Enrollment at in-state college
Other: _______________________________________________________
If grantee does not mention all three federal eligibility criteria: A common criterion is often [students being under age 22/receipt of a high school diploma or equivalent/accepted at or enrolled in college]. Is that a criterion you use?
Yes
No Is there a particular reason that you do not take into account this criterion? _______________________________________________________________
Earlier you said that your grant defined “GEAR UP students” as students who [response from Q2; skip question if respondent answered “Don’t know” to Q2]. Can other students, beyond those identified as “GEAR UP students,” receive a GEAR UP-funded scholarship?
Yes
No (GO TO 15)
I don’t know (GO TO 15)
What other students are eligible for a GEAR UP-funded scholarship?
Other students from GEAR UP high schools
Students who participate in TRIO programs
Other: _________________________________________________________________
What are the eligibility criteria for these students?
Under 22 years old
Received high school diploma or equivalent
Accepted at/enrolled in college
Financial need (such as family income or eligibility for free or reduced price lunch)
Academic achievement or performance
Teacher/advisor recommendation
First-generation college student
Enrollment at in-state college
Other: _______________________________________________________
If “yes” to 14, say: For the following questions, we would like to focus on your state’s scholarship policies and practices for GEAR UP students. If any of these policies or practices differ for other students who can also receive GEAR UP-funded scholarships, we will ask about those differences later. For now, please focus on GEAR UP students only.
Do students apply for the GEAR UP scholarship?
Yes
No (GO TO 16)
What do students provide as part of their application?
Verification that they are a GEAR UP student
Transcript, GPA, or other indicators of academic performance
Documentation of financial need (such as FAFSA or eligibility for free or reduced price lunch)
Personal statement
Resume
Letters of reference or recommendation
Other: _______________________________________________________
I don’t know (if checked, no other response options can be selected)
To whom do students apply: your agency or another agency?
Grantee
Agency/organization: ____________________________________________
I don’t know
If “no” to 15: How are students identified, or verified as eligible, for GEAR UP scholarships?
GEAR UP project data, such as student rosters
State administrative data, such as academic achievement in high school, demonstrated financial need, or other student characteristics
GEAR UP staff or teacher recommendations
Other: _______________________________________________________
I don’t know (if checked, no other response options can be selected)
Do all students who [if “yes” to 15: apply and] meet the eligibility requirements receive a GEAR UP scholarship?
Yes (GO TO 18)
No
I don’t know (GO TO 18)
What factors are used to prioritize which eligible students receive a scholarship?
First-come, first-served
Financial need
Academic achievement or performance
Years of participation in GEAR UP
Participation in college access program other than GEAR UP
Teacher/advisor recommendation
First-generation college student
Other: _______________________________________________________
I don’t know (if checked, no other response options can be selected)
Can students receive a GEAR UP scholarship in multiple years?
Yes
No (GO TO 19)
I don’t know (GO TO 19)
Are the eligibility requirements the same in subsequent years as for an initial scholarship?
Yes (GO TO 18c)
No
I don’t know (GO TO 18c)
What are the eligibility criteria in subsequent years?
Satisfactory academic progress
GPA
Financial need
Other: _______________________________________________________
For how many years, or how many semesters, can students receive a scholarship?
The next set of questions focuses on
award amounts and notification and disbursement procedures for the
scholarship funded in whole or part using federal GEAR UP funds.
Do all students who receive a GEAR UP scholarship and are enrolled full-time receive the same award amount?
Yes (GO TO 19a)
No (GO TO 19b)
I don’t know (GO TO 20)
What is the award amount?
$___________________ (then GO TO 20)
What determines students’ scholarship award amounts?
Year in college (for example, freshmen vs. sophomore)
Type of college attended (two-year vs. four-year)
Whether college is in-state vs. out-of-state
Financial need
Academic achievement or performance
Number of years participated in GEAR UP
Other: ______________________________________________________
I don’t know (if checked, no other response options can be selected)
How does [answer from 19b] affect the award amount?
____________________________________________________________________________________________________________________________________________________________
Do students who enroll less than full-time received a pro-rated scholarship?
If so, what award amount do these students receive, or what percentage of the full-time amount do they receive? $___________________
How did your state decide on the scholarship award amount for students?
Used the federal minimum
Used the number of students predicted to be eligible for scholarships divided by the total amount set aside for scholarships while ensuring the federal minimum was met
Other: ___________________________________________________________________
I don’t know
When are students typically notified of their initial scholarship award?
Fall semester of senior year
Winter/early spring of senior year (January – March)
Late spring of senior year (April – May)
Summer after senior year (June – August)
Fall of first expected year of college or later
Other: _______________________________________________________
I don’t know
If students who are not GEAR UP students can receive this scholarship (Q14): Are there any differences in how and when GEAR UP students versus other students are notified about this scholarship?
Yes
No (GO TO 22)
I don’t know (GO TO 22)
What are the differences?
______________________________________________________________________________________________________________________________________________________
When are scholarship funds typically disbursed to students for the initial award year?
Before the end of students’ senior year of high school
The summer before students enter college
Within the first few weeks of students’ first semester of college
During the first semester of college but after the first few weeks
After the first semester of college
I don’t know
What agency or organization is responsible for disbursing scholarship funds?
What documentation or verification, if any, is required to disburse funds to GEAR UP students?
None
Proof of high school graduation
Proof of college enrollment
Proof of unmet financial need
Proof of satisfactory academic performance or “good standing” in college
Other: ______________________________________________________
I don’t know (if checked, no other response options can be selected)
If “yes” to 14 [other students beyond “GEAR UP students” can receive scholarship]: Now, I’d like to ask whether any of your state’s policies and practices for this scholarship, such as the scholarship award amounts, disbursement procedures, or how students are identified for scholarships, differ for GEAR UP students versus other students who may receive a GEAR UP-funded scholarship. For the other students, are there any differences in your state’s policies and practices related to this scholarship?
Yes
No (GO TO 26)
I don’t know (GO TO 26)
What are the differences?
Now we have a few questions about how
your state predicts the funds needed to provide scholarships.
Does your state have a process to predict the number of scholarships likely to be disbursed from your GEAR UP grant?
Yes
No (GO TO 27)
How does your state predict the number of scholarships?
Assume every student served is eligible and will receive scholarship (if checked, no other response options can be selected)
Historical college enrollment rate for GEAR UP students
Historical college enrollment rate for all low-income students in the state
Previous take-up rate for GEAR UP scholarships
State leaders’ opinions, expectations, or expertise about how many students are likely to use scholarships
Other: _____________________________________________________________
I don’t know (if checked, no other response options can be selected)
In a given year, has your state ever had additional federal GEAR UP scholarship funds available to disburse, beyond what you anticipated? If respondent asks for clarification, say “This might be because fewer students were eligible for GEAR UP scholarships than you expected or for another reason.”
Yes
No (GO TO 28)
When your state had additional scholarship funds available, how did you use these funds?
Saved funds for future years
Provided larger scholarship awards than originally planned
Provided scholarships to more GEAR UP students than originally planned
Provided scholarships to individual students for more years than originally planned
Provided scholarships to students who were not GEAR UP students
Other: _________________________________________________________________
Did your state change its GEAR UP scholarship award amounts, eligibility requirements, or the number of years scholarships were offered compared to what you initially communicated to students, schools, or other GEAR UP partners? If respondent asks for clarification: By “partners,” we mean schools and others working on local GEAR UP activities as well as any organizations providing statewide GEAR UP services.
Yes
No (GO TO 29)
I don’t know (GO TO 29)
What changed?
Annual award amount increased
Annual award amount decreased
Scholarships were available for more years per student than originally planned
Scholarships were available for fewer years per student than originally planned
Scholarships were available for more students than originally planned
Scholarships were available for fewer students than originally planned
Other: __________________________________________________________________
How did you communicate this change to partners and to students and their families?
______________________________________________________________________________________________________________________________________________________
I don’t know
Now
we would like to ask about any [if
state uses at least some federal GEAR UP funds to provide
scholarships: other] scholarships,
grants, or tuition waivers in your state to which GEAR UP students
have access.
Other
Scholarships for GEAR UP Students
First, are there any [if state uses at least some federal GEAR UP funds to provide scholarships: other] scholarships, grants, or tuition waivers in your state that are specifically for GEAR UP students or for which GEAR UP students receive priority? If respondent asks for clarification: For this question we are focused on scholarships or grants specifically for GEAR UP students in your state or for which GEAR UP students receive priority, but which are not funded through federal GEAR UP funds.
Yes
No, there are scholarships/grants for which GEAR UP students are eligible but don’t receive priority (GO TO 29b)
I don’t know (GO TO 29b)
Please tell me the name(s) of these scholarships, grants, or tuition waivers. Record all mentioned.
__________________________________________________
__________________________________________________
__________________________________________________
(…)___________________________________________________ (GO TO 30)
Can you describe the non-federal means of providing scholarships to GEAR UP students in your state?
For each
scholarship, grant, or tuition waiver listed in Q29a (if none
listed, GO TO 44)
Now
we would like to collect some information on [the
scholarship /each of the scholarships] you
just mentioned.
If
only one scholarship identified: First
we have some questions about eligibility for this
scholarship/grant/tuition waiver. If
multiple scholarships mentioned: Let’s
start with [name
of first scholarship mentioned in Q29a; then repeat Q30 – Q43
for each additional scholarship].
Who administers this scholarship?
State grantee
Other: ___________________________________________________
I don’t know
Does your state set aside a specific amount of this scholarship for GEAR UP students? For example, does your state set aside a specific amount for each GEAR UP student, a specific overall amount for GEAR UP students each year, or a specific amount over the course of your state’s GEAR UP grant?
Yes, sets aside a specific amount per GEAR UP student
Amount per student? $_________
Yes, sets aside a specific overall amount per year
Amount per year? $_________
Yes, sets aside a specific overall amount over the course of the GEAR UP grant?
Amount? $_________
Yes, sets aside a specific amount determined by: _____________________________
What is this amount? $_________
No, does not set aside a specific amount for GEAR UP students (if checked, no other response options can be selected)
I don’t know (if checked, no other response options can be selected)
Does your GEAR UP grant – that is, your agency or your grant partners – specifically inform GEAR UP students about the availability of this scholarship? If respondent asks for clarification: By “partners,” we mean schools and others working on local GEAR UP activities as well as any organizations providing GEAR UP services statewide.
Yes
No (GO TO 33)
I don’t know (GO TO 33)
When are GEAR UP students in your state typically first informed about the availability of this scholarship?
Middle school
9th or 10th grade
11th grade
12th grade
I don’t know
Is being a GEAR UP student the only criterion for receiving this scholarship?
Yes (GO TO 34)
No
I don’t know (GO TO 34)
What are the other eligibility criteria?
Age
Received high school diploma or equivalent
Accepted at/enrolled in college
Financial need (such as family income or eligibility for free or reduced price lunch)
Academic achievement or performance
Number of years participated in GEAR UP
Teacher/advisor recommendation
First-generation college student
Enrollment at in-state college
Other: _______________________________________________________
I don’t know (if checked, no other response options can be selected)
Can students who are not GEAR UP students receive this scholarship?
Yes
No (GO TO 35)
I don’t know (GO TO 35)
What other types of students are eligible for this scholarship?
Other students from GEAR UP high schools
Students who participate in TRIO programs
Low-income students or students with financial need
Other: _________________________________________________________________
Do GEAR UP students apply for this scholarship?
Yes
No (GO TO 36)
I don’t know (GO TO 36)
What do students provide as part of their application?
Verification that they are a GEAR UP student
Transcript, GPA, or other indicators of academic performance
Documentation of financial need (such as FAFSA or eligibility for free or reduced-price lunch)
Personal statement
Resume
Letters of reference or recommendation
Other: _______________________________________________________
I don’t know (if checked, no other response options can be selected)
To whom do students apply: your agency or someone else?
GEAR UP grantee
Someone else – organization name: _________________________________________
I don’t know
If “no” to 35: How are GEAR UP students identified for this scholarship?
GEAR UP project data, such student rosters
State administrative data, such as academic achievement in high school, demonstrated financial need, or other student characteristics
Staff or teacher recommendations
Other: _______________________________________________________
I don’t know (if checked, no other response options can be selected)
Do all GEAR UP students who [if “yes” to 35: apply and] meet the eligibility requirements receive this scholarship?
Yes (GO TO 38)
No
I don’t know (GO TO 38)
What factors are used to prioritize which eligible students receive this scholarship?
First-come, first-served
Financial need
Academic achievement or performance
Years of participation in GEAR UP
Participation in college access program(s) other than GEAR UP
Teacher/advisor recommendation
First-generation college student
Other: ______________________________________________________
I don’t know (if checked, no other response options can be selected)
Can GEAR UP students receive this scholarship in multiple years?
Yes
No (GO TO 39)
I don’t know (GO TO 39)
Are the eligibility requirements the same in subsequent years as for an initial scholarship?
Yes (GO TO 39)
No
I don’t know (GO TO 39)
What are the eligibility criteria in subsequent years?
Satisfactory academic progress
GPA
Financial need
Other: _______________________________________________________
I don’t know (if checked, no other response options can be selected)
The next set of questions focuses on
award amounts and notification and disbursement procedures for
[scholarship
name].
Do all students who receive this scholarship and are enrolled full-time receive the same award amount?
Yes (GO TO 39a)
No (GO TO 39b)
I don’t know (GO TO 40)
What is the award amount?
$___________________ (then GO TO 40)
What determines students’ scholarship award amounts?
Year in college (for example, freshmen vs. sophomore)
Type of college attended (two-year vs. four-year)
Whether college is in-state vs. out-of-state
Financial need
Academic achievement or performance
Number of years participated in GEAR UP
Other: ______________________________________________________
I don’t know (if checked, no other response options can be selected)
How does [answer from 39b] affect the award amount?
______________________________________________________________________________________________________________________________________________________
Do students who enroll less than full-time received a pro-rated scholarship?
If so, what award amount do these students receive, or what percentage of the full-time amount do they receive? $___________________
When are GEAR UP students typically notified of their initial scholarship award?
Fall semester of senior year
Winter/early spring of senior year (January – March)
Late spring of senior year (April – May)
Summer after senior year (June – August)
Fall of first expected year of college or later
Other: _______________________________________________________
I don’t know
If students who are not GEAR UP students can receive this scholarship (Q34): Are there any differences in how and when GEAR UP students versus other students are notified about this scholarship?
Yes
No (GO TO 41)
I don’t know (GO TO 41)
What are the differences?
____________________________________________________________________________________________________________________________________________________________
When is this scholarship typically disbursed to students for the initial award year?
Before the end of students’ senior year of high school
The summer before students enter college
Within the first few weeks of students’ first semester of college
During the first semester of college but after the first few weeks
After the first semester of college
I don’t know
What agency or organization is responsible for disbursing scholarship funds?
State grantee
Other: ___________________________________________________
I don’t know
What documentation, if any, is required to disburse funds?
None
Proof of high school graduation
Proof of college enrollment
Proof of unmet financial need
Proof of satisfactory academic performance or “good standing” in college
Other: ______________________________________________________
I don’t know (if checked, no other response options can be selected)
Now
I have a few questions about how your agency communicates with GEAR
UP students and their families about financial aid, and about what
information on financial aid your GEAR UP grant tracks.
Communication
about Scholarships and Financial Aid Tracking
First, what modes of communication – if any – does your agency use to inform GEAR UP students or their families about financial aid?
None, all communication comes from partners (if checked, no other response options can be selected)
Print mailings
Emails
Text messages
State website
Social media
Radio or TV
21st Century Scholar Certificates
Other: _____________________________________________________________________
If print mailings or emails checked above: How frequently does your agency send [print mailings/emails] to communicate with students or their families about scholarships for GEAR UP students?
_____ times per year, on average
or
_____ times over the course of the GEAR UP grant
Now thinking about what information – if any – your GEAR UP grant tracks for individual students: Does your GEAR UP grant track… Read each option below.
Yes
No
I don’t know
If some federal GEAR UP funds used to provide scholarships (Q6): Receipt of GEAR UP-funded scholarships
If “yes” to row above: GEAR UP-funded scholarship award amount
For each scholarship/grant/tuition waiver listed in Q29a: Receipt of [scholarship name]
For each “yes” to row above: [Scholarship name] award amount
Total state aid received
Total financial aid, including federal and institutional aid received
Other: ____________________________________________________
Does your GEAR UP grant have access to – and review or otherwise use – students’ FAFSA (Free Application for Federal Student Aid) information?
Yes, has access to FAFSA and uses (GO TO 47)
No, has access to FAFSA but does not use
No, does not have access to FAFSA
I don’t know
Does your GEAR UP grant have access to – and review or otherwise use – any other information on individual students’ financial need?
Yes What other information? ______________________________
No
I don’t know
Will/did your agency track any data on GEAR UP students once your grant ends? If respondent asks for clarification, say “This might be data on students’ college enrollment or financial aid receipt.”
Yes
No (GO TO 48)
I don’t know (GO TO 48)
What data will your agency track for individual GEAR UP students once your grant ends?
If some federal GEAR UP funds used to provide scholarships (Q6): Receipt of GEAR UP-funded scholarships
If at least one scholarship listed in Q29a: Receipt of at least one of the following [scholarship names from Q29a]
Total state aid received
Total financial aid, including federal and institutional aid, received
College enrollment and/or persistence
College completion
Partners
Next to provide context in understanding states’ approaches to the GEAR UP scholarship component relative to how other federal GEAR UP funds are spent, we would like to learn more about your grant partners and the activities and services they provide. In this section, we would like to focus on the partners to which your agency disburses/disbursed federal GEAR UP funds. These partners could include schools and school districts working on local activities as well as any organizations providing GEAR UP services statewide.
Other: ______________________________________________________________
What types of organizations does/did your agency disburse federal GEAR UP funds to? Did your agency disburse grant funds to… Read each option below.
-
Yes
No
I don’t know
Schools or school districts
Institutions of higher education
Other types of organizations
Name(s) of other types of organizations:
_____________________________________________
Next, we would like to ask about services and activities provided through your GEAR UP grant. We are asking about these activities and services to understand how the scholarship component fits into other activities provided GEAR UP grants, including what states may or may not be able to fund if they choose to devote GEAR UP resources to scholarships. For each service or activity, please let us know if it was provided through your GEAR UP grant. If so, we then would like to know if (1) the service or activity is primarily provided by your agency, by your partners, or both, and (2) which of your partners provide this service or activity.
Does your FY [earliest in study period] GEAR UP grant provide [first service/activity below]? If yes: Who primarily provides [service/activity]: your agency, your partners, or both? Read each service/activity below.
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Provided through grant? |
If yes: Provider? |
If partners or both grantee and partners selected: Which of your partners provide? |
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Yes |
No |
I don’t know |
State grantee |
Partners |
Both |
Schools/ school districts |
Institutions of higher education |
Other |
I don’t know |
Direct services to students or families If respondent asks for clarification: By this we mean services such as tutoring, college advising, and financial aid assistance, which may be offered to students or their families |
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Direct outreach for student or school recruitment Activities related to recruiting students or schools to participate in the GEAR UP program |
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Information dissemination/communication, such as print mailings, maintaining the GEAR UP website or social media accounts, and other activities to communicate with students, families, and other stakeholders Activities to disseminate information to GEAR UP program stakeholders including students and their families |
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Staff development or technical assistance Professional supports for educators working with GEAR UP students or schools |
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Curricular reforms or development Activities related to implementing rigorous courses or new academic opportunities to promote high school completion and college access and enrollment |
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Data collection, reporting, or compliance Activities that support collecting data on program operations and outcomes, including responding to federal reporting requirements |
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Other: _________________________________________ |
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Finally,
we want to ask about any challenges that you may have faced related
to your GEAR UP grant. First, I’d like to know how challenging
each of the following has been, and then I’d like to hear
about any other challenges that your grant has experienced.
Challenges
First, how challenging has each of the following been? Please answer “not at all challenging,” “a little challenging,” “moderately challenging,” “very challenging,” or “don’t know/not applicable.” If state requested a scholarship waiver (Q8): We realize some of these topics may not be a challenge because your state requested a waiver from the scholarship requirement. However, we want to make sure we fully understand which challenges affect different states. Please answer “don’t know or not applicable” if appropriate. How challenging is… Read each potential challenge below.
Not at all challenging
A little challenging
Moderately challenging
Very challenging
Don’t know/ not applicable
Tracking how much financial aid individual GEAR UP students receive
Communicating with GEAR UP students and their families about scholarships
Confirming GEAR UP students meet scholarship eligibility requirements
Processing GEAR UP students’ scholarship applications
Disbursing scholarship award payments to GEAR UP students
If some federal GEAR UP funds used to provide scholarships (Q6): Managing federal GEAR UP funds to plan for multiple years of scholarship disbursement
Managing non-federal grant funds to plan for multiple years of scholarship disbursement
If state requested a scholarship waiver (Q8): Requested a waiver for the scholarship component
If state requested a scholarship waiver (Q8): Complying with waiver requirements
Overseeing or working with your GEAR UP partners
Having sufficient funds available for all required GEAR UP activities
Understanding GEAR UP matching requirements
Meeting GEAR UP matching requirements
Collecting or reporting data for GEAR UP Annual Performance Reports
Are there any other challenges that your GEAR UP grant has faced that we did not already ask about, or that you would like to elaborate on?
____________________________________________________________________________________________________________________________________________________________________
What is the greatest challenge that your grant has faced in providing scholarships to GEAR UP students?
____________________________________________________________________________________________________________________________________________________________________
For states that
have received a second GEAR UP grant since 2011; other states skip
to Closing Statement. Finally
I wanted to ask about your state’s more recent FY [Abt
to fill in] GEAR UP grant.
Scholarship
Disbursement among States with Multiple Grants
Is your state currently using, or planning to use, federal GEAR UP funds to provide scholarships through your FY [Abt to fill in] GEAR UP grant?
Yes
No (GO TO CLOSING STATEMENT)
For states that used federal GEAR UP funds to provide scholarships through their initial GEAR UP grant: Do you anticipate any changes in your state’s GEAR UP scholarship processes – such as in scholarship eligibility, application, notification, or disbursement – for this grant compared to your prior grant?
Yes
No (GO TO CLOSING STATEMENT)
What are the main changes you anticipate making?
__________________________________________________________________________________________________________________________________________________________________
Thank
you so much for providing all this information. We really enjoyed
learning more about your state’s approach to the GEAR UP
program and appreciate your time!
If any documents
were mentioned that we need to gather: Earlier you mentioned
[documents], which would be helpful for
me to have to better understand your GEAR UP grant. What would be
the easiest way for me to access these documents?
After we have a chance to process all of
the information you shared with us today, we’ll send you a
brief worksheet asking for some follow-up information, such as [if
applicable: the number of students who received GEAR UP scholarships
and] your approximate grant spending in different activity
categories. The worksheet will be customized based on the
information you shared today and should take no more than 30 minutes
to complete. If you need to consult with others to complete the
worksheet, we would appreciate it if you could do so. After you have
had a chance to look over the worksheet, we would be happy to
schedule a brief call to go over any questions you have on the
worksheet. Just let us know if that would be helpful once you’ve
had a chance to review! Thank
you again!
Closing Statement
| File Type | application/vnd.openxmlformats-officedocument.wordprocessingml.document |
| Author | Jennifer Poulos |
| File Modified | 0000-00-00 |
| File Created | 2021-02-11 |
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