WRITING THE ClASS REPORT

Session Objectives

By the end of the session, participants will be able to:

•Describe the purpose of the final report

•Describe the report writing timeline

• Identify effective note-taking strategies

• Identify and demonstrate best practices in ClASS report writing

Purpose of the Report (1)

1. Documents an objective gap analysis

– Lists strengths and weaknesses

–Details findings and recommendations

– Informs work plan

Purpose of the Report (2)

2. Collects and organizes information from local level

3. Facilitates a process for funders and partners to jointly determine readiness and ensure a successful and sustainable transition of programs to local leadership

4. Provides funders and partners with a capacity assessment of the programs they support

5. Identifies existing technical assistance needs and available resources to address those needs

6. Enables technical and organizational strengthening

1. Table of contents

2. Acknowledgements

3. Acronyms

4. Executive summary

5. ClASS assessment findings

6. Capacity building considerations

7. Site report(s)

8. Capacity building workplan

9. Participant list

Report Components

Report Writing Timeline

Note-taking

A good report is only as good as the notes we take!

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Note-taking Strategies (1)

1. Expand your notes as soon as possible

2. Write on the ClASS tool3. Co-conduct interview if possible 4. Leave space to expand notes later5. Take notes strategically6. Use shorthand

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Note-taking Strategies (2)

6. Use quotation marks for direct quotes

7. Use initials to distinguish interviewee comments from yours

8. Distinguish what is confidential9. Cover a wide range of

observations

10.Be sure to take detailed notes during team debriefs as well so that any changes are captured and make their way into the final report.

Note-taking Strategies (3)

Expanding your Notes

• Schedule time to expand notes

• Expand your shorthand to sentences

• Compose descriptive narrative from shorthand and key words

• Identify any questions for follow-up

• Review expanded notes and add final comments

How to Improve? (1)

• Question: What are the necessary resources to support the distance learning activity?• Notes: Staff, computers and an appropriate space.

How could these notes be improved?

How to Improve? (2)

• Question: Has there been participant drop out in the distance learning activity? Why or why not?• Notes: Yes, some due to staff changes.

How could these notes be improved?

• Cite your sources.

• Try to put everything in your own words.

• Do not cut and paste findings and recommendations.

• Pay close attention to job titles that differ slightly between programs or schools. Ask for clarification if necessary.

• Use quotation marks when quoting directly.

Integrity in Your Work

Large Group Exercise

Regarding the NOA, the grantee explained that its financial policies prohibit expenditures of grant funds until all conditions have been lifted. [The University] has significant reserves and, therefore, is able to support the cash needs of [The program] by paying advances first and only drawing federal funds after the conditions have been lifted. [The University] generally allows its funds to be used only for ongoing activities until the NOA is finalized. In these instances payroll continues for existing employees for example, but new hires are not permitted; subcontracts are not signed, etc. A delay in resolving conditions or in finalizing the budget can result in a delayed start for planned activities and unspent funds.

Small Group Exercise

Report Writing Exercise

• Type up your notes each evening.• Write your findings and

recommendations in report format. This will be useful for the debrief, work plan and report.• Avoid using names; use

job titles instead.• Avoid writing in the first

person.

• Make specific recommendations for greatest impact.

Best Practices (1)

Best Practices (2)

• Include verification information to substantiate findings.• Ensure that language and detail reflect whether

recommendations are grant requirements or simply good practice. • Keep sentences concise.• Follow observations by conclusions. • Avoid the use of phrases such as “It appears…” or “It is

unclear…”• Observations should be substantiated during the

assessment, and processes used for confirmation and verification should be documented in the report.

• The primary purpose of the ClASS report is to produce an objective gap analysis detailing findings and recommendations

• To collect the most accurate and relevant information, type up your notes as soon as possible and use your own words.

• Specific recommendations have the potential to make the greatest impact.• Integrity is of utmost importance in writing the ClASS

report. Ask for clarification if needed.• A step-by-step report writing timeline and writing guides

are available to you on www.classtoolkit.org.

Key Points

QUESTIONS?