Conflict of Interest and Confidentiality Agreement Administrator Workflow

An internal process can be created to collect Conflict of Interest and Confidentiality Agreements from evaluators.

Create the Process

1. Click Tools in the upper navigation bar, and then click Process Manager.
2. Click Add Process.
   
   
3. Name the process with the year, Conflict of Interest and Confidentiality Forms 20XX, and then click Create Process.
   • Set Visibility to Internal so no one can apply to this process.
   • Start and End Dates can remain open so this process can be used indefinitely.
   • No description is needed since this is an internal process.
     
     
4. Navigate to the LOI tab and click the Form toggle to turn off the LOI stage.
   
   

Apply the Application Settings

1. Navigate to the Application tab and click Choose Form.
   
   
2. Click Create New Form.
   
   
3. Name the new application form, and then click Create New Form.
   
   
4. Click the pencil icon.
   
   
   • The form only needs to include one Question Group, Project Name, as shown below.
     
     
5. Navigate back to the Application page and select Not Using for Due Date and all Automatic Emails (Application) fields.
   
   

Create the Evaluation Form

1. Navigate to Evaluation 1 tab and click Choose Form.
   
   
2. Click Create New Form.
   
   
3. Name the new evaluation form, and then click Create New Form.
   
   
4. Click the pencil icon.
   
   
5. Click Add New Question under the Project Name group, and then click Instruction in the Choose Question Type box.
   
   
6. Enter your instructions, and then click Save Question.
   
   
7. Click Add New Question under the instructions, and then click Radio Button List in the Choose Question Type box.
   
   
8. Enter the applicable Add Radio Button List fields, and then click Save Question.
   
   
9. Click Add New Question under the agreement question, and then click Text Area in the Choose Question Type box.
   
   
10. Enter the applicable Add Test Area fields, and then click Save Question.
    
    
11. Scroll to the bottom of the page and click Add New Group.
    
    
12. Name the new group, and then click Save New Group.
    
    
13. Refer to steps 5-10 above for guidance on how to add questions within the Confidentiality Agreement question group.
    
    

Assign Evaluators

1. Navigate back to the Evaluation 1 tab.
2. Locate the Evaluators field and the select the role your evaluators have been assigned. 
   • If you need to select an additional role, click into the Evaluation 2 tab and use the form from Evaluation 1 to create a second group of evaluators.
     
     
3. Click the Select Evaluators button.
   
   
   • Confirm that all evaluators are selected. If you need to add new users, visit Add a User, and then repeat step 3 to assign the new users to this process.

1. Create a fake organization for grants; this can be your Foundation.
   • For scholarships, create an applicant user profile; this can be your Foundation name. 
2. Click Search in the upper navigation bar, and then click Organizations (GLM) or Users (SLM).
3. Locate the fake organization name and click its name.
   
   
   • For Scholarships, click the Last Name.
     
     
4. Click the Request History tab, and then click Create Request.
   
   
5. Complete the applicable Process and Contact fields, and then click Continue.
   • The process selected should be the current Conflict of Interest and Confidentiality Forms.
     
     
6. Enter the grant cycle year, and then click Application Complete.
   • The new request will be located on the Application Complete workload page.
     
     

1. Navigate to the Dashboard and click the Application Complete workload page.
   
   
2. Check the box next to the request you just manually entered in the Conflict of Interest and Confidentiality Forms process, and then click Batch Options.
   
   
3. Click Assign Evaluators.
   
   
4.  Check the box in the header column to select all Staff Evaluators or check individual boxes for specific Staff Evaluators, and then click Save.
   
   
5. Click Send Email on the Evaluators Saved pop-up message.
   • This sends a new email or existing email template message notifying all of the selected Staff Evaluators of the request to complete the current Conflict of Interest and Confidentiality Forms.
   • Click Close if you prefer to email evaluators  from your organization's email.
     
     
   • The form will appear on the Staff Evaluator Dashboard for them to complete.
     
     
     No automatic emails will be sent to notifying Staff Evaluators that they have a task waiting for them on their Evaluator Dashboard.
6. Return to the Dashboard and click the Application Evaluation Assigned workload page.
   
   
7. On the Application Evaluation Assigned page, the current Conflict of Interest and Confidentiality Forms process will be listed at the top with the note [0/XX] in the Eval 1 column.
   • This allows you to track how many forms have been completed versus how many Staff Evaluator members have been assigned this task.
     
     

Once all Staff Evaluators have completed the forms, close the evaluations. They will still appear on their dashboard for reference but are locked for editability. If you prefer to keep the form editable, leave the form in the Application Evaluation Assigned bucket until all grant requests for the year have been declined and/or approved, and skip the steps below.

1. From the Dashboard, click the Application Evaluation Assigned workload page.
   
   
2. Check the box next to the current Conflict of Interest and Confidentiality Forms.
   
   
3. Click Batch Options, and then click Close Evaluations.
   
   
   • When you are ready to fully close the grant cycle, click Mark as Abandoned.
     • This clears the Evaluator Dashboard for the next grant cycle and keeps data clean when reporting on decisions moving forward.
       
       

The video below provides a brief over of COI and Confidentiality forms in GLM.