Worksheet 6 Designing Your Needs Assessment Roles

Decision Points to Consider

1. Who participates in the needs assessment?

   Broad educational partners engagement is important for completing a strong, accurate, and useful needs assessment. CDE staff/contractors, COE staff/contractors, LEA leaders, school leaders, school staff, parents, community members, and/or external partners could participate in the data collection, analysis, and plan development.

2. Does the needs assessment occur off site, on site, or a combination of both?

   Much of the data can be gathered remotely, but it is important to have an onsite discussion (onsite analysis meeting[s]) to interpret data, articulate discoveries, and move toward plan creation.

3. If the needs assessment is on site, how much time is required?

   Based on the scope of the needs assessment, time requirements can vary greatly, from a few hours to several days. At a minimum, one full day should be set aside for onsite analysis and discussion.

4. If the needs assessment is on site, what is the cost?

   The cost can vary depending on a number of factors. Travel, for example, can be expensive, so it is important to keep travel costs in mind for members of the onsite analysis team.

5. What training/capacity building is needed for anyone participating?

   While in-person training is very effective, it can be costly and logistically challenging. In lieu of in-person training, an online Webinar could be used to train and familiarize everyone participating with the needs assessment, including the actual tools and process. Additional training would be required for anyone facilitating the onsite analysis meeting(s).

6. Is there pre-work to be done (e.g., information gathered, compiled, distributed, and reviewed)?

   Pre-work can require a significant commitment of resources (time and money), but usually results in an overall cost savings with more efficient onsite process. Gathering data and then putting the data into an easily digestible format for members of the onsite analysis team are the two largest pieces of pre-work. To save time and encourage rich discussions during the onsite analysis meeting, it is helpful for members of the team to have access to the data beforehand.

7. What is the format for the deliverables/results of the needs assessment?

   The formats for the deliverables will vary, but will often include a summary report of the prioritized key discoveries, as well as suggestions or recommendations for possible goals and action steps to include in the improvement plan.

8. What is the total cost of developing and administering a needs assessment?

   The cost varies greatly, depending on the needs assessment platform, technology, staff hours, and travel. Hiring an external partner to conduct the needs assessment can also increase costs significantly, but may be the right fit for some LEAs.

9. What is the follow-up process for engaging educational partners about the results and discoveries from the needs assessment?

   The discoveries from the needs assessment should be shared with a broad group of educational partners, including the local board of education and COE. The local board could request a workshop about the discoveries, and the COE could regularly follow up on progress.

10. How will the results be used?

    Completing a needs assessment is the first step in the cycle of improvement. The real work begins with using the discoveries to develop an improvement plan (including immediate next steps, milestones, goals, and timelines) and then implementing that plan. Short-cycle and long-range plans are ideal, with periodic analysis of progress and plan adjustments.

11. How are the results connected to plans and funding applications for school or LEA improvement work (e.g., Comprehensive Support and Improvement grants)?

    The discoveries from the needs assessment could be referenced when reviewing and approving improvement plans and applications for funding. All proposed actions and strategies should connect to the initial discoveries or to those in subsequent needs assessments.

12. How can the results inform ongoing monitoring processes?

    COEs could use the needs assessment discoveries in monitoring processes for the LEA.

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Adapted from Using Needs Assessments for School and District Improvement: A Tactical Guide Needs Assessment-Final (PDF).