How It Works
For each application, reviewers submit their own sets of scores based on the Committee Scoring Questions, while administrators collaborate on a single set of Administrative Scoring Questions. If the Scoring feature is turned on, assigned reviewers and administrators can start scoring applications as soon as they are submitted, even before the deadline.
In ZoomGrants, you can look at scoring on two levels – application-level scores (in individual applications) and program-level scores (the Scoring Report).
Application-level scores are assigned to each application individually by the reviewers and administrators assigned to review those applications. Reviewers and admins will click into the Review Tools within an application to enter their scores, notes, comments discussion, etc.
As an admin, you can also view Reviewer Comments on individual Scoring Questions and overall Scoring Comments and enter your own Comments as an Administrator. If necessary, you can also make Scoring Adjustments to change the Total Combined Score of an Application.
Program-Level Scoring – The Scoring Report
Click the Scoring tab in the upper row of tabs within a program to open the Scoring Report in a new window. Looking at the scores on a program-level via the Scoring Report allows administrators to monitor reviewers’ progress on applications and also provides a great tool for finalizing decisions.
Reviewers also have access to the Scoring Report, in which they can see an overview of their own scores but not the scores of others.
How to Set It Up
- In Program Setup, click into the Settings tab.
- Turn the feature Scoring module ‘on’.
As soon as the feature is ‘on’, the Review Tools will display the Scoring section to all reviewers and admins for all submitted applications within that program. To prevent early scoring from occurring, turn the Lock Scores setting ‘on’.
- Click into the Scoring tab.
- Give the tab a label that your reviewers and administrators will recognize and understand.
- Add your Scoring Instructions. You can skip over the settings section for now.
- Enter your Scoring Questions for the reviewers and administrators. Each criterion needs…
- The body of the question
- A scoring scale (1-10, for example)
- A weight
- Re-name the Committee/Reviewer Scoring Questions and the Administrative Scoring Questions sections, if necessary.
- Scroll back up to select your settings for the Scoring feature:
- Scores plus Comments – Allows reviewers to justify their scores by typing their comments (in 250 characters or fewer) into small text boxes under each scoring question
- Lock Scores – Prevents scores from being changed or entered
- Send Email Alert To Administrator When Reviews Are Completed – Sends an email to a specific administrator whenever a reviewer finishes scoring an application or updates the scores on a scored application
- Allow Administrators to edit/enter Reviewer scores – Gives administrators the ability to change or enter reviewers’ scores
- Add Scoring Section Titles.
NOTE: Section Titles have a little extra ‘oomph’ in this tab. When you add a Section Title, the system will automatically subtotal everything above and below that Section Title and present that subtotal to Administrators at the application level and in the Scoring Report.
- Since each application only receives one administrator score, use the Administrative Scoring Questions for more objective criteria.
- If you have an admin who also needs to be a reviewer, they’ll need two separate accounts – one admin account and one reviewer account, each with a different email address. You can set both up in the Manage Users tab.
- After your review period has ended, lock the scores to keep reviewers from altering their scores. This may help keep reviewers from second-guessing their initial analysis, will definitely avert accidental deletion, and will keep the original scores intact in case they need to be referenced in the future.
- With some advance planning, you can use the Section Titles to organize a multi-tiered review. We’d be happy to discuss how that works – just contact our Support Team.