Southeast Texas Arts Council

SOUTHEAST TEXAS ARTS COUNCIL

EVALUATION REPORT FORM (ERF) INSTRUCTIONS

Financial information on the ERF relates directly to the original or revised grant application approved for this project.

The ERF is due to SETAC no later than 60 days after the end date of the project. Failure to comply will prohibit action on pending or future applications and cause payment to be withheld on current contracts.

Many of those with the responsibility for submitting Evaluation Report Forms have difficulty understanding how to approach the process. Familiarize yourself with your organization’s grant application. If you do not have a copy of the application, please contact the executive director for a copy. Save all receipts and collect copies of checks as soon as they are written. Keep them in a separate file for your ERF. This will save a lot of time.

When returning the signed contract and revised budget, the grantee promises to use the funds awarded in the way it is stated in the original application. The grantee also promises to provide proof of how the funds have been used. Proof can be in the form of a computer generated report from an accounting software program like Quickbooks or Quicken. For those who do not have access to accounting software, the process can be time consuming and complicated, but it is necessary. SETAC is also responsible and accountable for the funds it allocates to its member organizations. It must be prepared to submit to an audit at any given time by government and other authorities.

The terms of a SETAC grant require a 1:1 match. If your organization was awarded $5,000, for example, you must match it with another $5,000, so that your total project budget reflects $10,000. This can be done in either of two ways:

1. You show how you spent the award from us, and how you spent an equal amount of your organization’s cash.

or

2. SETAC will allow you to match with In-Kind contribution or volunteer time or materials up to 50 percent of your match. In other words, you may show how you spent the total of the award from us, which would be 50% of the total project cost, how you spent 25 percent of your organization’s cash, and how you used volunteer contributions with a value of 25 percent.

Remember, you are only reporting on your project and not on your organization’s entire budget year.

Section A

Applicant Organization Information

1. Organization Name:

Type the legal name of the organization.

2. Mailing Address:

Type the official address of the organization

3. Reported By:

Give the name of the individual who can answer any and all questions regarding the evaluation and financial matters concerning the grant. Please include this individual’s title and daytime telephone number.

4. Address:

List the address and evening telephone number for this individual.

5. Signature of Person Reporting:

The individual completing the ERF should sign and date it.

Section B a.

Geographic Information

Check the appropriate location your project occurred.

Section B b.

Audience Information

Check the one category which best describes the majority of individuals served by the project.

Section B c.

Audience Attendance

Provide the number of people who attended or benefitted from the project.

Section C a.

Marketing, Evaluation, Comments

Use the gray box to explain the marketing activities for the project. If the project targeted any particular group, please explain. Include samples of the marketing used, i.e. posters, flyers, newspaper clippings, etc.

Section C b.

An evaluation process helps to determine the effectiveness of a project. It can provide valuable information about the audience, what aspects were successful, and what aspects need improvement. Please provide samples of the evaluation of the project. Preferably, these evaluations or surveys were completed by members of the audience. They should not be “observations” from the board or those presenting the project.

Section C c.

Include any other material that may show how the project was completed.

Section D

Project Financial Information/Actual

Pages 2 and 3 of the ERF are identical to pages 3 and 4 on the application form. However, the figures you use to complete these pages are the actual figures based on the project outcome and may not match exactly but are expected to come close.

Collect all proof of income generally matching your project’s total expenses. If you are not using a computer generated report, you may have to gather copies of deposit slips or copies of bank statements showing deposits. Be careful to include only those copies that fall within the grant cycle dates. (October 1 to September 30 of the grant cycle year.)

Scroll to the last page of the Evaluation Report Form to the Evaluation Report Summary Sheet. Read the instructions. Study the categories carefully. Determine the number of categories your project has. Print out enough sheets to include all categories.

If your application showed you planned to match your award with membership dues or tickets sales, be sure to use that source of income for reporting. Clearly mark the copy of the bank statement or deposit slip so that it coincides with the Summary Report Sheet. The executive director needs to be able to match page 2 of the ERF to the Summary Report Sheet and to the copies. Please code them in order. Your code for a category of Earned Income would be F1.a1 for Tuition, Class, Workshop Fees, for example, and F1.a4 for Sale of Other Items. Your code for Grants would be Fb.5 to show a grant from Entergy, for example, or code Fb6 for the Foundation of Southeast Texas.

Again, mark that code on the Summary Report Sheet and on the copy of the deposit slip or bank statement. You must have a Summary Report Sheet for each category. Staple each Summary Report Sheet to that category of copies.

1.a. Show all sales of tickets, merchandise, or other earned income.

1.b. Show all government or corporate support.

1.c. Show all other contributions to the project.

1.d. Show any revenue from the last fiscal year used for the project.

2. Provide the total of all income from a through d.

3. Show SETAC’s contribution.

4. Show the total.

5. Show any In-Kind or volunteer support with a dollar value.

6. Show the total of resources of the project.

Section E:

Section E 1.

SETAC does not fund salary support for its member organizations. However, this particular category can be used to illustrate the organization’s match in either cash and/or In-Kind. These categories are broken down into three parts; administrative, artistic, and technical.

Section E 2.

Fees for outside professional services.

Expenses incurred in this category could fall under the SETAC column and/or cash or In-Kind columns.

Section E 3.

Space Rental

Expenses incurred in this category may also be listed in any of the three columns.

Section E 4.

Travel (food & lodging)

While SETAC does not fund expenses for food, it will cover expenses for lodging and meals to accommodate an outside professional.

Section E 5.

Promotion & Printing

SETAC will fund this column.

Section E 6.

Other Operating Expenses

Most other operating expenses are allowed in the SETAC column, but please make note that SETAC does NOT fund hospitality expenses associated with food or beverages, awards, memorials, or scholarships.

Section F:

Below is a sample of a completed Evaluation Report Summary Sheet. Use a copy of this sheet for each category of expense.