Annex 3 | Template for TOR for Review or evaluation
Annex 3 | Template for TOR for Review or evaluation
This template includes sections required in TOR, main aspects to include in each section, and examples of statements to include. Note that this template should be used in conjunction with the explanation and description in the guidelines, and examples of best practice in Annex 2.
Background information and context
Include history, overall purpose, aims and objectives of the activity being evaluated/reviewed. Include context and main stakeholders involved.
Rational and purpose (of the review or evaluation)
Include why the review or evaluation is being carried out at this time, to whom the results will be reported and how the findings will be used.
Scope (of the review or evaluation)
Include activity(ies) being evaluated/reviewed, time period covered, geographic focus, target groups, issues outside the scope.
The TOR should state which of the five DAC criteria are being assessed, and if any are not to be assessed why not. For example: ‘this evaluation (or review) will assess the efficiency, effectiveness, sustainability and relevance of the activity. Impact will not be considered as the activity is not yet complete and it is too early to assess impacts.’
Objectives (of the review or evaluation)
Include objectives and evaluation questions. Assessing value for money will normally be one objective of the review or evaluation. Such as objective could be worded ‘… to assess whether the activity provided value for money’ and the evaluation questions could be worded ‘How did the activity compare in terms of cost with other comparable activities that have had similar outcomes and impacts?’ and/or ‘Could savings have been made in the activity (without compromising outcomes) through different systems of management, procurement, prioritisation design etc?’.
Methodology
Include approach and principles of the methodology, noting the guiding evaluation principles which will underpin the review or evaluation. For example include some or all of the following: ‘The evaluation (or review) will be guided by the NZAID evaluation principles. The evaluation team will use a participatory approach, work in partnership with … to design and conduct the evaluation and make a contribution to the evaluative capability of …. Evaluative activities will be transparent, and independent’ (Reference: NZAID Evaluation Policy Statement.
Include a requirement that the evaluators/reviewers provide an evaluation plan. For example: ‘The evaluation team should prepare an evaluation plan which will be submitted to …, and will be approved by …. The evaluation plan should include …. The evaluation plan (or a summary of it) should be appended to the report, and the main points of the evaluation plan included in the methodology section of the report’.
Ensure that cross-cutting and mainstreamed issues are considered in the evaluation and review. State that: ‘The evaluation/review will describe and assess how the activity being evaluated/reviewed has addressed cross-cutting and mainstreamed issues of gender, environment and human rights (and conflict and HIV/Aids if appropriate). The contractor will ensure that the evaluation is conducted in a way that incorporates crosscutting issues. Details of how this will be done will be made explicit in the evaluation plan. (Reference: NZAID Screening Guide for Mainstreamed and other Crosscutting Issues) ‘.
Management and governance (of the review or evaluation)
Include the evaluation/review commissioner/client, management and governance arrangements, who will sign off the report, and roles and responsibilities of team leader and team members.
Composition of the evaluation/review team
List the attributes (skills and experience) required of the evaluation/review team and team leader, and responsibilities.
Outputs and reporting requirements
Include outputs, deadlines for submission of evaluation plan and other outputs, milestones for payment, format, content etc of outputs. Include the following statements:
‘The final draft report will be peer reviewed. NZAID will advise the contractor if further work and/or revision of the report is required if it the report does not meet the TOR or the quality is not of an acceptable standard. The final report will be appraised before being considered for public release by NZAID’s Evaluation and Research Committee (ERC).
‘The report, or any part of the report, will be made available publically (e.g. on the NZAID website), unless there is good reason not to do so. Any information that could prevent the release of the report under the Official Information or Privacy Acts, or would breach ethical standards, must be placed in a confidential annex’.
‘The report will comply with NZAID Guideline on the Structure of Review and Evaluation Reports and DAC Evaluation Quality Standards. The NZAID Guideline on the Structure of Review and Evaluation Reports and DAC Quality Standards are available …’.
Follow-up (of the review or evaluation)
Include aspects of how the findings of the evaluation will be discussed and with whom and how outcomes of this process will be followed up.
Sources of written information
Include a list of written material that the evaluation/review team should refer to as part of the review or evaluation. This list should include relevant NZAID guidelines.