Interim report for February 1 – May 31, 2027: the first 16 weeks of a 32-week after-school art program for 120 students. One outcome is behind target. It is reported here with its cause and its fix — not in the final report, when it would be too late.
Every reporting form asks the same five things under different headings. This report answers them in order, against the proposal as submitted — same goals, same words, same order.
By December 2027: 96 of 120 students complete a six-piece portfolio; 102 of 120 attend at least 70% of sessions; 84 of 120 report higher confidence on the validated arts self-efficacy survey.
32 of 32 planned sessions held across two studio groups, plus 4 of 8 family evenings. Two March sessions were rescheduled after a burst pipe closed the library room; both were made up within the same month.
Portfolio pace is on track: 88 of 120 students have three or more finished pieces at the midpoint. Confidence is on track: 61% improved on the mid-point survey, against a 70% final target. Attendance is behind — see below.
In April the school district cut the Thursday late bus. 11 students lost their ride to the Thursday session; 9 of them missed three or more sessions before we caught it in the attendance log.
Portfolio reviews in weeks 24 and 32; four more family evenings; the final self-efficacy survey in November; the public exhibition of 120 portfolios on December 12, with the funder invited; the final report due December 15, 2027. The remaining $26,572 of the grant covers the second half exactly as budgeted — no reallocation requested.
Each goal from the proposal, with the target and the actual side by side. A goal is never reworded because it missed, and never dropped from the table.
| Promised outcome (proposal wording) | Target | Actual · May 31 | Status |
|---|---|---|---|
| Complete a six-piece portfolioInstrument · Portfolio rubric, reviewed at weeks 8 / 16 / 24 / 32 | 96 of 120 | 88 on pace3+ pieces finished · 73% | On track |
| Attend at least 70% of sessionsInstrument · Weekly attendance log | 102 of 120 | 94 of 12078% · Thursday bus route cut in April | Behind |
| Higher confidence, arts self-efficacy surveyInstrument · Validated survey, pre / mid / post | 84 of 120 | 73 improved61% at mid-point · final target 70% | On track |
| Hold 64 studio sessions in 32 weeksInstrument · Session log | 64 | 32 held2 rescheduled, both made up | On track |
| Enroll 120 students from the waiting listInstrument · Enrollment register | 120 | 118 active2 withdrawals, seats refilled · waitlist now 85 | On track |
Target: 102 of 120 students attend at least 70% of sessions. Actual at May 31: 94 of 120. Cause: the Thursday school bus route was cut in April, and 11 students lost their ride. Revised expectation: we project 100 of 120 by December — short of 102, and we are telling you now rather than in the final report.
Actual spending against the approved budget, from the accounting system for this grant. Straight-line pace at May 31 is 42% of the year. Any line more than 10% off pace gets a written explanation below the table.
| Line | Approved | Spent to date | Remaining | vs. pace |
|---|---|---|---|---|
| Program director, 0.5 FTE, 12 moRecruitment, scheduling, funder reporting — 20 hrs/week | $24,000 | $10,000 | $14,000 | On pace |
| Teaching artists, 2 × $6,00032 of 64 sessions held · $94 per session | $12,000 | $6,000 | $6,000 | On pace |
| Materials & suppliesPaint, paper, clay, brushes — $40 per student | $4,800 | $2,880 | $1,920 | +44% over pace |
| EvaluationPortfolio rubric, surveys, final report | $2,400 | $600 | $1,800 | −40% under pace |
| Indirect costs, 10%De minimis rate, within the funder's allowed rate | $4,800 | $1,948 | $2,852 | On pace |
| Total | $48,000 | $21,428 | $26,572 | 45% spent |
What changed: $2,880 spent against a $2,000 straight-line pace — $880 over. Why: clay and glaze cost 22% more than quoted, and the spring kiln firing was billed in one invoice instead of two. What we did: held the fall materials order to $1,600 and moved $280 of framing costs to the board's match; the line is projected to close at $4,700, inside budget.
What changed: $600 spent against a $1,000 straight-line pace — $400 under. Why: the final survey and the final report have not run yet; the money is still owed, not saved. What we did: nothing — the $1,800 remaining is committed to the November survey and the December final report.
"I used to think art was for other kids. Now my mom comes to family night and asks which one is mine."
One thing: release of the second installment, $24,000, on schedule. No reallocation, no extension, no scope change is requested. If the installment is delayed, the September family evening moves to October — the program does not stop.