The Reviewer Group Template can be accessed only by users with System Administrator access, and it is a basic element in establishing reviewers for your scholarship awarding process. As the name "template" implies, the Reviewer Group Template holds the basic information upon which all Reviewer Groups can be built. It contains:
- The default Reviewer Note
- The default questions and rubrics available for reviewers to use when evaluating applications
- A list of all users with access to the Reviewer portal
Any changes made to the Reviewer Group Template will be reflected on all "attached" reviewer groups in your system.
For information about detaching a Reviewer Group from the Reviewer Group Template, please read about customizing and maintaining reviewer groups.
The Details Tab
The Reviewers Tab
The Questions Tab
The Rubrics Tab
The most important aspect of the Details tab is the Group Reviewer Note. This note will be displayed at the top of the scoring rubrics and questions that reviewers encounter when evaluating every application or applicant in your system. You may wish to use the Group Reviewer Note to remind reviewers of standards; to provide guidance on how to select appropriate candidates; or simply to provide contact information for someone at your institution or organization to contact with questions. Be sure to click the green "Update Group" button when finished to save your changes.
Reviewed - Number of application reviews the user has submitted (this number does not include saved drafts of reviews).
Assigned - All Groups - Number of applications assigned to this user that are visible to them inside their Reviewer Portal. If the user belongs to more than one reviewer group, this is the accumulated total from all assignments made by all groups.
To add Reviewer permissions to an existing user, or to invite a new Reviewer user to your system:
Click on the "Add Reviewers" button.
You may either use the search bar to select existing users in your system, or you may add numerous new email addresses at once by typing each new address on a new line and then clicking the "Add or Invite" button. These users will then appear in your Reviewers list, and will be available to include in any Reviewer Group.
When will the reviewer be contacted by the system?
Once the new Reviewer user has been assigned at least one application for review and the Begin Review Period date for the associated opportunity (or the General Application) has arrived, they will be sent the Reviewer Assignment Notification email alerting them to new reviewing assignments. If the user has never been in the system before, the email will also contain a confirmation link to assist them in establishing their account. No emails will be sent to reviewers unless:
1. the Reviewer has been assigned applications to review
2. the applications are on or past the Begin Review Period date, but the End Review Period date has not yet arrived
To reduce the number of emails sent to these users, the system consolidates all changes to the Reviewer's assignments into one daily "digest" Reviewer email, sent each evening at 3 AM (CST). This is the only time at which Reviewer emails will be sent out by the system.
To withdraw Reviewer permissions from a user:
Simply update the drop-down menu beside their name to "None" and click the green "Update Reviewers" button. When the page reloads, the user should be removed from the list of those with Reviewer portal access. The user will still have an active account in the system - they just will no longer have access to the Reviewer portal or have any evaluations assigned to them.
The Questions tab is where you may include a series of questions that will be asked of your reviewers by default. Just as when building questions for applicants or reference providers, you have a wide range of possible question types to direct towards your reviewers.
- "Why do you feel this applicant is the best choice?"
- "Do you have any concerns about this applicant?"
- "Yes or No: Has this applicant satisfactorily met all requirements for this scholarship?"
2. When the question creation popup window opens, you may create a new question or use one that has already been created:
Creating a New Question (or Set)
a. Type in the question/set name into the Question box.
b. Click "Single Question" to make just one question or "Question Set" to begin creating a question set.
c. Clicking on Single Question or Question Set will allow you to select additional properties for the question. When finished, click "Save Question." This will create the question for you to use on the Reviewer Group Template. To add the newly-created question to the template, continue following the directions below for "Adding an Existing Question."
Adding an Existing Question
Below "Existing Reviewer Questions" you should see a list of all created reviewer questions you have not yet added to the Reviewer Group Template. To add one, click the plus symbol beside the question. Alternatively, to edit a question before adding it, click on "Details" beside any question. When finished, click on the Close button in the upper right corner or anywhere on the darkened portion of the screen to close the window.
3. These questions will now appear on the Questions tab page.
a. Order: You may use the gray bars to drag-and-drop questions to re-order questions.
b. Required: You may click the check box beneath "Required?" to require that a reviewer provide some response before successfully completing an evaluation.
c. Updates: You may click on the "Details" button beside a question to edit the question and/or answers.
d. Removal: You can remove a question from the template by clicking on X button beside the question.
When finished, be sure to click the green "Update Questions" button.
The Rubrics tab is extremely important for the evaluation process as this allows you to determine the default scoring rubrics that will be used by reviewers to generate a score for all applications (or applicants) in your system. Please keep in mind that these will become the default scoring rubrics for all attached Reviewer Groups. If you have special situations with reviewers or opportunities that will not be using the standard scoring rubrics, you will be able to create an "exception" for those cases. Go ahead and enter the most standard rubrics into the Template, and you can break away from the default Template rubrics at a later point.
To create a new scoring rubric, fill in the needed information and click on the green "Create Rubric" button.
- Name - The text or label of the rubric.
- Min Score - The lowest score possible.
- Max Score - The highest score possible.
- Offset - The intervals between scores. For example, an offset of "1" allows 1, 2, 3,4, etc. and an offset of "2" allows 2, 4, 6, 8, etc.
- Weight - If there is an element you would like to carry more overall importance (such as Financial Need or Unusual Circumstances), you may "weight" it by a multiplying factor so that it produces a larger number (and thus raises the overall score for the application/applicant). Please Note: The Weight number is a multiplying factor - it does not calculate percentage value of the total overall score (ie, if you enter 10 it does not mean this score accounts for 10% of the 100% of the applicant's overall score; instead, it will multiply the score by 10). For example, if a reviewer assigns a 3 for Financial Need and that rubric has a Weight of 2, then the student actually receives a 6 for Financial Need. The 6 is then added together with the other rubric scores to produce a sum total. For more information about how Reviewer Scores are calculated, please visit: How is Reviewer Score calculated?
If you would like to adjust or disable a created rubric, click the green "Edit" button beside any rubric.