Texas Even Start Administrative Manual

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June 2004, (Revised January 2008)

Application and Funding

Selection and Use of an Independent Evaluator

Even Start requires that each program provide for an independent evaluation of the program that is to be used for program improvement. Evaluators assist programs in developing an evaluation plan for their program and offer expertise in program management. Evaluators visit programs each quarter. An independent evaluator is not an employee of the grantee. Rather, the independent evaluator is someone outside the grantee’s organization who has experience with and knowledge of Even Start.

Selection of an Independent Evaluator

Programs select an evaluator using the policies and procedures for their organization. There have been numerous inquiries, however, for guidance in the selection of independent evaluators. Here are some items to consider when selecting an evaluator.

Evaluator Orientation. Evaluators must have participated in an orientation provided by Texas LEARNS and have received a certificate for completion of that orientation. Times and dates of evaluator orientations will be announced on the TCALL website.
Identify Potential Evaluators. Texas LEARNS cannot recommend specific evaluators. However, Texas LEARNS does maintain a list of program evaluators/potential evaluators. Other Even Start coordinators are also a source for evaluator information.
Issue a Request for Proposal. Identify your expectations for a program evaluator, then issue a request for proposal to several potential evaluators.
Credentials. Verify the educational background (minimum bachelor’s degree, advanced degrees preferred) of the candidates. Consider Even Start experience. Experience can be as a program evaluator or program coordinator. If you are a new program, it would be beneficial to use an evaluator who has recent practical experience with Even Start programs.
Evaluation Training. Determine if the candidates have been trained in evaluation methods, including data analysis and Even Start program evaluation.
Evaluation Format. Ask to view completed evaluations or an evaluation format that will be used for your final evaluation. Decide if their format matches your vision. Ask the candidates whether program coordinators have an opportunity to preview a draft copy of evaluation reports before they are due.
Meet with the potential evaluators . The evaluator visits your program quarterly. It must be someone with whom you are comfortable having frank discussions about program business. Determine whether the candidates have room in their calendar to add quarterly visits to your program and produce quality reports by the specified due dates.
Cost. Decide whether the quoted evaluation cost fits within your program budget.

Use of an Independent Evaluator

Evaluators can be useful tools in program management. They can often share ideas from other programs. Remember that the grantees are ultimately responsible for meeting the requirements of each program element. Take the initiative to schedule your evaluator’s visits so that time is maximized. In order for an evaluator to evaluate each component of Even Start, he/she must see it. Be sure that evaluator visits include observations of each component, including home visits, and interaction with staff and students. Evaluator visits could also include time with the program director to discuss implementation issues, challenges, or general ongoing program improvement. It is feasible that several visits will be required to satisfy all of the items listed above.

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