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SGC Catalyst Model Iterative and Inclusive Program Design Model: Close the Loop

It is essential to “close the loop” by informing those who engaged in program design – for example, by making public comments on draft guidelines -- how their ideas have or will influence a program or policy. This transparent, open communication shows participants you value and are accountable to their feedback. While there is no best format to “close the loop,” it is crucial to communicate the diversity of feedback you received and how you will use it.

Outcomes

  • Promotes bidirectional communication and information sharing
  • Builds trust between implementers and the community by minimizing misinterpretation of feedback and encouraging collaboration

How to Do This

The following approaches can effectively communicate the diversity of feedback and how the input hasor will be used throughout the grant lifecycle.

Application

  • Check in regularly with all relevant parties to address issues as they arise. If issues arise after releasing the application, consider making changes to respond to applicant feedback and try to keep such mid-application-period changes to a minimum.
  • After collecting, analyzing, and incorporating feedback, create a summary of document changes to ensure all parties understand how the program has evolved since receiving the feedback. For example, SGC published a summary of key changes to the Affordable Housing and Sustainable Communities Program guidelines for Round 7.

Post-application

  • After the application cycle closes, gather feedback from grant applicants and technical assistance (TA) providers to inform the subsequent round of the TA provisions.
  • Conduct applicant surveys or debrief calls to gather feedback on the application process.
  • Report on lessons learned and recommendations for future rounds at the end of each grant application cycle. This reporting creates aformalized a feedback process and ensures there is a written record of feedback to incorporate into the subsequent funding round.

Implementation

  • Hold regular check-ins with grantees to track progress on grant implementation and gather feedback on any elements of program implementation that may be helpful to inform program guidelines, the application process, or the grant implementation activities, such as reporting.
  • Host activities such as peer learning sessions and networking sessions between grantees. Listening to grantees share their grant implementation experience during peer learning sessions can help program staff understand shared successes and challenges throughout grant implementation that may help inform future program design.

Evaluation

  • Offer evaluation technical assistance to help awardees develop an effective framework for data collection and reporting.
  • Empower awardees to co-create evaluation criteria and participate in evaluator selection.
  • Track evaluation findings throughout the grant term and analyze findings to determine opportunities to improve program design, delivery, and implementation.