FAQs
Program evaluation is the systematic process of assessing whether a program is working and how well. Using social science research methods, evaluators collect and analyze data to determine a program's merit, track its implementation, and measure outcomes. For organizations running funded programs, evaluation provides the evidence base needed to improve services, satisfy funder requirements, and make the case for continuation or expansion.
Formative evaluation happens during a program's development or early implementation, providing ongoing feedback so that improvements can be made in real time. Summative evaluation happens once a program is more established, generating findings about overall effectiveness — whether to continue, expand, or discontinue. Most multi-year evaluation projects incorporate both: formative evaluation to support learning and adaptation, and summative evaluation to demonstrate impact.
An external evaluator brings methodological expertise and, critically, independence from your program. Federal funders and many private foundations require or strongly prefer external evaluation precisely because findings from an independent party carry more credibility than self-assessments. An experienced evaluator also handles the technical burden and has the expertise to implement the work (e.g., study design, IRB processes, instrument development, data analysis), freeing up your staff to focus on program delivery.
Look for documented experience with programs similar to yours in scope, funding source, and content area. Ask about their approach to data collection, reporting timelines, and how they involve program staff without compromising objectivity. Membership in the American Evaluation Association is a signal of professional commitment. Beyond technical qualifications, the working relationship matters: you'll share data, findings, and sometimes difficult conversations — choose an evaluator you trust and can communicate with openly.
Evaluations typically draw on a mix of quantitative data (surveys, test scores, administrative records, completion rates) and qualitative data (interviews, focus groups, observations). Most rigorous evaluations use both — a mixed-methods approach — because each type answers different questions. Quantitative data shows how much or how many; qualitative data explains why and how. Your evaluator will help you determine the right data sources based on your evaluation questions, timeline, and available resources.
Bringing in an evaluator early, ideally during the proposal or planning phase, gives you the strongest foundation for a rigorous, well-designed evaluation and allows them to help develop measurable goals, a logic model, and a data collection infrastructure from the start. That said, it is rarely too late — evaluators can often work with existing data and establish systems mid-program. For federally funded projects, evaluation planning is often a required component of the grant application itself, making early engagement particularly important.
Negative or mixed findings are more common than most people expect — and more useful than they might fear. A well-designed evaluation surfaces what is not working early enough to make corrections, not just at the end. Good evaluators do not surprise their clients: findings are discussed throughout the process, so there is context for understanding results before any final report. Funders generally look favorably on programs that respond thoughtfully to evaluation findings, including by making data-informed adjustments.
Evaluation findings are shared only as the client directs. Before the evaluation begins, we develop a dissemination plan together that outlines reporting formats, audiences, timelines, and approval processes. Typical deliverables include annual progress reports (often required by federal funders), internal summaries for program staff and leadership, and a final evaluation report. We can also support presentations to stakeholder groups, conference submissions, or manuscript preparation if you wish to disseminate findings more broadly. Often clients attach the formal evaluation report to the federal report as a separate document.
A logic model is a visual representation of how your program is designed to work and how you expect it to unfold in practice — connecting inputs and activities to short-term outputs and longer-term outcomes. It makes the assumptions underlying your program explicit, which is essential for designing an evaluation: you cannot measure whether a program achieved its goals if those goals are not clearly articulated. Federal funders increasingly require logic models as part of grant applications, and evaluators use them as the backbone of evaluation planning. If you do not have one, your evaluator can help you build it.
Both use similar methods — surveys, interviews, observations, and document review — but they serve different purposes. Applied research is investigator-driven: it aims to generate knowledge and contribute to a field. Evaluation is client-driven: it assesses the merit, worth, or value of a specific program to inform decisions. In federally funded projects, the two are often distinct components with separate teams, questions, and reporting lines — and for good reason, since each serves a different function.
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Your level of involvement is agreed upon at the outset. At minimum, you will participate in regular meetings, facilitate access to program data and participants, and review draft reports. Some clients want a more active partnership —co-developing instruments, reviewing data summaries, or contributing to dissemination. Either approach works; what matters is clear communication about expectations from the start. Evaluations are most useful when program staff and evaluators stay in regular contact throughout.
Evaluation costs vary based on scope, timeline, data collection methods, and the complexity of the program being evaluated. Small-scale evaluations may run $10,000–$25,000; comprehensive multi-year federal grant evaluations are typically budgeted at 5–10% of total grant funds. We provide detailed proposals with transparent cost breakdowns, and we are experienced in right-sizing evaluation plans to fit realistic budgets without sacrificing rigor. Contact us to discuss your project and get a sense of what a well-designed evaluation would involve.
Federal education grants — including those funded by the U.S. Department of Education, National Science Foundation, and U.S. Department of Labor — typically require an independent external evaluation as a condition of the award. Requirements vary by program and funding opportunity, but evaluations are generally expected to assess both implementation (Is the program being delivered as designed?) and outcomes (Is it achieving its goals?). Federally funded evaluations often involve Institutional Review Board (IRB) oversight, required reporting to program officers, and alignment with the Government Performance and Results Act (GPRA) or other federal accountability frameworks. Cobblestone has extensive experience navigating these requirements across a range of federal grant programs.
Many federal grant competitions require applicants to include an evaluation plan — and some require a letter of commitment from a named external evaluator. Bringing an evaluator on during the proposal phase allows them to help develop a rigorous, feasible evaluation plan that strengthens your application and positions you for successful implementation if funded. We work with organizations at the proposal stage and provide letters of commitment for competitive grant applications.
A process evaluation (sometimes called an implementation evaluation) asks: Is the program being implemented as planned? It examines participation rates, fidelity to the program model, and quality of delivery. An outcome evaluation asks: Did participants experience the intended changes? It measures whether the program achieved its goals — increased knowledge, improved skills, changed behavior, or other intended effects. Most rigorous evaluations include both, since understanding why outcomes did or did not occur requires knowing how the program was actually implemented.
Cobblestone is a boutique firm that has focused exclusively on education evaluation and applied research for nearly two decades. That means every project is led by senior evaluators with deep subject matter knowledge. We work primarily with education-focused organizations, community colleges, universities, and federally funded programs, which means we understand the specific accountability requirements, stakeholder dynamics, and reporting expectations you are navigating. We bring the rigor of larger firms with the responsiveness of a close, dedicated partner.
Yes. We regularly work with organizations that are implementing their first externally evaluated program. Part of our role is helping clients understand what evaluation involves, what data they will need to collect, and how to build internal capacity for ongoing data use. We also work with experienced evaluation consumers who want a sophisticated partner to push the rigor of their work. In either case, we begin with a thorough planning process to ensure the evaluation design matches your goals and resources.