As site coordinator, you will monitor the actual programs. You should plan on attending at least the first and last programs, to observe the interaction between the Instructor and participants, to gauge participants’ degree of involvement and enthusiasm, and to consider program improvements for the next series. You should also communicate with the Instructor on a regular basis, to identify problems and address issues as they arise.
For documentation, host librarians should plan complete at least one session report and a Summary Report. These will be essential for reporting back to your System, your funder(s) and, if pertinent) to Lifetime Arts.
You should also plan on carrying out a final interview with the teaching artist to gather his/her perceptions of the series and potential improvements. It is also important to gather feedback from the participants and audience members of the workshops and culminating event. This can be done using a Post-Program Participant Survey and a Culminating Event Audience Survey, distributed and completed during the last sessions and culminating event. These surveys were developed by Touchstone Center for Collaborative Inquiry to evaluate the outcomes of creative aging programs.
Finally, you should document the programs visually, taking about 25 photos per session, which you can then upload them to a Flickr account. These images will be essential for communications, for library promotion, and for sustaining the creative aging programs.
In addition to the ongoing assessment and basic documentation, some sites may be involved in a formal evaluation process carried out by independent evaluators selected by Lifetime Arts or other funders. If your library is participating in that evaluation you will probably be expected to complete a baseline survey and other evaluation components.
Don’t stint on documenting your program. Both visual and written documentation can help in garnering support for future arts education programs and can be used for a wide variety of communications purposes.