2.1 How to draft the Terms of Reference
 
The ToRs represent the basis of the contract with the evaluators. They present an overview of the requirements and expectations of the evaluation and are an explicit statement of the roles, resources, and responsibilities of the evaluators and the evaluation client.

ToRs provide detailed answers to the following questions about the evaluation:
  • WHY and for WHOM the evaluation is being done: it identifies the reasons for the evaluation, the purpose and its intended users.
  • WHAT it intends to accomplish: it describes the focus, the scope and the expected achievements.
  • HOW it will be accomplished: it guides the execution of the evaluation and provides a basis for a cost projection.
  • WHO will be involved in the evaluation: it details the stakeholders that will participate in the evaluation.
  • WHEN milestones will be reached and when the evaluation will be completed: it sets a schedule and timeframe.
TORs are often developed in stages. In programme evaluations, stakeholders will focus on purpose and evaluation questions. A further developed version used for recruiting external consultants requires more details about existing information sources, team composition, procedures and products, but may define the methodology and a calendar of activities only in broad terms. The TORs may then be further refined once an evaluation team is on board, through careful review of the purpose and key questions and elaboration of the appropriate methodology.

All the stakeholders involved in commissioning the evaluation should have ownership of the
content of the TOR and agree from the onset to the terms. Stakeholders may have conflicting priorities and unrealistic expectations, therefore the TOR should reflect what it is feasible for the evaluators to accomplish.

The TORs should include:
  • Background information about the project, program, and/or subject to be evaluated.
  • Purpose/objectives and rationale for the evaluation: responding clearly and concisely to the question of why the evaluation is undertaken.
  • List of intended users of the evaluation: the evaluation is designed and carried out around the needs of the primary intended users.
  • The questions to be answered in the evaluation: the questions should be as specific as possible.
  • Principles and approaches that will guide the evaluation (e.g. research ethics, transparency, openness, etc.).
  • The methodology section should detail methods of investigation consistent with evaluation questions, principles and approaches, intended users, budget and time.
  • Stakeholder involvement, roles and responsibilities for all stakeholders: who will be involved, how will they be consulted, who will undertake each of the tasks and how the steps of the evaluation will be completed.
  • The reporting requirements should describe the format, dissemination materials, intended audiences, content, length, format of recommendations, etc.
  • Accurate and detailed estimation of cost of the evaluation: the budget should include personnel per day, travel expense, supplies and equipment, translations, copies, communications, etc.
  • Timeline and milestones: description of the evaluation process: planning, data collection, data analysis, reporting, facilitation of use, reporting and handling.
  • Documents available: lists documents available on the issue and projects that will be helpful for the evaluation.
  • Deliverables: types of reports and workshops that will be expected as a result of the evaluation process.
  • Quality of evaluation reports: standards of quality of evaluation reports--utility, feasibility, accuracy, appropriateness.
  • Evaluation team qualifications: describes the required technical skills, knowledge and experience of consultants, and the specific roles of the team leader, local consultants, etc.
The Evaluation Technical Notes What goes into a Terms of Reference describes the content of a UNICEF TORs. “How to perform evaluation – Model TOR” offers a checklists to prepare your TORs. Examples of Terms of Reference at country level, regional level, global level (sector, theme, instrument) are available in the European Commission’s evaluation website.
 
 Summary
 TOPIC LEARNING RESOURCE AUTHOR TYPE OF RESOURCE LANGUAGE
Key manual/guide What goes into a Terms of Reference UNICEF PDF guide English
  Préparer les termes de référence d'une évaluation F3E/GRET PDF guide
 		 French
         
Checklists How to perform evaluation – Model TOR CIDA PDF guide English
  Termes de référence types d’une évaluation rétrospective décentralisée Agence française de Développement PDF document French
         
Examples Examples of Terms of reference At country level, regional level, global level (sector, theme, instrument) European Commission PDF document English
French
Spanish
 
  Exemples: Termes de reference au niveau pays, région, sectorielle, globale thématique, d'un instrument      
  Ejemplos: Términos de referencia a nivel país, a nivel regional, global sectorial, global temática, de un instrumento