SELF-EVALUATION FORMAT REQUIREMENTS

• MAXIMUM LENGTH: 20 pages, single sided
• NOT LESS than single space text
• NOT LESS than one inch margins on all sides
• FONT SIZE not to go below 10-point
• NO APPENDICES or ANCILLARY MATERIAL will be accepted.
• DO NOT include a budget plan, Annual budget packages will continue to be collected in the fall by NASA Headquarters.
• DO NOT include a proposal for the next five years.

• By the December 31 1998 deadline, please submit one original and 20 bound copies as follows:
  • send 15 bound copies to Liz Ward
    Mail Stop 203, NASA Langley Research Center, Hampton, VA 23681
  • send 5 bound copies and the original to Julius Dasch
    Mail Code FE, NASA HQ, 300 E. St. S.W. Washington, DC 20546
• Binding can be any of several permanent types, your choice. However, PLEASE DO NOT USE staples, paper clips, or other temporary binding because pages tend to come loose and may be lost from the copies.

Rationale

According to Public Law 100-147, the legislation of the National Space Grant College and Fellowship Program, a comprehensive evaluation of the consortia is required every fifth year to determine grant renewal.  The first and only such evaluation took place in 1994.  The second evaluation is scheduled to occur in 1999.

The following excerpt is taken from the Federal Register, Vol. 54.  No. 47  Subpart 4 Space Grant College and Consortium Designation.

Designation of Space Grant colleges, Space Grant college consortia, and Space Grant regional consortia shall be for 5 years.  Designation of Space Grant colleges and consortia may be continued based on a merit review at the beginning of the fifth year.

Methodology

The process will enlist evaluators from Space Grant management, University Affairs Officers, Strategic Enterprise representatives, and representatives from the Space Grant Director's Council.  Evaluation will be based on quantitative and qualitative assessment of how a consortium used its available resources.  That is, a Capability Enhancement State will not be judged by the same quantitative standard as a Designated State that has twice as many resources.

The merit review process will take into consideration the following four elements:

• A collaboratively written comprehensive self-evaluation, agreed on by all affiliate members of the consortium, not to exceed 20 pages in total length.

• Qualitative evaluation of past performance as determined by interaction with consortia from inception to present.

• A comprehensive quantitative analysis of consortium data using the Consortium Management Information System.

• An account of consortium responsiveness to Headquarters and Field Center requests for information and assistance.

When needed, a fifth element will be included as part of the evaluation:

• Site visits to consortia by one or more persons from the Headquarters Education Division, the University Affairs Officers, or the Space Grant staff.

Specific criteria for scoring each element follows:

Criteria for scoring self evaluation package (50%):

• Consortium wide participation in self-evaluation, concrete evidence of such--5%

• Collaboratively written and agreed to self evaluation, evidence of such-5%

• Discussion of Performance--35%
  • Does consortium performance support the national program objectives and the national strategic plan (1996-2000) priorities?

  • Other important criteria for maximum score:
    • fair distribution and timely costing of consortium funds;

    • fair distribution of student awards for member institutions;

    • diversity results;

    • evidence of interdisciplinary projects, courses, etc.;

    • evidence of effort to communicate and establish working relationship with NASA Centers;

    • evidence of fair distribution of consortium funds to member institutions;

    • evidence of fair competition for funding;

    • evidence of fair grievance resolution among member institutions;

    • evidence of sound fiscal responsibility including timely costing, un-liquidated obligations, and timely submission of Federal Cash Transaction Report Standard Form 272-A;

    • evidence of annual meetings with all affiliates to discuss consortium and plan for growth

    • annual conference for students, faculty, administrators to communicate results, share ideas, etc.

• Weaknesses addressed with solutions to overcome-5%

Criteria for scoring CMIS reports (30%):

• All pertinent fields completed and statistics checked for accuracy. Evidence for accuracy should be available upon request (much like an audit).--25%

• 1997 AND 1998 completion of the self evaluation (Goldin Challenge) guidelines. (5%)

Responsiveness to NASA (20%):

• NASA HQ and its representatives will assess and score performance of each consortium over the life of the grant.

• All requests for information that have been tracked with responsiveness will be included, such as, yearly CMIS reports; timely costing; un-liquidated obligations; information surveys; self-evaluation guidelines survey; requests for publications and awards data in 1996, etc.

• Attendance at important national gatherings, such as HQ initiated functions, Director's Council meetings, conferences etc. Director or designated representative of the consortium must attend.

• Maintains current web site for consortium information, maintains consortium response to inquiry during director's absence, designates official to act in director's absence on urgent matters, maintains 24-hour phone line for consortium, etc.

Total Score = Score for Self Evaluation + Score for CMIS Reports + Score for Past Performance + Score for Responsiveness

Projected Timeline

Evaluation Criteria:
• Self-Evaluation Package
  Tentative Submission Date: 1 December 1998 - 31 December 1998

• Evaluation of Past Performance to present
  HQ Management

• CMIS Reports for 1997, possibly 1998
  Submission dates, Feb/March 1998

• Responsiveness to NASA, ongoing

• Site visits (as needed)

Announcement of renewals:  On or before October 1, 1999

Any questions should be directed to Liz Ward, Coordinator for the Evaluation by email e.b.ward@larc.nasa.gov or by phone 757-864-3299