Using the System
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1. Accessing the System
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a) Logging In
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Question: I did not receive my credentials to log in?

Answer/Root Cause: The Admin did not have the email template set up properly. Or did not enter the the reviewers email address properly.

Question: Reviewers not able to login to Review Dashboard

Answer/Root Cause: The Admin did not have the email template set up properly. Or did not enter the reviewers email address properly.Please inform to admin.

Question: I have a reviewer, who is unable to login to the system because it times out before it loads everything. My guess is because she has SO many assignments (she’s an internal staff member who mans a ton of them) and the table space is too full. Is there a way to speed this up for her? I thought maybe I could delete my fund reports because they aren’t being used, but wasn’t sure if that was a good idea or not.

Answer/Root Cause: We have done some optimizations on it. And the screen is loading pretty fast now. Can you check it at your end as well?

b) Logged Out
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Question: I got logged out of the system and have lost the comments that I had added for the applicant.

Answer/Root Cause: If you are inactive for 45 minutes you will be kicked out of the system. This happens when the reviewers are busy reviewing supporting documentation and have the screen open.

Question: I keep getting kicked out of the system

Answer/Root Cause: If the values are not set up correctly this will cause the system to kick you out. Also if you are using a question that requires a value to be answered and you have not entered a value for that question it will kick you out of the system. Additionally if you have comma or colon in the value it causes the user to be kicked out of the system. Module 3 goes in great detail on how to properly set up values.

2. Completing Score Card
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a) Reviewing the Applicant
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Question: Reviewers cannot view the applicant summary while scoring.

Answer/Root Cause: Admin needs to change setting under site settings. Please inform to admin.

Question: I can’t open any Applicant documents.

Answer/Root Cause: This is usually caused by an old Internet Browser. We suggest that you use the newest verison of Firefox/Chrome/Internetexplorer. Do you know which version of Firefox/chrome/internetexplorer is being used?

Question: I have a conflict of interest with the applicant – what do I do?

Answer/Root Cause: Alert the admin for this application so they can unassigned you from reviewing that applicant. Question: In a blind process review, I can see the applicant name in the list, on the pdf, when I open a pdf? Answer/Root Cause:The admin had not set the control on the general information section on the application to hide the section in question? Or has the admin set the control on the particular question you wish to hide?

b) Saving Score Card
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Question: I did not save I have lost all of my work. It did not save my comments and has timed out on me. Can you get it back form me?

Answer/Root Cause: The page will time out if there is not activity on the page for 45 minutes. We suggest that you create your essay in a word document and copy and paste it into the essay question.

Question: My scores are not saving?

Answer/Root Cause: This is usually caused by an old Internet Browser. We suggest that you use the newest verison of Firefox/Chrome/Internetexplorer. Do you know which version of Firefox/chrome/internetexplorer is being used?

Question: My scores are not showing in the dashboard?

Answer/Root Cause: We suggest that you use the newest verison of Firefox/Chrome/Internetexplorer. Using an out of date browser may cause your scores not to show properly. Do you know which version of Firefox/chrome/internetexplorer is being used?

Question: My comments are not saving?

Answer/Root Cause: We suggest that you use the newest verison of Firefox/Chrome/Internetexplorer. Using an out of date browser may cause your scores not to save. Also if you leave the page on with no activity for 45minutes your scores will not save. Do you know which version of Firefox/chrome/internetexplorer is being used?

Question: My total score is higher than it should be, can I go back in and change it?

Answer/Root Cause: Yes you can go back into the scoresheet and change your scores.

Question: When reviewer saves a review, and goes back to list of applicants, nothing appears.

Answer/Root Cause: Can you recheck the configuration of review question.

3. Printing Score Card
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a) Printing
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Question: How do I print my scores and comments for the students?

Answer/Root Cause: Currently there is no way for reviewers to print their scores.

Question: How do I print the application assigned to me?

Answer/Root Cause: When you are reviewing an applicant click the blue link titled “View Application” that will open a new page with the applicants application on it you will see a print Icon in the top right corner. Click that button and you can print that application.

Question: How do I print my completed score cards

Answer/Root Cause:There is no option to print complted score cards for the reviewers

Question: We have some external donors on selection committees asking for printed copies of application forms. Is there a quick way to generate all the pdf’s for submitted applicants e.g. as a bulk process?

Answer/Root Cause: To generate all the pdf’s for submitted applicants

1. You need to go to “Application progress report”.
2. Select “Submitted” form Status drop down.
3. You will display 10 records as default on the page.
4. Please select “All” from “Display” drop down which is placed on the bottom right side corner of page.
5. Select check box from the header, which is beside “Student id” in table header. – This will be show all the check box selected on the page.
6. Select “Generate PDF” Button from header.

We request you to be patience while the content is loaded after selecting “Generate PDF” button, this might be due to huge data running at backend.

4. Reviewing Applicant
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Question: I logged and all I see is a “No Records Found”

Answer/Root Cause: The admin may have not set up the assignments currently.

Question: Committee Members not able to view all the review questions on applicants

Answer/Root Cause: Can you recheck the configuration of review question.

Question: Reviewer not able to see Files for students

Answer/Root Cause: This is usually caused by an old Internet Browser. We suggest that you use the newest verison of Firefox/Chrome/Internetexplorer. Do you know which version of Firefox/chrome/internetexplorer is being used?

Question: Carla Musial can’t open up any of the pdf files. Even if she hits reviewer pdf, she sees nothing. Can someone please call her and see if they can help her?

Answer/Root Cause: We spoke with Carla she now has it working. It sounds like she doesn’t have the fastest internet speeds to its just taking a little bit longer for her files to download.

5. Viewing Reviewer Dashboard
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Question: My percentage complete is not calculating?

Answer/Root Cause: Percentage complete depends on the number of required fieldscomplted. If there is no required question in the task the system does not calculate the percentage complete for the reviewer.

Question: There is nothing appearing in the scoring comment?

Answer/Root Cause: No scoring comment was question was selected when creating the scorecard. Only one question per task/step is allowed to be checked as the Scoring Comment. It will be displayed as “Comment” on reports and is used for the reviewer to enter their comments regarding the scoring of the specific applicant on that task/step. The question type should be anEssayBox if the question is to be a comment question so that the reviewer can type their comment in the essay field.

Check the box if the question is the reviewer “comment” field for the task/step.

Question: Not all applicants shown in Review screen for Reviewers

Answer/Root Cause: All the applicants won’t be visible to a reviewer; the applicants who are assign to reviewer will only be visible to him/her.