Reviewers Portal - ADEA...uploaded documents online Remarks, Comments, and Scores – Only the options active in the “Assignment Type” will be available Editing an Assignment –

AMERICAN DENTAL EDUCATION ASSOCIATION

Reviewers Portal Training Webinars

Spring 2011


Objectives

This webinar will provide ADEA AADSAS users with:

• A high level understanding the Reviewers Portal

• A flowchart of applicants in all ADEA AADSAS

Portals

• Examples of how the Reviewers Portal might be

used at their school

• Step-by-step training in the Reviewers Portal


Instructions for Webinar Q&A

Type your questions at

any time into the

designated “Question”

box shown at right of

your screen.

After the presentation,

questions will be read to

the entire group and

answered.


What Is the Reviewers Portal?

Web-based software that gives schools the tools

to facilitate the online evaluation of applicants.


Reviewers Portal Design Process

Goal

The goal of the ADEA AADSAS Reviewers Portal

is to provide a tool flexible enough that schools

may use it to augment their existing review

processes.

Design

The initial design was vetted by:

• Liaison Staff

• AClient Staff

• ADEA Staff

• ADEA AADSAS Advisory Committee


ADEA AADSAS PAPERLESS PROCESS

The Reviewers Portal is a separate, optional tool

designed to facilitate paperless applicant reviews.


When to Use the Reviewers Portal

The Reviewers Portal could be considered for use

any time you would typically hand an admissions

committee member an applicant’s file folder.

• Preliminary Applicant Screening

• Assignment of Application Files to Interviewers

• Admissions Committee Reviews

• Other Qualitative Applicant Evaluations


Training Agenda

• How to configure Reviewers Portal users

• How to create and configure assignments

• How to search applicants

• How to upload supplemental documents

• How to assign applicants to a reviewer

• How to globally assign applicants

• How a reviewer completes an assignment

• How to export assignment results


Configuring Reviewers Portal Users

Located in the “Management” menu.

Schools control user access and rights.


Reviewers Portal User Roles

View All Applicants – Users with this role see every

applicant in the Reviewers Portal

Assign Applicants – Users with this role can assign

applicants to a Reviewer

Manage Documents – Users with this role can

upload and delete supplemental documents to an

applicant’s record

Configure Software – Users with this role can create

and edit user accounts and assignment types


Configuring Assignment Types

Located in the “Management” menu.

Used to customize Reviewers Portal Assignments.


Assignment Type Tips

Multiple Types – Create one or more assignment

types depending on your school’s needs

Options For Each Type – You can elect to use

comments, scores, and recommendations as

appropriate for your workflow

Custom Remarks – Enter your school’s existing

list of remarks

Instructions – Enter the instructions that you

would give to your reviewers for the assignment


Searching Applicants

Located in the “Applicants” menu.

Click on an applicant to access their record.


Searching Applicant Tips

To Search for Applicants Not Yet Assigned

Select “None” from the “Assignment Status” field

To Search for Completed Assignments

Select the Assignment you want from the

“Assignment Type” field “Yes” from the

“Assignment Status”

To Check A Reviewer’s Queue

Select the reviewer’s name from the “Reviewer’s

Name” field


Uploading Supplemental Documents

Located on the applicant details page. You can

make supplemental material available to reviewers.


Uploading Document Tips

File Types – Upload MS Word Documents,

PDFs, and Text (.TXT) files

Maximum Size – 5 MB per file. 10 MB per

Applicant.

Maximum Documents – Three per Applicant

File Availability – Files are only available to

users of your Reviewers Portal. They are not

shared with other schools, applicants, or the

admissions portal.


Assign Applicants to Reviewers

Located on the applicant details page in the

“Assignments” panel.


Assigning Applicant Tips

Select Assignment Type – Select the type of

assignment you wish to have completed

Select the Reviewer – Select who will complete the

review assignment

Due Dates – Select a due date so the reviewer

knows when the review should be completed

Multiple Assignments – If you make multiple

assignments to the same applicant, only users with

the “Assign Applicants” role will be able to see

assignments that do not belong to them


Globally Assign Applicants

From the “Search Assignments” screen, you can

assign multiple applicants to a single reviewer.


Global Assignment Tips

Search Tools – Make a “Global Assignment” by

clicking on the “Search Tools” button

Search First – You must limit the applicants by

searching prior to assigning them

Assignment Details – All applicants assigned

will have the same assignment type, reviewer,

and due date

Check Boxes – Use the checkboxes to the left to

assign smaller groups of applicants


Completing an Assignment

Reviewers use the “Submit Results” button to

enter their results.


Completing an Assignment Tips

Document Access – Reviewers can see the full

application, letters of reference, and any

uploaded documents online

Remarks, Comments, and Scores – Only the

options active in the “Assignment Type” will be

available

Editing an Assignment – Only users with the

“Assign Applicants” role can change a reviewer

or due date. In addition, only these users can

change an assignment once it is completed.


Exporting Assignment Results

Admissions staff can export review data including

review results and reviewer information.


Exporting Assignment Results Tips

Search Tools – “Export” results by clicking on the

“Search Actions” button

Search First – You must limit the applicants by

searching prior to exporting them

Check Boxes – Use the checkboxes to the left to

assign smaller groups of applicants

File Format – Reports export all assignment

information and open in MS Excel

AClient – Export scores and enter into AClient as

“Interview” or “Local” scores


Additional Help

This PowerPoint – This PowerPoint will be

posted to the http://www.goadeaafasa.org/

Help System – An online help system is available

within the software

In Software Training – Several training videos

will be available directly within the software

Telephone and Email Support – From the same

team that supports AClient

716.636.7777 option 7 or

[email protected]

http://www.goadeaafasa.org/


Questions