Nonprofit Program Evaluation and Learning System

Program evaluation transforms data into organizational learning. This annual review ensures the evaluation system is rigorous enough to generate credible evidence, practical enough to guide decisions, and aligned with funder reporting requirements.

Industry: Nonprofit
Frequency: Annually
Estimated Time: 4-6 hours
Role: Program Director / Evaluation Lead
Total Items: 29

Theory of Change and Logic Model

Review theory of change.

Theory of change or logic model current for all major programs?
Theory of change grounded in research evidence or practice wisdom?
Program staff understand and can articulate program theory of change?
Theory of change reviewed annually for continued validity?
Program theory of change aligned with key funder frameworks?

Data Collection Systems

Review data collection systems.

Specific, measurable outcome indicators defined for each program goal?
Validated data collection tools (surveys, assessments) in use?
Data collected consistently by all staff using same tools and processes?
Informed consent for data collection from participants obtained?
Data quality checks conducted before analysis?

Outcome Analysis

Verify outcome analysis quality.

Outcomes compared to baseline or pre-program measures?
Comparison group or counterfactual considered in analysis?
Outcome data disaggregated by demographics to identify equity gaps?
Statistical analysis conducted to assess significance of outcomes?
Unexpected or negative outcomes documented alongside positive outcomes?

Learning Integration

Integrate evaluation into learning.

Evaluation results discussed with program staff for learning?
Program adjustments made based on evaluation findings?
Board receives program outcome data regularly?
Culture of learning from failures as well as successes present?
External evaluation conducted at least every 3-5 years for major programs?

Funder Reporting Alignment

Align evaluation with funder reporting.

All funder-required metrics tracked in evaluation system?
Grant reports supported by evaluation data (not anecdote only)?
Consistent outcome metrics used across similar program types for comparability?
Form 990 Part III program accomplishments aligned with evaluation data?

Evaluation Capacity

Assess organizational evaluation capacity.

Staff have adequate evaluation and data analysis skills?
Evaluation budget adequate for data collection and analysis activities?
Data management system adequate for evaluation needs?
Budget for external evaluation consultants for major evaluations?
Formal continuous improvement process integrating evaluation findings?

Related Nonprofit Checklists

Related Program Delivery Checklists

Why Use This Nonprofit Program Evaluation and Learning System?

This nonprofit program evaluation and learning system helps nonprofit teams maintain compliance and operational excellence. Designed for program director / evaluation lead professionals, this checklist covers 29 critical inspection points across 6 sections. Recommended frequency: annually.

Frequently Asked Questions

What does the Nonprofit Program Evaluation and Learning System cover?

This checklist covers 29 inspection items across 6 sections: Theory of Change and Logic Model, Data Collection Systems, Outcome Analysis, Learning Integration, Funder Reporting Alignment, Evaluation Capacity. It is designed for nonprofit operations and compliance.

How often should this checklist be completed?

This checklist should be completed annually. Each completion takes approximately 4-6 hours.

Who should use this Nonprofit Program Evaluation and Learning System?

This checklist is designed for Program Director / Evaluation Lead professionals in the nonprofit industry. It can be used for self-assessments, team audits, and regulatory compliance documentation.

Can I download this checklist as a PDF?

Yes, this checklist is available as a free PDF download. You can also use it digitally in the POPProbe mobile app for real-time data capture, photo documentation, and automatic reporting.