Instructions
What Are Project Field Evaluations?
Project Field Evaluations are a compliance and oversight tool used by Devxchange to ensure every grantee is operating transparently and in alignment with its approved grant agreement.
These evaluations confirm that:
- Grant funds are used for charitable purposes.
- The grantee’s work aligns with approved project plans.
- Oversight and direction from Devxchange are clearly demonstrated to the CRA.
This evaluation is in addition to the quarterly reports and annual reports already submitted for the project.
Who Completes the Evaluation
- Project Lead Volunteer (PLV): Oversees the process and ensures the evaluation is completed accurately.
- Grantee: The local organization implementing the project; participates in answering questions and provides signatures.
The PLV and grantee complete the form together during or immediately after a site visit.
When to Complete It #
- Every three years for active projects.
- Earlier, if there are major changes such as:
- New project leadership or location
- Expanded scope or activities
- New partnerships or funding sources
- The evaluation often aligns with the project’s annual renewal for convenience.
How to Complete the Evaluation #
Download the Evaluation Form
👉 📄 Devxchange Grantee Field Evaluation Form (.docx)
During The Field Visit
Meet with the grantee in person to review the project’s activities.
Take 3–5 photos of the project site, staff, and participants (with consent).
Discuss challenges, outcomes, and sustainability plans.
Record clear answers directly in the form.
After The Visit
Review the notes and complete the form digitally.
Ensure all sections are filled in and both the PLV and grantee sign.
Save the completed form as a Word or PDF file.
Submit the Evaluation
Upload the completed form and supporting materials to the Evaluation Submission SmartSheet.
Attach photos, proof of registration (if applicable), or any other supporting files.
