This article provides a comprehensive guide to configuring and managing evaluation stages in Grant Lifecycle Manager (GLM), Scholarship Lifecycle Manager (SLM), and Universal Application, covering everything from building evaluation forms and assigning reviewers to viewing results and reporting on evaluation data.
User Roles: Administrators configuring and managing evaluation stages and forms; grants managers and board members monitoring evaluation progress and reviewing evaluator responses; evaluators and board members completing assigned reviews.
When to Use This Overview Article:
- Setting up an evaluation stage for the first time or configuring evaluation options for a Universal Application.
- Building or editing evaluation forms and managing question assignments.
- Assigning evaluators to requests and customizing evaluator workload pages.
- Monitoring evaluation progress, closing evaluations, and reviewing evaluator responses.
- Building evaluation reports or applying weighted scoring to analyze evaluation outcomes.
- Configuring options for evaluating follow up forms based on your organization's license level.
Universal Application: Evaluation Considerations
If you are building an Evaluation for Universal Application, it is important to understand the complexities of using an evaluation stage within your universe. If you are just using Grant Lifecycle Manager (GLM) or Scholarship Lifecycle Manager (SLM), skip to the Build Evaluation Forms section.
If you are using Universal Application, configuring your evaluation stage determines how scholarship requests are reviewed and scored, including which committees evaluate which opportunities, how evaluation questions function across multiple opportunities, and how evaluators interact with applicant requests.
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Build Evaluation Forms
Evaluation forms allow multiple evaluators to assess and score grant or scholarship requests at the application or LOI stages, with each evaluator completing their own form for a given request. Form management allows administrators to add, edit, or delete questions on evaluation forms.
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Assign Reviewers to Requests
Administrators can customize the columns displayed on evaluators' workload pages to surface relevant information for their reviews. Reviewers can be assigned to requests in batch.
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Evaluation Tutorials
Based on User Roles, reviewers can either have the Board Member or Evaluator designation with implications for both. In addition to the evaluations assigned to them, Board Members are able to view the organization, user, and full requests including the follow ups, while Evaluators can only see the specific evaluations assigned to them. There is an Evaluator and Board Member tutorial linked below with the Dashboard and Navigation steps for either role. The Evaluation tutorial contains information on how to complete the evaluation form. The Universal Application - Complete Evaluation link is for completing the evaluation form for those using Universal Application. The last link is for Board Members who want to view all follow up forms in the site. It is recommended to send the relevant articles below to the reviewers.
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View and Close Evaluations
Administrators, grants managers, and board members can monitor evaluation progress and review evaluator responses through the Evaluation Summary page, which displays each evaluator's completion status, scores, and form responses. Once the evaluation period is over, administrators can close evaluations individually or in a batch to prevent further edits, after which closed evaluations are moved to the Closed workload page for review.
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Reporting with Evaluation Data
Evaluation stages offer several options for working with collected evaluation data, including sharing evaluator responses across committees (for Universal Application), building exportable evaluation reports, and printing evaluation summary PDFs for each request. Evaluation reports display evaluation data from your site, including evaluator names, scores, and completion status, to help administrators and grants managers analyze evaluation outcomes and track reviewer progress across requests.
Weighted scoring reports allow administrators to assign percent values to scoring questions or point values to non-scoring question responses, giving greater control over how evaluation scores are calculated and displayed in reporting. Formulas can also be added to evaluation reports to perform additional functions on the data, such as creating anonymous evaluator labels, combining columns, or formatting scores as percentages.
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Evaluating Follow Up Forms
Recommended options for evaluating follow up forms vary by license level, with each tier offering different tools and approaches for collecting evaluator responses. Available with an Advanced license, the Internal Follow Up Assignment feature allows administrators to assign follow up forms to internal users such as evaluators, board members, and grants managers, rather than only applicants or members of their organization.