Is it Time to Hire an External Evaluator?
Whether or not to hire an external evaluator can be a difficult decision. On one hand, organizations are focused on providing services to people who need them. On the other hand, evaluation is a valuable tool for getting resources in the door and provides data for making good decisions related to the allocation of resources.
Hiring an external evaluator is the right choice when you need to:
- Provide additional credibility
- Decrease demands on staff
- Compensate for evaluation skills not already in-house
- Gain additional perspective on a program or initiative
- Conduct periodic audits of fidelity
What Differentiates a Good Evaluator from a Great Evaluator?
Great evaluators have the ability to:
- Build the capacity of staff to conduct and manage evaluation
- Develop logic models and theories of change that enable all stakeholders to communicate more effectively about programs
- Develop an evaluation design to determine whether or not a program is having its intended, enduring impact
- Develop measures to determine whether a program is meeting its goals and objectives
- Design easy-to-use data collection forms, procedures, and databases to capture and record data
- Analyze data and present results and recommendations for improving programs based on findings
What Are Key Aspects to Consider When Hiring an Evaluator?
Formal Education. There currently are only a few evaluation degree programs. So, the right evaluator may not have formal education in evaluation. However, lead evaluators generally have an advanced degree and can to provide evidence of continued participation in professional development opportunities to indicate that they are up-to-date on evaluation practices.
Communication Skills. Communication is incredibly important in the evaluator-contractor relationship. During an evaluation, the evaluator is an extension of the organization. Good evaluators can communicate effectively to all groups of vested stakeholders in both written work and oral presentations.
Philosophy. Productive evaluations center on effective collaboration between the evaluator and program staff. Avoid evaluation partnerships in which the evaluator:
- Views himself or herself as having superior expertise
- Does not seek input throughout the process
- Delays sharing feedback until the evaluation is finished
Experience. As with hiring any contractor, choosing one with experience and references is always a better bet. A great evaluator does not necessarily have to have practical experience within the field; however, he or she should have experience conducting evaluations in that field.
What Are Key Questions to Ask Potential Evaluators?
It is always a good idea to interview multiple evaluators before offering one a contract. Conducting interviews with potential evaluators is an effective method not only for evaluating skills, but also determining whether it is the right fit.
Just because someone is a highly-reputable evaluator with a great written proposal doesn’t mean he or she is the best choice for a particular organization—and interviews are particularly effective in determining whether the evaluator and organization have agreeable philosophies.
When interviewing potential evaluators ask questions that help determine whether he or she:
- Has a similar vision for the projectFully understands the program that will be evaluated
- Truly believes the project can be done within the proposed budget
- Feels comfortable with being supervised and directed by you and your staff
- Has conducted evaluations and provided recommendations that have led to notable program improvements
- Will help you disseminate findings
- Has resources to add to your network
- Can complete the project within the specified timeframe
What are Key Points to Consider When Determining Evaluation Costs?
Unfortunately, there is no easy formula for determining the overall cost of an external evaluation. In fact, costs vary significantly by the type and scope of evaluation, and by contractor. It is not unusual for an evaluator to ask for anything from 3-10 percent of the program budget and, in some cases, more.
Ask all potential evaluators to provide you with a detailed budget.
When preparing a budget for a grant proposal or putting your evaluation out for bid, consider:
- Consultant fees
- Consultant travel costs and lodging fees that will occur between the beginning of the project through any post-evaluation dissemination activities
- Administrative costs, which may include:
- Printing
- Postage
- Telephone calls
- Data collection expenses, which may include:
- Meeting spaces
- Transportation for participants
- Refreshments for participant
- Incentive payments for participants
- Cost of staff time needed to support the evaluation
- Dissemination expenses, which may include:
- Printing and binding costs for collateral
- Meeting spaces
What Is the First Step after Hiring an Evaluator?
Once an evaluator has been selected, a written contract or memorandum of understanding must be established. The contract should include a reasonable invoicing schedule and plan to withhold a portion of the fee until after the project is complete. The contract also should clearly outline:
- Scope of the project
- Rights of the consultant and organization related to the data and findings
- Deliverables
- Dissemination plan
- Timetable
References
Iverson, D.C. (1992, May). Choosing and Using an Evaluator.
Juvenile Justice Evaluation Center. Hiring and Working with an Evaluator.
Use of external evaluators: Considerations of scope of services and contract development.
10 Apr 2012



The Alliance for Children and Families believes an organizational culture that supports ongoing evaluation is characteristic of a high-performing nonprofit.