Reviewers Portal Training Webinars Spring 2011 AMERICAN DENTAL EDUCATION ASSOCIATION

Reviewers Portal Training Webinars Spring 2011 AMERICAN DENTAL EDUCATION ASSOCIATION

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. AMERICAN DENTAL EDUCATION ASSOCIATION

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. AMERICAN DENTAL EDUCATION ASSOCIATION

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. AMERICAN DENTAL EDUCATION ASSOCIATION

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. AMERICAN DENTAL EDUCATION ASSOCIATION

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 admitsupport@academicsoftwareplus.com

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