Tracking Data for the GEAR UP Annual Performance Report (And Beyond)


Running a GEAR UP program that supports hundreds or thousands of teenagers at the school or grant level is no easy task. Add the many administrative requirements of GEAR UP funding, including data collection, and that task can become monumental!  

Fortunately, the GEAR UP web-based data system collects the important data necessary for Annual Performance Report (APR) reporting and grant analysis. GEAR UP is used by state and partnership grants across the nation.  

GEARUPUsing imported (or a live data bridge connection) student data from a local Student Information System, a record for each participant containing demographics, course enrollments, and grade results can be created.

This record goes well beyond Federal APR requirements by collecting:

  • college access information
  • storing documents (e.g., college applications)
  • staff advising notes
  • survey responses, and much more

Note that GEAR UP has a built-in survey creation tool with an online survey portal where program participants or their parents can enter their responses.

The GEAR UP system offers a myriad of ways to record attendance for all types of GEAR UP activities, including:

  • tutoring
  • college visits
  • family financial aid workshops and
  • college prep events such as an all-school speaker

GEAR UP facilitates attendance collection and tracking. Automated attendance options, such as scanning student ID barcodes or QR codes, improve data accuracy. Enter names from printed rosters when signatures are essential to collect, and quickly mark all students in a given group (say the 8th graders) as being present. Then remove those few that were absent. Each activity is categorized per APR standards and tracks the number of service hours per attendant.

Knowing who (and details about each person, whether student, family member, or professional staff) has attended what activity, when, and for how long enables dozens of “canned” reports to be easily generated.  

The most valuable report available in the GEAR UP system is the federally mandated APR. All the numbers needed for the APR calculate automatically for increased reporting and evaluation flexibility!

Other detailed reports about participation, academic change, and community partners are available to support local evaluation efforts and make mid-grant program adjustments with the goal of continuous improvement for the benefit of your students and their future. 
Learn more about GEAR UP by booking a demonstration

Phillip Smith

About The Author

Phillip leverages his extensive software and education industry experience to share innovative solutions for many of our valued TransAct customers and partners. As leader of AfterSchool21 and OutOfSchoolTime-Tracker sales, he helps support after-school program administrators in parent pay management and accurate 21APR reporting. Phillip also leads the ActPoint KPI team and the Council of Great City Schools (CGCS) partnership. ActPointKPI supports district and state business leaders nationwide in their efforts to manage costs and drive resources back to where they belong–the classroom.