ESEAP Preparatory Council/Proposed learning and evaluation plan

ESEAP Hub: Learning and Evaluation Plan

ESEAP Preparatory Council is presenting the following proposed Learning and Evaluation Plan document which will guide the ESEAP Hub in our activities and support the grant application. We would like feedback from the community on the Learning and Evaluation Plan so as to finalise the documents. We understand that everybody has their own wishes and will consider the feedback as much as possible when we finalise the document.

Discussion period: September 18, 2024 – October 31, 2024

Accompanying documents:

• ESEAP Preparatory Council/Proposed theory of change

Goal and Objectives

Overall goal:  Empower and enable communities across the ESEAP region to freely share and access knowledge by addressing communication barriers, building capacity, enhancing decision making and advocating for regional representation.

Key areas of focus:

1. Communications (Translation)
2. Communications (Other)
3. Community Capacity Building
4. Community Decision-making
5. Advocating for ESEAP Representation

Learning Questions and Metrics

1. Communications (Translation)

   Learning Question:  How effectively are translation services supporting inclusivity and access to knowledge across different languages in the ESEAP region?

   Key metrics:

   • Number and percentage of materials translated into key ESEAP languages (languages to be determined)
   • Number of sessions/meetings offering interpretation  
   • Survey responses indicating satisfaction with transitions and impact on participation
   • Growth in participation from communities using translated materials
2. Communications (Other)

   Learning Question:  How effective are the communication strategies in fostering community engagement and knowledge sharing?

   Key metrics:

   • Number of community meetings, conferences and help desk sessions held
   • Attendance rates and geographic/affiliate representation in these events
   • Feedback on the ease of access to financial and programmatic support through meetings and training sessions
   • Increase in community participation and engagement
3. Community Capacity Building

   Learning Question:  How are the training and learning opportunities impacting community capacity and growth?

   Key metrics:

   • Number of help desk office hours and training sessions held
   • Number of participants in capacity-building initiatives (grant writing, mentorship, leadership, etc)
   • Increase in awareness of support mechanisms and key resources
   • Outreach effectiveness in reaching communities without affiliates
   • Creation and distribution of a “Newbies Handbook” and it’s impact on engagement
4. Community decision-making

   Learning Question: To what extent are decision-making processes within the ESEAP Hub transparent and inclusive?

   Key metrics:

   • Frequency and clarity of communication and governance decisions
   • Community awareness and satisfaction with decision-making processes
   • Increase in community contributions and engagement in  decision making platforms
   • Feedback on governance transparency and trust
5. Advocating for ESEAP representation

   Learning Question: How successful is the ESEAP Hub in increasing the region’s presence and influence in global movement discussions and bodies?

   Key metrics:

   • Increase in ESEAP representation in global forums, bodies and conferences
   • Growth in partnerships and networks between ESEAP and other global affiliates
   • Survey feedback on the visibility and impact of ESEAP issues and the global level

Data Collection Methods

Data for the metrics will be collected by the following methods:

• Surveys: Collect quantitative and qualitative feedback from participants, stakeholders and community members
• Interviews: Conduct in-depth interviews with key community leaders, translators and participants in various initiatives
• Event attendance records: track participation in meetings, conferences, global bodies and training sessions
• Document review: Analyse meeting minutes/notes, communication plans, and governance decisions for transparency and inclusivity.

Timeline

Year 1:

• Establish baselines for key metrics
• Implement initial surveys and feedback mechanisms
• Reassess translation services (at 6 and 12 months) and adjust strategies based on feedback

Year 2-3:

• Continue monitoring progress towards goals
• Adjust activities and inputs as needed
• Expand the scope of activities (eg, local meetups, new campaigns) based on Year 1 findings.

Reporting and reflection points

It is crucial to build in reflection points to review progress, and for reporting to ESEAP and global communities:

• Quarterly reports: Summarise progress on key metrics, identify challenges and adjust strategies
• Annual evaluation: Comprehensive review of progress towards the goals, impact assessment and recommendations for future activities.
• Community feedback: Incorporate feedback into ongoing activities and decision-making processes