Under each of the four Calls for Proposals under the Civic Engagement Programme of the Swiss-Croatian Cooperation Programme, one of the mandatory indicators is the aggregated result of surveys measuring citizens’ perceptions of their ability to influence change in their local community. For the Call for Proposals “Contribution of Civil Society Organisations to the Development of Local Communities through Micro-projects”, the survey must be conducted among at least 10 participants in project activities, using the entry and exit survey forms included in the call documentation. Although the number of participants is relatively small, and provided that you, as the Applicant, have not entered higher target values than the minimum requirements, you should be able to fulfil this mandatory indicator without major difficulties.
The first step is planning. Based on the activities planned in your project, it is important to assess where and when it would be most practical to distribute the survey forms (which are a mandatory part of the call documentation and are available in the “Sample Forms-Implementation” folder).
Since this Call focuses on micro-projects intended to benefit local communities, the most practical approach is to involve participants-such as volunteers, local community residents, and employees or volunteers of civil society organisations-at the beginning of training sessions, provided that the beneficiary organisation has included this indicator and the corresponding activity in its project. In general, the beginning of project activities is the most suitable time to administer the entry survey.
It is important to bear in mind that, unless you plan to use an electronic form, for example through Google Forms, and send it to participants’ email addresses, you will need to distribute the surveys in person, using paper forms.
For a sample of 10 respondents, you will need to process all completed surveys question by question and calculate percentages based on the responses, presenting the results in charts where appropriate.
The questionnaire contains five questions using different methodologies: open-ended questions (Questions 1, 3 and 5), a rating scale (Question 4), and a three-option response format (Question 2).
The best solution is to create an Excel spreadsheet tailored to your needs. You can transfer the questions from the survey form into the spreadsheet and add fields for recording open-ended responses, such as participants’ ages, reasons for taking part in the activities, and similar information.
Open-ended responses, in particular, require additional analysis and will need to be categorised and counted afterwards.
Once you have compiled the responses and calculated the percentages for each question-including the open-ended questions on participants’ ages, their reasons for participating in the activities, and their suggestions for activities that are important for local community development-you can consider the first part of the task completed.
At the end of your project activities, you should repeat the procedure using the so-called exit survey questionnaire. Both questionnaires are part of the Call documentation.
The results of the final surveys/research should be compared with the initial survey/research results. Once you have obtained the results, you should calculate percentages, prepare charts and report on the findings in the interim report submitted to the Government Office for Cooperation with NGOs.
Please note that the responses to Questions 4 and 5 in the entry questionnaire should be compared with the responses to Questions 5 and 6 in the exit questionnaire, respectively.
It is always possible to speed up the process by preparing a Google Form containing the questions and sending it to the email mailing list of participants in your project activities.
To do so, you will need to have a list of email addresses of the participants. When collecting attendance sheets for your activities, it is common practice to include an email address among the required details. This brings you one step closer to achieving your goal.
Create your questionnaire using Google Forms by selecting a form with questions and then start designing it.
In the introductory section, in addition to the general introductory text explaining that the survey/research is intended for project participants, we recommend including general information about the Call, such as the name of the Call, reference number, lead applicant’s name, partner organisation(s), project title and date of completion.
Follow the format of the sample questionnaires provided in the Sample Forms – Implementation folder. When designing your questionnaire, make sure to use the appropriate question and response formats, as shown in the sample questionnaires.
If the methodology uses a rating scale from 1 to 5, make sure to use the same scale in your Google Form.
Once you have completed the questionnaire, you can copy the form link and send it by email to the mailing list of all participants in your project activities. In your email, also specify the date and time by which participants should submit their responses.
Google Forms automatically collects the responses in a spreadsheet, where answers are organised by question. This makes it easier to analyse the responses collected from participants in your project activities.
After processing and grouping the collected responses, you can use Excel or Word to create charts and include them in a report presenting the survey/research findings, for example, those of the entry survey.
Everything described above for the entry questionnaire also applies to the exit questionnaire conducted at the end of the project activities.
The only difference is that you will submit an analysis of the results to your project manager. What does this mean? You will compare the results of the initial (entry) and final (exit) surveys and present the findings in a document summarising the research results.
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