"Best Practices" - Monitoring and Evaluation

Recruitment • Selection • Terms and Conditions of Award • Monitoring and Evaluation

• While time-consuming and perhaps difficult to maintain, statistics tracking representation should be regularly collected and reviewed in all phases of the selection process: numbers of initial requests for information, pre-applications, applications, selections, and acceptances/rejections, as well numbers of participants completing the program and returning home. Analysis of such data over time is the only way for programs to accurately measure the success of efforts to diversify the participant profile, and learn which aspects of the recruitment/selection process, if any, need to be improved.

• In addition to statistical data, programs should regularly solicit input from staff, selectors, and applicants (unsuccessful as well as successful), either through interviews or short questionnaires administered on a regular basis.

• In evaluating the success or non-success of any award, programs should also take into account the impact of the scholarship on family members other than the recipient, including those left behind as well as accompanying spouses, minors, etc. Asking questions about how those individuals fared, during the course of the award and afterward, may well change the initial assessment of the award's impact.

• Programs should make the necessary effort and investment to remain in touch with alumnae/i. The many advantages of this effort outweigh the difficulties and costs involved. Until programs know how grantees have fared in their subsequent professional lives, they cannot assess if the program has fulfilled its mission. alumnae/i are also invaluable and often untapped resources as recruiters for applicants (especially among under-represented groups) and should be enlisted as selectors, as advisors to new grantees preparing to go abroad, and as mentors when they return home.

• At present, few programs have formal alumnae/i networks in place. However, as electronic communications options multiply, even programs with very limited time and funds for alumnae/i activities can create an ongoing communications link to alumnae/i and a way to sustain dialog among past and current participants.

• Success and failure in diversifying fellowship recipients must have consequences for program staff. Funders committed to fairness and equity should be prepared up-front to reward success, and punish failure. Programs that receive no recognition for success in this area may become less vigilant over time; programs that underperform year after year with no negative consequences are unlikely to see any compelling reason to overhaul their procedures.

• Publicity about successful methods within the donor community will help other programs improve their performance and increase the pool of under-represented candidates who can be referred to other appropriate programs.