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  1. Foundant Technologies
  2. Grant & Scholarship Lifecycle Manager
  3. GLM & SLM - User Workflows
  4. GLM & SLM - Admin - Evaluations

Configure an Evaluation Stage

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An evaluation stage allows an administrator to assign users to review specific requests in a process in Grant Lifecycle Manager (GLM) or Scholarship Lifecycle Manager (SLM). Evaluation stages enable administrators to add evaluation forms, assign evaluators to processes, and configure automatic email notifications for evaluators. There are three evaluation stages available: one in the LOI stage and two in the Application stage.

Once an evaluation stage is enabled, an administrator will be able to add an evaluation form, assign evaluators to the process, and set up automatic email templates to notify evaluators when a request is assigned to them. 

The LOI evaluation stage setting needs to be turned on before forms can be created or assigned. Contact Support to turn on the LOI evaluation stage.

Administrators can disable the ability to download print packets, files uploaded to the Documents tab, or any file included in the form evaluators are assigned to evaluate in site settings. In SLM, administrators can hide applicants' contact information, such as address, email address, and phone number, from evaluator view in site settings.

User Role: Administrators managing evaluation processes and reviewer assignments.

When to Configure an Evaluation Stage:

  • Enable peer review of LOI or application submissions before making funding decisions.
  • Set up multiple rounds of evaluation, such as an initial screening evaluation followed by a final decision evaluation. 
  • Add evaluators to a process and assign them to review specific requests. 
  • Configure evaluation options such as shared evaluations, anonymous peer review, or side-by-side evaluation views.

To enable an evaluation stage, navigate to the process in Process Manager and toggle the evaluation form on.

  1. Click Tools on the upper navigation bar, and then click Process Manager.
  2. Click the process name.process name
     
  3. Click the Application stage, and then click Evaluation 1.
    • To use the LOI evaluation, click the LOI stage, and then click Evaluation.
    • Evaluation 2 is also available in the Application stage to allow for flexible evaluation processes.
      • If applicable, click the Evaluation 2 tab within the application stage to enable the second evaluation stage. application stage and evaluation 1 stage
         
  4. Click the Form toggle  to enable the evaluation stage.toggle
     

Typically, Evaluation 1 is used to reduce the total number of applications while Evaluation 2 is used to make final approval decisions.

  • Alternatively, Evaluation 1 is assigned to a group of evaluators while Evaluation 2 is assigned to a group of board members.
    • Additional details on the difference between the evaluator role and the board member role are available in User Roles Defined.

To add or remove evaluators from a process, access the evaluation stage in Process Manager and select evaluators from the available user roles.

  1. Click Tools on the upper navigation bar, and then click Process Manager.
  2. Click the process name.
    process name
     
  3. Click the applicable stage, and then click the applicable evaluation stage.application stage and evaluation 1 stage
     
  4. Select the evaluator role from the drop-down menu.
    • The user roles that can complete an evaluation are administrator, board member, and evaluator.evaluator role
       
  5. Click the Select Evaluators button.select evaluators button
     
  6. Select the boxes next to the evaluator names to include in the pool of evaluators, and then click Save Selection.check box and save selection button
     
    • In GLM/SLM, evaluators can be unassigned from the User Summary page or the Evaluation Summary page. In Universal Application, evaluators can be unassigned from the Evaluation Summary page.

Once evaluators have been added, assign them to any application in this process for review. If a specific evaluator does not appear on the list of evaluators, verify the following:

  • The user account has been created.
  • The user role is correct.
  • The user account is active.
  • The user has been added to the pool of evaluators within the correct process stage.

When the Share option is checked for an evaluation stage in a process, evaluators will be able to view their peers' evaluations for LOI or Application stages while the evaluation period is open.

To enable shared evaluations so evaluators can view their peers' responses, check the Share box in the Evaluators section of the evaluation stage.

  1. Click Tools on the upper navigation bar, and then click Process Manager.
  2. Click the process name.process name
     
  3. Click the applicable stage, and then click the applicable evaluation stage.application stage and evaluation 1 stage
     
  4. Check the Share box in the Evaluators section of the Evaluation tab.
    share check box
     
Shared evaluations must be selected separately for each evaluation stage in the process. They do not have to be the same for each evaluation stage within the same process. Selecting the share evaluations option will not affect board members' ability to view closed evaluations.

 

View Shared Evaluation Scores

When the Share option is enabled for an evaluation stage, evaluators can view shared evaluation scores form their peers once multiple evaluations have been submitted. Shared scores appear while evaluators are viewing the evaluation form.

To view shared evaluation scores from other evaluators, use the List button next to each question on the evaluation form.

  1. Click the List button next to a question name.
    list button
     

All of the scores submitted by other evaluators will be displayed for evaluators.evaluation scores

 

If the Share option for an evaluation stage has been selected, the Anonymous option can also be selected. Selecting the Anonymous option means that when evaluators view other evaluators' responses, they will not see those evaluators' names. Instead, they will see the evaluators listed as Evaluator #1, Evaluator #2, etc.

To enable anonymous peer review so evaluator names are hidden from shared evaluations, check the Anonymous box in the evaluation stage settings.

  1. Click Tools on the upper navigation bar, and then click Process Manager.
  2. Click the process name.process name
     
  3. Click the applicable stage, and then click the applicable evaluation stage.application stage and evaluation 1 stage
     
  4. Check the Anonymous box.anonymous check box
     
If the Anonymous option is to be used for all evaluation stages, it must be selected separately for each stage.

Side-by-side evaluations allow the user evaluating a form to view the evaluation on one side of the screen with the LOI or Application on the other side. This method creates a more efficient experience for those evaluating forms.

This is an optional feature that can be turned on in each evaluation stage by a site administrator.

To enable side-by-side evaluations so evaluators can view the application and evaluation form simultaneously, check the Side by Side box in the evaluation stage. 

  1. Click Tools on the upper navigation bar, and then click Process Manager.
  2. Click the process name.process name
     
  3. Click the applicable stage, and then click the applicable evaluation stage.application stage and evaluation 1 stage
     
  4. Check the Side by Side box.side by side check box
     
  • An evaluator can click on the double arrow icon between the Application/LOI and evaluation forms to switch which form appears on the left side of their screen.
    • Their selection is automatically saved as a set preference for completing evaluations thereafter.side-by-side arrows
       
  • The evaluator will view the evaluation form on the left with the application or LOI on the right.
  • If this is an application evaluation and the applicant also completed an LOI, the evaluator will be able to toggle between the forms if need be. 
  • The evaluator can complete the evaluation form while reviewing the application from the same screen.

Once an evaluation stage has been configured, evaluators can be assigned to requests. Assign Evaluators to Requests provides additional guidance.

 
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