You will be building two surveys (three if your offering cycle has an endorse cycle as well). The first survey is for applicants. The second survey will be used for all reviewers. Once the application cycle (and endorsement cycle) is complete, you will send an email to each reviewer with the anonymous link of the review form and the application IDs of the applications they are expected to review.

Building the Application Requiring Review

Pre-Review Phase

All of the application data submitted by applicants was saved to your Contact List. The review form will allow reviewers to pull up an applicants' data and files for review and submit a score.

Adding links to external documents

If you need to de-identify or otherwise prepare documents to share with reviewers you can save files to the Library, then insert the URL into a new column in the Contact List. The column name should not contain spaces and should be short but clear. To find the URL:

Building the Review form(s)

  • Add all review questions, logic, etc.
    • Add placeholders for any text that you want to pipe in (personalize)
  • Click Survey Flow
    • Click Add a New Element Here
    • Click Authenticator
      • Authentication Type: Contact
      • Under Authenticate Using Contact, select the Contact list that you created for the application form
      • Under Authentication Fields
        • Select External Data Reference
        • Type a label: Application ID
        • Check Pre-Fill and enter "appID" (this is case sensitive and must match the Embedded Data that you added in the Survey Flow of the application)
        • Click Options
        • Select or create custom message(s) for login screen e.g. To provide a review please enter an Application ID sent via email.
      • Using Move at the bottom of the question block, click and hold to drag the question block under the Authenticator block
      • Click Add a New Element Here
      • Click Embedded Data
        • Create new fields for each item from the application that you want to display on the review form
        • Type a field name (name should not contain spaces and should be short but clear)
        • For each, click Set a Value Now
          • Click the dropdown arrow
          • Select Insert Piped Text
          • Select Embedded Data Field (first, last, and email are under Panels Field)
          • Click dropdown arrow
          • Select the data to assign to this field (if you do not see the data try saving and reopening or just type it in)
            • this is case-sensitive, be sure everything matches the variables from the application
            • These are the field names that you used when creating the Contact List Trigger in the application
          • Click Insert
        • Click Add a New Field and repeat as needed
        • If you want to add a link to a PDF of the full original application you will need a few additional fields, see Linking to Full App below.
        • Using "Move" at the bottom of the block, click and hold to drag the block under the Authenticator block and above the question block
    • Click Save Flow


  • Update the placeholders
    • Click on the question that you want to personalize

    • Click Rich Content Editor

    • Place your cursor where you want to insert a field from the applicant's survey

    • Click the {a} icon

    • Select Embedded Data
    • Click the dropdown
    • Select the field to insert
    • Click Insert
    • Repeat for each field that you want to insert
    • Inserting URLs for uploaded docs

      • Place your cursor where you want to insert a field from the applicant's survey

      • Click the {a} icon

      • Select Embedded Data
      • Click the dropdown
      • Select the field with the document URL that you created in the applicant survey
      • Click Insert
      • Highlight and copy this string
      • Click the link icon
        • Paste the string into the URL field
        • Select Protocol <other>
        • Replace the Display Text with clickable text to display i.e. View Scientific Proposal
        • Click the Target tab
        • Select New Window (_blank)
        • Click OK
      • If you are including a link to the original full application on your survey, see Linking to Full App below for the format of the link.
  • Remember to Publish your survey.

Notify Reviewers: You will need to email the reviewers offline, with the link to the review form and the Application ID for each application you'd like them to review. Example:

Dr. Polumbo,

Thank you for agreeing to review C/T Applications. Please review the following applications.

Antonia Abracadabra
Application ID#: 262430 (example)

Cynthia Crustacean
Application ID#: 390841 (example)

To complete these reviews, visit the following link and enter the Application ID # for each application from above.

https://hms.az1.qualtrics.com/jfe/form/SV_6VTsO7LITMTRpEV (example)

Thanks!


Append anonymous link URL with ?appID= (and then the app ID 6-digit number)



Linking to Full Application on Review Form

If you choose to include a link to a PDF of the completed application on the review form, you will need two special embedded fields.

  1. rID set to ${e://Field/rID}
  2. surveyID set to ${e://Field/sID}

The link to the original full application on your review survey should use the following format:



Average Overall Score: On the Review form there can be several questions, including an Overall Score question. To average those overall scores in the CSV export, follow these instructions:

1. Download the xls document
2. Click on the “Raw Data—Reviews” tab
3. Perform a find and replace action on the “A Description” column to change the scores and their explanations to just a single number (example, change all of the “1 = Strongly recommend for funding” to “1”, and so on)
4. Apply filters to the column headers in the second row
5. Filter the column “Q Text” on “Score” so that only score rows are shown
6. Create a column to store the average scores for each app ID
7. For each app ID displayed in the App ID column, use a formula to average the scores corresponding to that App ID



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