Baysinger Evaluation LLC.

An Evaluation of the AT&F Scholarship program fundraising processes.

Submitted to CCSD Art Program Facilitator
By: Christina Baysinger Boise State Graduate Student

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Summary
This Report is an evaluation of the fundraising processes by the Art Teachers & Friends (AT&F) Scholarship Program. The art AT&F program was developed in the fall of 2012 by a committee of current and past art teachers from the CCSD school district with support from local businesses and area artists. The goals for the program are to raise funds for a scholarship which will be awarded to a local graduating senior who plans on perusing a degree in the arts and has been an active member of the CCSD K-12 art program. This evaluation will examine the successfulness of the fundraising efforts from the Spring of 2013 and its ability to raise the most amount of money for the scholarship program. As a result of this evaluation, AT&F Committee hopes to develop solutions for improving the programs fundraising efforts and doubling the amount raised in the Spring 2014. This evaluation consisted of collecting data through the method of surveys completed by the public, committee members, and sponsors, to determine the perceived success of the program and attitudes about the raffle event. Data was also used to analyze the value of the donated art as compared to the amount of money received thought the raffle. The AT&F organized an art raffle to take place at the 31st Annual CCSD Art Gala. The event takes place in May and features over 10,000 pieces of artwork from the Districts K-12 students from all 21 schools. This 3 day event was chosen as the main arena for the fundraising efforts because of the high community traffic it receives and its association with the CCSD art program. Subsequently, the state wide Art Symposium takes place 2 weeks prior to the event and takes precedence as another fundraiser. The formation of the AT&F scholarship was under the condition that it would not compete with the fundraising efforts of the Symposium raffle ticket sales which raise money for statewide art scholarships. Because of this, the fundraising by AT&F for a in-district scholarship was limited to raffle ticket sales only taking place during the week of the Art Gala. Through the efforts of the AT&F scholarship committee 40 pieces of artwork were donated by art teachers, local artists, and high school students. The art was displayed at the entrance of the Art Gala and tickets were sold at the door for one dollar each, or 6 for five dollars. At the end of the Gala the Committee had made a total of $735 dollars for the scholarship. Through the process of the evaluation, it was determined that the overall fundraising efforts were not successful in the first year of the AT&F scholarship program. The total amount of money generated from the raffle was only 20% of the estimated value of the donated pieces. There were several instances where opportunities to increase the ticket sales had been missed as well as very little publicity generated for the event and overall program. Based on the responses of program stakeholders and the public, suggestions have be generated to improve the programs efforts in the next years fundraising.

Description
Art Teachers & Friends Scholarship Program was first developed in the fall of 2012 as a way to offer local Campbell County School District art students a scholarship towards the pursuit of a post-secondary degree in the visual arts. The committee was formed by 5 local elementary art teachers, and headed by the district art program facilitator. The name for the program, Art Teachers & Friends Scholarship Program 2

was chosen as a way to include past and present art teachers as well as local businesses and members of the community who support the arts. The program has a one year cycle in which fundraising efforts occur in the spring and are awarded in to a graduate in the following year. The secondary art teachers in the district are not as involved in the program because they are required to participate in a statewide Art Symposium scholarship program. Approval for the development of AT&F program was under the stipulation that the fundraising efforts would not compete with those of the statewide program.

Program Objectives
The goals and objectives for the AT&F Scholarship program were established by the committee based on what they want to achieve within the program. The established objectives are: Effectively raise the most amount of money possible for the scholarship fund Encourage students to pursue the arts as a post-secondary degree Establish a positive rapport with in the community and school district as a well regarded scholarship program To develop procedures for selecting a student who will be awarded the scholarship

Program Components
The AT&F Scholarship program is the first local scholarship created specifically for students who have been actively involved in the CCSD K-12 art program and who plan on perusing a degree in the field of the visual arts. This is a new program and has not yet completed a full year of the program cycle and has yet to complete many of the programs objectives. The AT&F Scholarship program received approval from the Campbell County School District administration to hold a raffle as a method of fundraising for a sanctioned scholarship. The program did not receive approval to accept monetary donations of any kind as part of the fundraising efforts, all money collected must be through the sell of raffle tickets. First, the program had to gain support from local artists by having them donate artwork for the raffle, they received 40 pieces of art. Next, the program needed to create a logo and print 5,000 raffle tickets for the event. The committee decided the 3-day CCSD Art Gala would be a perfect venue for the event because there would be high traffic by the public, several art teachers available to work the raffle, and they already had the venue reserved. The tickets would be sold on Monday, Tuesday, and Wednesday up until the last 20 minutes of the Gala, at which time the winners will you drawn. The winners do not need to be present to win. After the fundraising event the program will decide on the criteria for awarding the scholarship and develop an application process.

Evaluation Method
Participants
Participants of the program evaluation include the six people who are members of the AT&F scholarship committee and the 28 elementary and secondary teachers of the CCSD art program. Due to the small number of stakeholders in the program, every member was given the opportunity to participate in the evaluation through surveys and data collection. There are 32 local artist who donated artwork to the raffle who were also asked to complete a survey about their experiences in the process. Members of the general public who attended the CCSD Art Gala were also asked to give feedback on their perception and experience with the program. Administrators were involved in the development of the program and determining objectives that align with the District policies.

Procedures
The purpose of this evaluation is to determine the success of the fundraising efforts which took place in May of 2013. During the evaluation period, the program continued with the normal running process. General background information about the program was collected by an informal interview with the Program Director. This data included information about the program components, the quantitative data about the fundraiser, and clarification of the programs objectives. The quantitative data for this evaluation was collected through the use of surveys taken by stakeholders and members of the public to gain information on their experiences and perceptions of the program and its procedures. The AT&F Scholarship Committee was monitored for 2 meetings which were held during the evaluation period. The topic of the 45-minute meetings included discussion on the funds raised in the spring and the process to develop the criteria for awarding the scholarship to a graduating senior in May. The evaluator attended both meetings and observed the general proceeding of the committee as well as attitudes and ideas of the committee members.

Data Sources
During the committee meetings, the evaluator collected information about the program, details of the fundraising event, and distributed a survey to all committee members to collect the data on the fundraising efforts of the program. The Evaluator contacted the art donors for the program via email to administer an electronic survey to collect data on their experiences and perceptions of the program. Members of the public who were available to be reached were surveyed via electronic survey link or in paper copy form.

Results
Survey Results
The primary source of data for this evaluation is the participant surveys taken by the committee members, Program Donors, and Public who attended the event. The tables show below present the information that was gathered through the surveys. The numbers shown in the table represent the number of participants that selected each response. 4

AT&F Scholarship Program - Donor Survey

1. How did you learn about the possibility of donating to our organization? Newspaper Friends Social Media Committee Members School District Emails Radio Other (please specify)

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2. How clearly did our organization explain how your contribution will be spent? Extremely clearly Quite clearly 24 Moderately clearly 2 Slightly Clearly Not at all Clearly 3. How clearly did our organization explain our fundraising goals? Extremely clearly Quite clearly 1 Moderately clearly 18 Slightly Clearly 7 Not at all Clearly 4. How much would you estimate was the value of the artwork you donated? 0-$50 4 $50-$100 12 $100-$150 10 $150-$200 More than $200 5. How likely are you to make another donation to the Art Teachers & Friends Scholarship Program? Extremely likely 3 Quite likely 14 Moderately likely 7 Slightly likely 2 Not at all likely 6. How would you most like to receive additional information regarding our fundraisers? E-mail Phone Mail Other (please specify) 26

AT&F Scholarship Program - Public Survey

1. How did you learn about the Art Teachers & Friend Scholarship Program & Fundraiser? (Check all that apply) Newspaper Friends Coworkers Flyers/Posters Social Media Committee Members School District Emails Radio I did not hear about the program until I came to the event for other reasons Other (please specify)

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2. Overall, were you satisfied with your experience at our fundraiser, neither satisfied nor dissatisfied with it, or dissatisfied with it? Extremely satisfied Quite satisfied Neither satisfied or dissatisfied Quite dissatisfied Extremely dissatisfied 4 5

3. How likely are you to attend our fundraiser next year? Extremely likely Quite likely Moderately likely Slightly likely Not at all likely 3 5 1

4. In your opinion, what quality was the level of the artwork donated as prizes for this event? The donated art was not acceptable quality The donated art was acceptable quality The donated art was good quality The donated art was great quality The donated art was exceptional quality

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5. Was the cost of a ticket at our fundraiser too high, too low, or about right? (The cost of tickets was 1 for $1 or 6 tickets for $5) A great deal too high Somewhat too high About right Somewhat too low A great deal too low

8 1

6. How clearly did our organization explain how your contribution will be spent? Extremely clearly Quite clearly Moderately clearly Slightly clearly Not at all clearly 7. How friendly are the staff at our organization? Extremely friendly Quite friendly Moderately friendly Slightly friendly Not at all friendly 1 8 1 6 1 1

AT&F Committee Members Survey

1. Did your organization raise enough money to reach its fundraising goals this year? Half of the committee members answered this question by saying yes the organization did raise enough money to reach its goals while the other half indicated they did not know. This data indicates that half of the committee members were either satisfied with the unsuccessful fundraising efforts, or they were unaware of the goals of the program. 2. To what degree was the fundraising event promoted within the school district and community? The majority of committee members indicated not many people knew about the program or the fundraising event.

3. To your knowledge, to whom was the fundraising event was promoted? Data from this question determined that 60% of the committee members indicated the program was promoted to only elementary students, families and staff. There were several missed opportunities. The high school students, families, and staff received a small amount of event promotion. There was no known promotion in the junior highs, specifically to the general public.

4. Not including the tickets sold at the event, how many raffle tickets were you able to sell for the fundraiser? The survey data indicates there were very few, less than 20 tickets sold beyond the raffle event by most of the committee members. 5. In your opinion, what quality was the level of the artwork donated for this event? The survey data indicates that the quality of the donated art work was considered to be of Great or Exceptional quality by the committee members. 6. How effectively does your team work together? For this question the committee indicated that they work moderately to quite effectively as a team.

Money Raised at Raffle Event . An estimate indicated by survey results and after consulting with the Program Director concluded that the estimated value of the donated artwork was $3600. The total amount raised by the Raffle Event amounted in $735 which means the total amount raised was only 20% of the total amount of the donated pieces. The primary goal of the program is to raise the most money possible for the scholarship and this goal was not met.

4000 3000 2000 1000 0 Estimated Actual Money Value of the Art Raised Amount in Dollars $735 $3,600

According to the survey data collect on how well the program was promoted and advertised prior to the event, there was a gap in the available resources and those which were actually utilized. There were 8 possible advertisement methods listed for making people aware of the scholarship program and only 3 of those methods were used for the event. The primary promotion of the programs event was word of mouth by committee members to a very small group of possible patrons. This data is an indication that there were several missed opportunities to generate interest and participation in the raffle event. This data is illustrated in the following graph

Advertizing Utilized by Program

30 Number of People 25 20 15 10 5 0

How I heard of the Program

The Discussion
The Art Teachers & Friends Scholarship Program held a fundraising Art Raffle Event as a means to raise money for the scholarship program. This evaluation was performed in order to determine whether or not the event was successful. This evaluation focuses on the experiences and perceptions by the committee members, donors, and members of the public who attended the event. A donor survey was given to determine how the program was reaching donors, the value of the pieces donated, and how well the program was communicating objectives. The survey results show that the donors were overall please with the programs fundraising processes, however the objectives of the program were not being clearly communicated. Most of the donors indicated they would be interested in working with the program in future events. From this survey the value of the donated pieces of art was estimated at $3800 for all 40 pieces or between 50-150 dollars for each piece. A survey was administered to members of the public who attended the Gala to determine the attitudes, perceptions and general information about the event. The public indicated that the program had a positive rapport in the community. Through the survey people indicated they were satisfied with the staff, the raffle ticket prices, the quality of the art, and would support the program. The survey indicated there were several missed opportunities by the program to reach the public prior to the event. The members of the scholarship committee also took a survey which gauged their perception of the fundraising efforts. The survey results show that there may have been some unclear goals established within the program.
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The results of this evaluation indicate a general sense of positive esteem for the program by the stakeholders; however, the actual efforts of the fundraiser have proven to be unsuccessful. The goal is for the program to raise at least as much money as the value of the donated artwork, if not more. According to the survey data, the staff admitted there were several missed opportunities for promoting the program as well as selling raffle tickets outside of the Gala. The program has some very strong components already established in its first year of existence. For instance, the quality of the art collected for the fundraiser was considered by all stakeholders to be of great or exceptional quality. The number high quality pieces which were donated to the fundraiser shows the program is held in high regard within the artistic community. The public, donors, and committee members, all expressed a positive attitude and perception of the program and their experiences at the fundraising event. Because of these reasons, the evaluation would indicate this program has potential enough support to continue and improve in the years to come. The evaluation concludes that there are areas of the program which will need to be changed in order to improve the program and meet objectives and goals. First, the program did not sell enough raffle tickets to amount to the value of the donated art pieces. The program needs to improve how it is promoted and advertised within the school district and community to increase awareness and support for the fundraising efforts. Suggested methods for advertizing include local newspapers, social media, school district emails, and radio publicity. Because the raffle fundraising event proved not to be successful, the program may need to consider a different route. Comparable art scholarship programs, such as the Wyoming Art Symposium, use other methods for fundraising in addition to an art raffle. The AT&F program should consider a silent auction for the high value art pieces. A silent auction would create a reserve for each of the pieces of donated art that would guarantee a certain dollar amount is met before the piece to be auctioned off.

Project Costs
The total cost of this evaluation is below. It includes one evaluator for 18 days of work and miscellaneous supplies such as technology, paper, ink, and office supplies. The 18 days included time for developing and distribution of survey materials, analysis of evaluation data, and writing of the Final Evaluation Report. PERSONNEL Christina Baysinger: 18 evaluation days X $500/day OTHER EXPENSES Supplies & Materials TOTAL PROJECT BUDGET EXPENSES COST $9,000

$250 $9,250

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Appendix A: 1. Committee Members survey - https://www.surveymonkey.com/s/6SQK5TD 2. Donor Survey - https://www.surveymonkey.com/s/6RFWFMB 3. Public Survey - https://www.surveymonkey.com/s/6MTR3KP

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