Monitoring and Evaluation Form
Why do we monitor and evaluate?
The Brelms Trust monitors and evaluates grants to assure ourselves that our money has been spent in the way intended. But more importantly, we hope that by monitoring and evaluating individual grants, we and those we fund can:
- learn from experience;
- record and share our learning and progress made;
- check that work is still wanted, needed and effective;
- identify strengths and weaknesses and plan for the future;
- explain to funders and other interested bodies what has been achieved and how successful the work is;
- provide a testimonial for inclusion verbatim on our website.
We want to promote effective monitoring and evaluation, and see this as an integral part of our interest in building the capacity and promoting the work of the charitable sector in Yorkshire.
What do we mean by monitoring and evaluation?
Monitoring is about collecting information and keeping track of what is going on with your work, so that you know, for example, how many people are attending your training courses, how regularly the community building is being used or what kind of progress your beneficiaries are making.
Evaluation is about using the information you collect to make judgements about your activities and whether they have met your aims. It is often done at the end of, but can be done during, a piece of work.
Monitoring and evaluation will therefore, help you to plan your work more effectively and make sure it is responsive to needs; it will give you continuing feedback and allow you to make changes if necessary, particularly if things are not going as planned. It can act as proof that your project is succeeding and so can be used to support future funding applications.
What do we expect from you?
If you complete your activities before the 12 month period has passed (for example if your event has been held or your equipment all purchased), please send in your report on completion.
Completing Monitoring and Evaluation Reports
You are required to send us a report using the Monitoring and Evaluation Form below, usually at the end of every year of your grant. If your grant is for several years it will be paid by yearly instalments.
Each payment is dependent on our receipt of a Monitoring and Evaluation report which is approved by the Trustees. We will not contact you if the report is approved and the next grant payment will be paid on or around the anniversary of the first payment.
Submitting a satisfactory M&E Report on time will ensure continuity of the agreed grant to your project. However, if the final M&E Report is not submitted by 3 months after the end of the funding period, no future applications will be accepted.
Accounts
It is a condition that we see accounts for each year in which we fund your organisation. Normally these will be audited. We will look at your Report and Accounts posted on The Charities Commission website, so there is no need for you to send a copy of your accounts with this M & E Report. Our grant must be clearly specified in your accounts and please use our full name – The Brelms Trust CIO.
We appreciate that preparation of your accounts may not coincide with submission of your Monitoring and Evaluation report. If this is the case, please forward a copy of your bank statement showing receipt of our grant. This should be sent as an email attachment and not in the post.
If your organisation is small enough to be exempted from having financial records audited or examined independently, then we will accept your own end-of-year financial statement signed by two members of your management committee/Trustees.
Contact Details
The Trust Manager, The Brelms Trust CIO, Stringer House, 34 Lupton Street, Leeds, West Yorkshire, LS10 2QW
admin@brelmstrust.org.uk
www.brelmstrust.org.uk
In your Monitoring and Evaluation reports you should tell us how your project has progressed against the plans and targets you described in your application.
Please provide details. Max 100 words.
