Recommendation
We recommend that follow-up be performed for students who have signed on to the program but have not participated, and that these contact attempts be documented to demonstrate due diligence.
Management Response
Corrective Action: Management agrees that the corrective action proposed last year was not followed. The GEAR UP Records Manager position was vacant from August 2022 through February 2023 and, as a result, data input was at a minimum. When we began capturing data in November 2022, we fell behind in our data input and we started working with our software representatives (CoBro) to understand and manage our data. In February 2023, we filled our records manager position and that person has received initial and ongoing training. We are now able to understand how to capture and analyze our student data.
To effectively track the services we provide, we employ a combination of methods. We utilize advanced data management systems to track the provision of services. These systems include student profiles, service logs, and attendance records, enabling us to monitor who is receiving services and when. We must generate regular reports that detail the distribution of services across our student population. These reports will help us identify and record students who do not utilize services provided by GEAR UP.
To capture students who are not benefiting from our services, we will conduct thorough monthly data analysis to identify students who are not accessing services, which may be due to underutilization, lack of awareness, or other barriers. Identifying these gaps will be a primary focus. We will attempt to compare a month-to-month list of students to identify those who have not received services. After we compile a list of non-serviced students, we will make every effort to contact the students by improving communication channels with students, parents, and relevant stakeholders to raise awareness of the available services and events. This includes clear and accessible information about the services, benefits, and how to access them.
Timeline of Corrective Action: The in-depth review of student participation began during the latter part of August 2023. This data will be reviewed on a monthly basis indefinitely, to ensure the participation of our students.
Responsible Party(ies): GEAR UP Program Director, Vice President of Academic and Student Affairs; ENMU-Roswell