Reporting Requirements

Each project funded under this sub-grant is responsible for reporting to HESC three times a year.

Mid-Year Report: The Mid-Year Report, due to HESC annually on March 31, must contain details of the expenditure of sub-grant, matching and institutional funds, a status of goals and objectives for the reporting period (9/1/XX-2/28/XX) and will allow for the request of changes to program design and expenditure plans. Progress against stated project goals must be reported via updated goals and objectives forms.
This report must be in the format approved by HESC.

Final Report: Final Report, due to HESC annually on November 30, must contain a comprehensive listing of expenditures of sub-grant, matching, and institutional funds throughout the contract year (9/1/XX-8/31/XX). A review of the project’s success achieving its annual goals, reported via updated goal and objective forms must also be included.
This report must be in the format approved by HESC.

Federal Annual Performance Report (APR): The Annual Performance Report, due to HESC annually on April 1. Continuation of funding for multi-year grants will depend on the progress made by projects towards their goals and objectives and the fulfillment of commitments made under the sub-grant proposal.

The APR must include a complete budget statement, an assessment of outcomes, a report of students aided by sub-grant activities, as well as a complete report of data gathered by the project. Reports should explain in detail what data will be gathered in the next year and how it will be gathered.

Renewal Application: The Renewal Application, due to HESC annually on May 1. When preparing your budget request document, use the same total budget amount as you did for 2008-2009, however, you may move funds around within your budget if warranted by your program’s 2009-2010 goals and objectives. If you propose a change to an individual budget line that exceeds 10% of last years approved amount – please concisely explain the change to us in your reapplication narrative. The budget forms mirror those you report expenditures on in the mid-year report so they should be familiar to you.
Use the program goals and objectives form for each of your projects primary goals (you articulated these in your original proposal), new goals developed in response to student or programmatic need, and to identify services (objectives) that will be used to support achievement of established goals. Although the goal/objective sheets may take an initial time investment, once they are established in your computer system you’ll find them rather easy to update.

If you are adding a new partner agency to your program, you must describe how the new partner will help your program achieve its goals. You must also contact HESC’s Director of Contract Management, Guy Kane (518-473-5520) immediately so that he can help you assemble New York State required documentation of the new partner.

If you are dropping a partner(s) from your program, you must explain in your narrative, how the role of that partner (services they were delivering) will be satisfied going forward.

Disbursing 2009-2010 funds to you in a timely manner is our utmost priority. We need your help to do this. Please submit complete renewal reapplications to HESC by May 1, 2008. HESC staff will review the applications upon receipt and you can expect follow-up on your reapplication within a business week of submitting your reapplication. Our goal is to complete all needed renewal processes by early July so that we can reasonably expect first payments to be issued right around the beginning of September, 2009.

On behalf of HESC, thank you for your continuing commitment to NYGEAR UP. Should you have any questions about reapplication procedures, please feel welcome to contact Alice Roberson at 518-473-5667 or Cynthia Farmer at 518-486-7482.

Report Formats

Mid-Year, Final Report, Renewal Application and Annual Performance Report (APR) templates below have been approved and provided by HESC for your use. These reports must be completed in the format provided and according to HESC-approved timelines.


NYGEAR UP Final Report: September 1, 2007 - August 31, 2008


NYGEAR UP Mid-Year Report: September 1, 2008 - February 28, 2009


U.S. Department of Education: Annual Performance Report (APR)


NYGEAR UP Renewal Application: September 1, 2009 - August 31, 2010