EVALUATION REPORT TEMPLATE

See explanation of each section below as exported from the text.

Title page:

Section 1: Summary and Introduction

Summary:

Introduction:

Section 2: Background

Background:

Section 3: Description of Evaluation Methods (Methodology)

Purpose of the evaluation:

Evaluation design:

Data-collection instruments used:

Data collection procedures:

Section 4: Discussion of Results

Results:
• The actual results.
• A discussion of the statistical analysis if appropriate.
• Interpretation of results in terms of stated goals and purpose.
 • Explanation of the results.
• Strengths and weaknesses shown in the results.
• Unexpected results.
Optional Section: Costs and Benefits

Section 5: Conclusions and Recommendations

Conclusions:

Recommendations:

Section 6: Summary and References

Summary:

References:
EXPLANATION FROM THE TEXT FOR THE
EVALUATION REPORT TEMPLATE
Title Page and Presentation
Title page: Have a proper title page with the name of the project, the dates of the project
and the date of the report. Include the name of the library and some of the key players, if
appropriate.
Presentation: Begin by setting up a binder or portfolio. Tabs and sheet protectors could
be used to show the labeled and dated material quickly to any requestor. Besides the
narrative report described below, it should contain the following:
• Full descriptions of the evaluation methods
• Copies of questionnaires
• Copies of the data from the questionnaires before the analysis
• The statistical analysis.
• The decisions made
• Changes requested
This report should be kept in the library to document the evaluation project for any
survey activity such as a visit from the JCAHO, or for any stakeholders to review if they
choose to. If you feel that more than a few people will want to see the final archival
report, you should prepare two or three copies to circulate. If the evaluation project
generated different reports for different stakeholders, such as a benchmarking report,
copies of the various reports should be including in the final archival report.
Section 1: Summary and Introduction
Summary: Sometimes called an executive summary, the summary presents an overview
of the evaluation findings in a format that allows the administration to make important
decisions effectively and efficiently. Remember that these are busy people and the more
important they are, the less detail they want to know. Summaries are developed for
different stakeholders and may be included here and/or at the end. If it were an executive
summary, it would go at the beginning. Make this a short summary for people who would
not be reading the whole report. Give the reasons why the evaluation was conducted and
toward whom it is targeted, together with any conclusions and recommendations. The
summary would include:
• What was evaluated
• The purposes of evaluation
• The audience interested in evaluation results
• Any limitations or restraints on the evaluation due to cost or time
 • Major findings and recommendations
Introduction: Introduce the major sections of the report as well as the primary people
involved in the project. Give a statement of the need or purpose of the report, including
any relevant history and dates. Fully identify the project team and any support personnel.
If a benchmarking report, identify the benchmarking partners. This may be specifically
by name or by generally by category. Discuss why the evaluation was conducted and
what it was and was not intended to accomplish.
Section 2: Background
Background: Describe any information that is needed to provide the reader with an
understanding of the background for the analysis, such as who initiated it, why the
process or outcome that was chosen, and what it was meant to achieve. If a needs
assessment, explain why it was done now. Include the library vision and mission that
prompted the evaluation. Describe the customers, the inputs, and outputs. Describe how
your team was structured and the timelines involved. The depth of description will
depend on how knowledgeable the intended audience is about the program. Try to
achieve a balance between leaving things out and burdening the reader with too much
detail.
Section 3: Description of Evaluation Methods
Methodology: Review the methodology and any relevant technical information, such as
how the data was collected and what evaluation tools were used. If appropriate, provide
step-by-step descriptions of what was done. Include examples of instruments in an
appendix. Cover these points:
• Purposes of the evaluation. Describe the purpose(s) of the analysis. This could be
rephrased from the content of the planning document or Logic Model. Examples
might be:
o “The purpose of the study is to determine if there is a need for more
instruction in using the OPAC.”
o “The purpose of the study is to assess the library’s physical collection by
comparing it to like libraries through benchmarking and compare these
results to a survey of users about their opinion about the collection.”
• Evaluation design. Spell out any limitations of the analysis in relation to the
interpretation and generalizability of the data. Also describe any problems with
the reliability and validity of the instruments used in the analysis.
• Data collection instruments used. Describe the various methods you use to collect
your data – questionnaires, interviews, site visits, and so forth. Discuss the
questions you developed to do the evaluation.
• Data collection procedures. Describe the sample used and target population(s)
included in the analysis and the size of the sample. Discuss how the instruments
were used and the timelines involved. For a benchmarking report, discuss how
partners were chosen for site visits or interviews. Describe how the metrics or
indicators for your process or assessment were developed with descriptions of any
 flowchart or fishbone diagrams that were done. Actual diagrams should be
included in an appendix. Include an overview of the primary and secondary
sources (as described in Chapter 4) you used to gather information used in the
process. Refer to details in an appendix containing the printed sources and the
names of people interviewed, if appropriate.
Section 4: Discussion of Results
Results: Spell out the findings from each part of the evaluation. Use graphics (charts,
tables, and so on) to illustrate the information but use them sparingly to increase their
effectiveness. See Chapter 12 for explanations of charts and graphs. After presenting
actual results with an explanation, you present interpretations of their meaning. You
could describe these parts of various sections of the evaluation:
• description of the participants of the evaluation
• the actual results, including the rate of return
• a discussion of the statistical analysis if appropriate
• interpretation of results in terms of stated goals and purpose
• explanation of the results
• strengths and weaknesses shown in the results
• unexpected results
In a benchmarking report, present your charts and graphs with your rank represented.
Explain what your ranking means in relation to the process. Include only the important
findings here and leave other findings to be listed in an appendix. Describe the findings
of the quantitative data developed at the site visit or interview. This is your chance to
explain how the enablers of practice affect a process and why they might be important in
yours.
Optional Section: Costs and Benefits
It is a trend to look at the cost of the evaluation. If you had a budget for the evaluation
and the evaluation’s purpose was to look for cost savings in the process or program, it
would be a good idea to include some commentary here about this issue. Evaluation
projects are not free. This section could cover:
• What was the method used to calculate costs and effects/benefits of the evaluation
project?
• How were costs and benefits defined?
• List costs that were associated with the program and how were costs distributed
(for example, start-up costs, operating costs).
• Were there any hidden costs that might affect future studies? For example, if there
were many in-kind contributions that were not mentioned, it might be thought that
a second study without these could be done for this budget?
• What benefits were associated with the evaluation project?
 • Were there any unexpected benefits?
Section 5: Conclusions and Recommendations
Conclusions: This section and the summary are often the only parts of a report that are
read. This attaches a lot of importance to this section. Conclusions and recommendations
should be stated clearly and precisely. Present your main points in a list format for easy
reading. Make sure that you get your main points across in the opening summary and in
the conclusion.
Recommendations: Present recommendations based upon the results reported in the
previous section. Describe how they were prioritized and rated. Are you continuing,
extending, modifying, or terminating the program? If doing a benchmarking report,
present recommendations based upon best your practices template and the gaps you
found in your own process. Recommend specific improvements and indicate budgetary
requirements. Include the time frame in which you will evaluate the changes made in the
process.
Section 6: Summary and References
Summary: Present a brief "easy to digest" synopsis of the report.
References: Lists the sources reviewed or consulted during the analysis.