Adding a Committee

What is a Committee?

Review Committees are developed to streamline the process of reviewing applications. A Committee is a group of reviewers assigned to evaluate and score the same applications. A Committee must be established in order for reviewers to see their assigned applications for review.

Setting up the Committee:

1. Click Review > Committees.
2. Click the blue New Review Committee link.
3. In the new window, fill in Committee Name.
4. Select Committee Type (Proposal or Scholarship).
5. Define Criteria only if using Raiser's Edge (RE) to identify reviewers. Committee members can be filtered using RE Constituent Codes, state of residence and up to three RE Attributes. Criteria filters are not required.
6. Click Selection tab. Potential committee members will populate based on any filter criteria from the Criteria tab. If no filter is created, all approved web users with Reviewer rights will display. Select the committee members by marking the box next to their name.
7. For each reviewer checked:
   1. Add a start date.
   2. Add an end date (this is mandatory).
   3. Select reviewer type:
      • Admin (internal reviewer) - Has full access to all phases of the review process.
      • Lead Scorer (a person outside of the committee who needs to see the progress of the committee).
      • Scorer - Can score an application but does not have access to other’s scores.
      • Reviewer - Can view applications and leave comments but cannot score an application.
      • View Only - Can only view application. Cannot score or see other’s scores.
8. Save and Close.
   

Setting up the Application Group:

After the committee is established, applications can be grouped in such a way that users and reviewers can access only those applications which fit the selected criteria.

1. Click Review > App Group.
2. Click the blue New Application Review Group link.
3. In the new window, fill in Group Name.
4. Add description such as year or grant period.
5. Select Application Type (Proposal or Scholarship).
6. Select the appropriate Application that your committee will be reviewing in the Profile Application field.
7. Optional: On the Criteria Tab, users can define the Profile field from which to draw the specific applications.
8. Click the Selection tab – This menu will populate based on the Profile Application Name selected on the Details tab, filter criteria selected on the Criteria tab (if applicable) and actual application submissions. 
9. Either Select All or select specific applications by marking the box next to the application. The applications chosen in this section will be available to the defined Review Committee for their review and scoring. Note: applications in the Created status will populate here but not show on the portal until officially submitted. Denying Created applications will remove them from the available list.
10. Correspondence sent at this point will go to each applicant in the group.
11. Save and Close.

Reviews tab is where the user will see the applications as they are being reviewed and the scoring for each reviewer. For example, if there are four reviewers, each application will have four reviews, here the user can see what each reviewer has scored as an Admin Role.

Attaching the Review Committee and Reviewers to the Application:

core Process tab allows user to set up the scoring of applications, if applicable. Scoring takes place over one to three rounds. Simply enable Round number and set the parameters for scoring.

1. Click Web Apps.
2. Click the Config menu link on the application line.
3. Click Score Process tab.
4. Use the checkbox to enable round one scoring.
5. Select Score Type (Manual – Yes/No is suggested).
   1. Automatic allows for a non-reviewer scoring to take place after the round has been locked. In an extra-large application cycle, it might be helpful for the first round to be automatic to greatly reduce the number of qualified applicants.
   2. Manual –Yes/No In addition to the ability to score individual fields, this selection allows reviewers to choose yes, no or maybe if they wish the application to move on to the next level
   3. Manual –Score allows users to set a range of scores that reviewers can choose from for a ranking style of scoring.
6. Click Add New and use the drop-down menu to select the Application Review Group just created and the Application Review Committee just created. The count columns will populate automatically.
7. In the grid on this window, the user can see the number of applications, the name of the Review Committee and Committee Count.

Scoring

• If the application is Open-Ended a reviewer and committee can review applications at any time.
• If the application is Cyclical, reviewers must wait until the application is closed before scoring. After the application is closed, the application MUST BE LOCKED TO SCORE SUBMITTED APPLICATIONS. Locking a scoring round prevents other applications being submitted.
• In the screen pictured above, on the Score Process tab, Click the blue Lock link to link this round.
  •  Toggle to lock the application. When locked, applications can no longer be submitted. Any applications that were created but not submitted will be marked Expired. Rounds must be locked to enable reviewing/scoring on cyclical applications. Open ended applications should not be locked.

See this document for instructions in the Spectrum Web Portal (SWP).