Introduction

As a Review Manager or Administrator user, you can manage and review all current and previous review pools on the Manage Pools page. Pools will enable you to allocate resources to review applicants, specify how you would like the reviewers to score the applicants, and create multiple review rounds if needed. Once the review process is complete, you can move onto the awarding process.


Related

Manage Pools: Review Rounds

Manage Pools: Manage Allocations

Manage Committees

Awarding Applicants


Review > Manage Pools

To get to the Manage Pools page, click on the Review option in the left navigation, then click on the Manage Pools tile.



Here is a view of the Manage Pools page:



On the Manage Pools page, you'll find review pools within the following 4 tabs (each representing a different status in the review process):

  • Reviewing: Review pools that are actively reviewing students.
  • Draft: Review pools that have been created, but have not started the review process.
  • Ready to Award: Review pools that have completed the latest round of reviews. Note: Pools in this status have the option to complete the review and start awarding students, or start a new round of the review process.
  • Complete: Review pools that have been completed, and moved onto the awarding process.


Details of each review pool include the following:

  • Pool Name: The given name of the review pool.
  • Deadline: The deadline in which all of the reviews need to be completed for the current round.
  • Progress: Percentage of the total allocated reviews completed for the current round.
  • Round: The current round of the review pool.
  • Committee: The review committee assigned to the pool.


Creating or Editing a Review Pool

  • Step 1: On the Manage Pools page, click the Add + button to create a new pool, or click the Edit (pencil) button to edit an existing pool. Doing so will bring you to the Pool Builder page (see below).
  • Step 2: Enter valid information in all of the required fields, then click Save.
    • Note: See more about the Pool Builder page below.



Review > Manage Pools > Pool Builder

The Pool Builder page is where users can create or edit a review pool. Once the pool has been created, and the review has been started, the pool will move into the Reviewing status on the Manage Pools page. Reviewers will then be able to start reviewing applications that they've been assigned to.



On the Pool Builder page, you will be prompted to fill out the following information. Here are the steps to create a brand new review pool:

  • Step 1 - Pool Name: Here is where you enter a name for the pool. Note: The pool name must be unique. 
  • Step 2 - Application: Select an application that will be reviewed for this review pool.
    • Once the review process has begun for the pool, the Application field becomes disabled.
    • Not finding the application you're looking for? See the Pool Builder FAQ for reasons why this may happen.



  • Step 3 - Manage Scholarships: Click on the Manage Scholarships button, then select the scholarships you would like to review for this review pool. Note: Only scholarships associated to the selected application will display on the list.
    • Once the review process has begun for the pool, the Manage Scholarships button changes to a View Scholarships button, and clicking it will open a read-only version of the Manage Scholarships modal called View Scholarships.
    • Not finding the scholarship you're looking for, or can't select one or more of the scholarships on the list? See the Pool Builder FAQ for reasons why this may happen.
    • On the Manage Scholarships modal, you will find the following:
      • Scholarships: This is a list of scholarships tied to the selected application that have past the application deadline. You may select any/all scholarships from the list that you would like to include in this review pool.
      • Number of Applicants: This is the number of applicants that have applied to a specific scholarship. Note: Since these scholarships are tied to the same application, it is likely that some students will be counted in multiple scholarships on this list depending on which scholarships they chose when they filled out their application.
      • Deadline: The application deadline for each scholarship.
      • Scholarships Selected: The number of scholarships selected from the list of scholarships available for the application.
      • Applicants Selected: The number of unique applicants selected for the pool. Note: In the example screenshot below, you will see 5 scholarships tied to an application which are ready for review. Only 13 unique applicants have completed this application, but some of these applicants have chosen to not apply to 1 or 2 of the scholarships on the list. This is why you see different Numbers of Applicants for the scholarships on the list, but see 13 Applicants Selected in the summary tile.



  • Step 4 - Click Save.
  • Step 5 - Review Deadline: Select a future date as the review deadline for the pool. Reviewers will be able to see how long they have in order to finish all of the reviews for that pool.
  • Step 6 - Committee: In order to allocate reviewers to applications in the pool, you must select a committee of reviewers. You can create and manage committees on the Manage Committees page.
  • Step 7 - Scoring Method: Select a scoring method to be used by the reviewers. See more details on how these methods work during the review application process.
    • Score Card: A quantitative score-based approach to rate each applicant based on pre-determined criteria.
      • If you select Score Card, then select an existing score card from the Score Card dropdown. Learn more about score cards and how to set them up here.
    • Recommendation: A qualitative approach to rate each applicant based on a 5 point scale.
  • Step 8 - Allocation Method: Select an allocation method for reviewers to be assigned to applicants. See below for examples of each method.
    • Divide Committee: This allocation method will randomly select and divide reviewers and applicants into different review groups. 
      • If you select Divide Committee, the you must specify how many groups you would like the committee and applicants split into within the Divide Committee and Applicants Into X Groups field.
      • Example Scenario:
        • # of Reviewers = 10
        • # of Applicants = 100
        • Divide Committee and Applicants Into X Groups = 5
          • 5 review groups:
          • 2 reviewers within each group.
            • 20 applicants within each group.
            • Each reviewer reviews all 20 applicants, resulting in 40 total reviews in 1 review group.
            • 200 total reviews for the pool.
    • Reviews per Application: This allocation method will randomly select reviewers to applicants based on how many review per applicant you specify.
      • If you select Reviews per Application, then specify the Number of Reviews you would like to have per applicant.
      • Example Scenario:
        • # of Reviewers = 10
        • # of Applicants = 100
        • Number of Reviews = 5
          • Each applicant is randomly assigned 5 reviewers from the 10 available reviewers in the pool.
          • Reviewer allocations are balanced so they have roughly the same amount of applicants, in this case, each reviewer has 50 applicants.
          • 500 total reviews for the pool.
    • Every Reviewer Reviews Every Applicant: This allocation method will allocate all reviewers to every applicant in the pool.
      • Example Scenario:
        • # of Reviewers = 10
        • # of Applicants = 100
          • Each reviewer is assigned to every applicant in the review pool.
          • 1,000 total reviews for the pool.
  • Step 9 - Profile Visibility: You can determine how much of the student applicant's information the reviewer see while reviewing their application. This includes the following:
    • Student Name: Selecting this will allow the reviewer to see the student's name while reviewing their application.
    • Student Profile Picture: Selecting this will allow the reviewer to see the student's profile picture while reviewing their application.
    • Academics: Selecting this will allow the reviewer to see the student's academic information, such as grade level and GPA, while reviewing their application.
    • Finance: Selecting this will allow the reviewer to see the student's financial information, such as current and previous financial aid awarding amounts, while reviewing their application.
    • Admissions: Selecting this will allow the reviewer to see the student's admissions information, while reviewing their application.
    • Miscellaneous: Selecting this will allow the reviewer to see other miscellaneous information about the student on their profile while reviewing their application.
  • Step 10 - Display Average Committee Score: This setting toggles the visibility of the average review committee's score for the applicant while reviewing their application.
    • If YES, this setting will display the average committee score for the applicant.
    • If NO, this setting will hide the average committee score for the applicant.
  • Step 11 - Reviewer Instructions: Enter any instructions you would like to display while reviewers are scoring the applicants in this review round.
  • Step 12 - Click Save in order to save your progress, or if you're ready to start the review, click Start Review.
    • Clicking on Start Review, will move the pool into the Reviewing status and notify all of the reviewers in the selected committee that they have a new pool of applicants to review.



Troubleshooting and FAQs