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Assigning and Reviewing Applications

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Assigning Applications Order of Operations

Key Concept: in ResidencyCAS, evaluation forms are attached to phases, not individual applications. When an applicant is placed into a phase and assigned to a reviewer, the reviewer can then access and complete the form. Remember, you cannot assign an application to a reviewer unless the phase has an evaluation form attached. If you’re unable to assign an evaluation, check to ensure an evaluation form has been added to the phase.

Before you begin assigning applications to reviewers, you'll need to do the following:

  1. Create your review forms 
  2. Link them to phases.

Once a review form is associated with a phase, you can then begin assigning applications for review. 

Assigning Applications

There are two primary ways to assign applications for review: 

  • Option 1: manually assign an application to specific reviewers.
  • Option 2: link reviewers to phases so that when you change a phase, the application is automatically sent to the reviewers. This option is a more standard, efficient way of assigning applications.

Note: you can also use these options to assign reviews to yourself. 

Option 1: Manually Assign an Application

  1. To manually assign an application to a reviewer, you'll first need to place the application in an Application Review phase, either from the Application Preview on the applications grid or from the full application. 
    • From the preview on the applications grid:

      ResidencyCAS Program Portal Phase Change 1.png
       
    • Or, from the full application: 

      ResidencyCAS Program Portal Phase Change 2.png
       
  2. Next, open the More Options Menu (three vertical dots) and select Assign (if the assign option does not appear, it means there isn't a review form associated with the phase the applicant is currently in).  
    • From the preview on the applications grid: 

      ResidencyCAS Program Portal Assign 1.png
       
    • Or, from the full application: 

      ResidencyCAS Program Portal Assign 2.png
       
  3. Select the reviewers, then click Apply. The reviewers will receive a daily email summarizing their progress on any assigned reviews.  

    ResidencyCAS Program Portal Select Reviewers.png
Manually Assigning Multiple Applications

You can perform the same two-step process outlined above with groups of applicants. 

  1. From the applications grid, select the applicants, then use the Phase button in the bottom menu to change them to a review phase. 

    ResidencyCAS Program Portal Phase Change 3.png
     
  2. Once the applicants are in the Application Review phase, select them again and use Assign button in the bottom menu to assign them to reviewers (if the assign option does not appear, it means there isn't a review form associated with the phase the applicant is currently in).  

    ResidencyCAS Program Portal Assign 3.png

Option 2: Link Reviewers to Phases

When you link reviewers to phases, you create a more standard, efficient way of assigning applications. With this method, you only need to change the phase to automatically assign the application to reviewers. 

To use this process, you'll need to:

  1. Create your forms. 
  2. Configure phases – this step is where you link your review forms and review teams to specific phases. 

Once you've completed these actions, you can simply perform phase changes as described above. 

Unassigning and Reassigning Applications

Unassigning Applications

The process for unassigning and reassigning reviews depends on how the application was initially assigned to the reviewer.

If you used option 1 to manually assign the application to a reviewer, you can simply remove the reviewer and add a new one:

  1. Click the checkbox next to the applicant's name.
  2. Click Assign from the menu at the bottom of the page. 
  3. Select the reviewers you want to remove and/or add. 
  4. Click Apply to update the assignment. 

Remove Assignment Function.

If you used option 2 to automatically assign the applicant, you cannot manually remove the assignment. Instead, you must reconfigure the phase as described in the next section (Reassigning Applications). 

Reassigning Applications

If you assigned an applicant to a reviewer or review team via a Phase change, and the reviewer is no longer part of the process or was assigned by mistake, you'll need to reassign the applicants to different reviewers. To do this:

  1. In Settings, navigate to Application Review, then click Phases.
  2. Click the pencil icon, click the phase, then remove the Assignment. (i.e., the reviewer), then click Update. 
  3. Click the people icon on the phase. This triggers the system to reassign all applications and redistribute the removed reviewer's assignments.

    ResidencyCAS Phase ReRun Button.
     
  4. Remember to save your changes. 

Reviewing Applications

When you assign an application to a reviewer, it becomes available in the Review Portal. Program directors and managers can opt to complete their reviews either in the Review Portal or directly in the Program Portal. By default, access to the Review Portal is initially disabled for Program directors and managers. To enable it, navigate to the users section, open the user's account, and then enable the Review Portal in the Portals section. Once enabled, you can navigate to the Review Portal via the portal switcher.

ResidencyCAS Program Portal - Portal Switcher.png

If you prefer to review an assigned application directly in the Program Portal, you can open the application and use the Review Tab to complete any review forms. Note that a review form only appears here if the applicant is in a phase currently associated with a review.
 

ResidencyCAS Program Portal Review Tab.png

Accessing Completed Reviews

Once a review is completed, you can access it in the Program Portal in the sidebar. 

2024-09-25_08-20-32.png

2024-09-25_08-20-49.png

Disabling Assignment Notification Emails

To help reviewers stay up-to-date on their progress completing reviews, daily assignment notifications are sent by default. If you don't want a user to receive notifications for review assignments, you can edit the user's account. 

  1. Navigate to the Settings menu, open the Organization section. 
  2. Find and click the User.  
  3. Enable the Opt out of assignment summary emails option.
  4. Click Save Changes. 

Monitoring Reviewer Progress: Completed vs. Incomplete Reviews

There are several ways to track completed or incomplete reviews. 

  1. When customizing the grid, you can add fields for your Evaluation Phases. In this example, we've already added an evaluation form to the Application Assigned & In Review phase, so adding this field to the grid helps us track the count of completed evaluations. 

    ResidencyCAS Program Portal – Monitoring Reviews 2.png
    ResidencyCAS Program Portal – Monitoring Reviews 1.png
     
  2. When creating segments, you can use the following categories: 
    1. My Completed Reviews
    2. My Incomplete Reviews
    3. Review Assigned To
    4. Reviewed By
    5. Review Complete

As you build the segment, you can select specific phases, reviewers, etc. For example, here we can use the Reviewed By category to find any reviews in the Application Assigned & In Review phase that were not completed by Stephen James. 

2024-09-25_09-23-09.png

  1. When customizing your dashboard, you can add charts for Progress and Assignment. 

    ResidencyCAS Program Portal – Monitoring Reviews 4.png
    In this example, we're adding a Progress chart and configuring it to show review progress for assignments in the Application Assigned & In Review phase. 

    ResidencyCAS Program Portal – Monitoring Reviews 5.png

 

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