CRM/Portal: Application Review and Scoring with External Reviewers
- Shekar Kadaba
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Version 9.7.0.0
Also known as the Adjudication Process, the purpose of this feature is to manage the Adjudication Committee ranking process for Graduate Applications. In the current implementation, greymatter does not have the ability for Faculty Members/Reviewers to view Program Applications and related documents within the Portal in order to rank them. The intent of the Adjudication Process feature is to allow Admissions Officers to do a preliminary application review to ensure all necessary documents related to the Program are available and to assign the Program Application Package to the Adjudication Committee for review. The expected outcome is to recommend applicants for admission and funding.
The main functional components included in the Application Review and Scoring with External Reviewers/Adjudication Process feature are:
CRM: Set up for System Administrators and Admission Officers
- Maintain master data for Evaluation Criteria and Evaluation Rubrics
- Maintain program versions for Program Version Evaluation Criteria and Program Version Reviewers
- Ability to set up Reminder Configuration for sending reminder emails to Reviewers at specific frequencies
CRM: Program Application Processing Functions by Admissions Officers
- Ability to set 'Review Status' to ‘Adjudication Review’
- Ability to set 'Review Start/End' dates
Portal: Reviewer Functions within the Portal
- View Applicant details
- View Program Applications
- Rank and score Evaluation Criteria and Rubrics if they are within the 'Review Start/End' date range
- View Applicant details if they are outside the 'Review Start/End' date range
Workflows, Cloud Flows, and Plug-ins Built for Partially Automating the Reference Management Feature
- Build Evaluation Criteria records once Program Application 'Review Status' is ‘Adjudication Review’
- Build Reviewer Rubrics and Score Records once Program Application 'Review Status' is ‘Adjudication Review
- Make Program Application 'Review Start/End' date fields mandatory
- Send reminder emails based on CRM settings:
- One email for all Program Applications -
- Criteria: one or more ‘Reviewer Rubric Score’ Status = Pending
- One email for all Program Applications -
- Update ‘Ranking Done?’ to Yes, if all Program Application Evaluation Rubrics Status = ‘Rubrics Rating Submitted’
- Update ‘Reviewer Rubric Score’ record status from Pending to Submitted, if Reviewer Rubric Score is entered/submitted from the Portal
- Program Application Evaluation Score: Calculate ‘Rubrics Rating’ as average of ‘Reviewer Rubrics Score’
- Program Application Evaluation Rating: Calculate ‘Evaluation Criteria Rating’ as average of ‘Evaluation Rubrics Score’
- Program Application: Calculate ‘External Reviewer Rating (%)’ as average of ‘Evaluation Criteria Rating’ converted to percentage value
Frequency Foundry's intent for the Application Review and Scoring with External Reviewers/Adjudication Process feature is that it is used primarily for Graduate Applicants. However, there are no restrictions for the feature to be used for ranking Undergraduate or Doctoral applicants who apply for funding/scholarship and are ranked based on merit.