Selecting an External Evaluator: Know Your ABC’s

It doesn't matter if you're seeking an external evaluator because you're participating in a program that requires one or because you have too much on your plate to handle program evaluation by yourself. In either case, you're faced with the task of making a selection that can have significant impact on the success of your program and its future. Of course you will want to choose wisely, so make sure you consider the following ABC's:

• Availability. How available is the external evaluator to take on your project? Of course you want someone with experience, but you also want someone who has enough time available to handle your project in a professional manner and to work with you throughout the year. Just because an evaluator accepts your contract does not mean that she really has time for it. Ask how many other projects the evaluator will be working on, and ask how she will ensure having sufficient time to give your project the attention it deserves.

• Background. What experience has the evaluator had with projects like yours? How much specific evaluation experience has she had? How much formal education in evaluation and data analysis has the evaluator received? What experience has the evaluator had in education or working with non-profit agencies? You need someone with experience working as an evaluator, but you also need someone with good general background in your field – especially in fields where the evaluation data exists within a very complex context, such as the educational system. Someone who has not worked in your field or in a similar context may have trouble meeting your needs. Avoid both of these common mistakes when selecting an evaluator: (1) hiring a well-known educator or scholar who has little or no experience in evaluation, and (2) hiring someone with evaluation experience but no background in working with non-profits or schools or other organizations like yours.

• Cost. How much will the evaluator's services cost? Evaluator fees vary tremendously. A high fee does not necessarily mean better service, but since most professional evaluators are in private business, they seldom can command high fees unless they are in demand. On the other hand, someone offering services at a bargain basement rate is probably not in demand and the reason for that may be related to the quality of his work. You need to be wary of both high and low fees. A reputable evaluator will be able to explain her fees and will be more than happy to provide you with an itemized breakdown on your request. Bear in mind also that some evaluators are open to negotiation. If your budget won't allow a fee as high as the one quoted, you can suggest a modification of work in exchange for a reduced fee.  For example, you might be able to administer some surveys yourself or take other measures to reduce the number of on-site visits required of the evaluator. Not all evaluators are amenable to such modifications, but it never hurts to ask.