Monitoring and Evaluation Guidelines
Monitoring and evaluating your funded project is important not just to us and our donors, but also to your organisation for future planning and funding applications. Being organised to monitor progress from the outset will help you evaluate your work and,
Please take time to familiarise yourself with your end of grant form and the information you will be required to supply – ensure everyone involved knows what is required and when the form is to be returned.
Think about what is being funded and why. If the grant is for a small project within your organisation you need to report on the outcomes of the project itself, not on those of the organisation as a whole.
Outcomes should be linked to the aims of the project, though some may be unexpected! Use/adapt your existing systems and information whenever possible. Examples could include questionnaires, feedback forms, recorded observation, interviews, attendance sheets, and so on.
Examples of the type of information we are looking for is available to download at the foot of this page.
Remember – you have signed a contract (Terms and Conditions form) with the Scottish Community Foundation. Non-return of the Monitoring and Evaluation form may result in your organisation being asked to return funds unaccounted for and prevent your organisation from applying for future grants.
Here are some general hints and tips regarding managing and returning monitoring on time for any grant recipient:
• Share and pass on the monitoring requirements and form with others in your organisation
• Diary return dates for Monitoring and or End of Grant forms (check your Terms & Conditions if you are unsure)
• If you are unclear about what is expected ASK!
• Put systems and good practices in place to collect quantitative data as a matter of course over the lifetime of the project
• Incorporate required monitoring data into feedback forms completed by your users and volunteers.
• Keep copies of all receipts and invoices
• If someone moves on in your organisation, hand the requirements over and inform us of the new contact straight away
• If there are changes to, or problems with a project, talk to the grants team before your report is due – don’t assume you can carry the funding over or use it for other purposes
• Regard the exercise as a positive one. Lessons learned from monitoring and evaluation can feed into your future strategic plans and other funding applications
• Allow good time for posting the report and take copies of completed monitoring forms for your files before you send them to us
• Focus on the outcomes (changes/benefits) achieved through your outputs (activity)
• Do not wait to be reminded or chased for monitoring – it may appear unprofessional, and chasing by the Scottish Community Foundation puts a strain on administrative resources
You can find more hints and tips on our website, or seek help and training through infrastructure organisations such as your local Council for Voluntary Services or Evaluation Support Scotland.
SCVO (to find your nearest CVS): www.scvo.co.uk/cvsnetwork
Evaluation Support Scotland: www.evaluationsupportscotland.org.uk
Charities Evaluation Services: www.ces-vol.org.uk
National Outcomes Project: www.outcomesonline.org.uk (includes free downloads)