Reviewer Basics

Overview

  • Reviewers will each have a packet of applications to review and score. The number of applications and estimated time committment is ultimately dictaded by the reviewer in advance. Please give yourself time to get these done before the deadline so we can keep the process on schedule.

    Application packets include proposals that are all in a similar category. Other than pinch-hitting reviewers, who pick up applications that have lost a reviewer, no one will be reading both:

    • team and individual applications
    • primary and secondary school applications

    Reviewers should notify Madeline Ramirez immediately if they will not be able to review any or all of their applications for any reason, so we can assign replacement reviewers.

Recommended to do

    • Review applications in a process that works for you; this can be
      • Spread out over time
      • In large chunks
      • With frequent breaks
    • Take notes both of scores and any comments you might provide to the applicants; this can be done
      • In the scoring section at the end of the narrative portion of the application
      • Directly in the score submission form
      • In any other fashion that works for you
    • Record scores via the Google form prior to the deadline
      • Individually, during or immediately after reviewing an application
      • In groups of three or five
      • All at one time once you’ve completed all applications
      • Provide feedback (especially on low scores) to help applicants improve
    • Base scores on what is included in the application and your basic knowledge
    • Check out the reviewer FAQ if you have question

Recommended to Avoid

    • Basing scores on formatting consistency issues
      • These may be caused by issues with the submission form and are not the fault of the applicants
    • Basing scores on grammar or spelling errors
      • This is not one of the scoring metrics
      • You may include this in feedback comments
    • Researching topics or products to determine the validity of the proposed process
      • Expertise is not needed
      • Verifying accuracy of programs or methods is not necessary
    • Burning yourself out reading all the applications at one time
    • Waiting for the last minute

Timeline

  • Downloadable version also available.

    ETGP - 2020 Timeline 

    February/March

    • Revise guidelines, application, and website for launch
    • Prepare announcements and planning materials for applicants
    • Schedule on-site workshops for Q & A and support of developing ideas
    • Post tips and tools to help develop ideas and application content

    April 

    • 1st - Application questions posted
    • 17th - Application window opens
    • 17th - Recruit review committee members (parents, teachers, students, community partners, Ecolab, BOE members, EAs/TAs, SPFT)

    June

    • 1st - Application window closes at 11:59 PM
    • 1st-12th - Application Process Evaluation
    • Compile applications; discard ineligible applications
    • Confirm review committees and compile review packets
    • 15th - Distribute packets to reviewers for reading and scoring

    July

    • Compile 2019-20 project year-end slides into a presentation for Ecolab
    • Distribute applications and packets to pinch-hitter review team as needed
    • 10th - all review scores due
    • 10th-24 - Review Process Evaluation
    • 13th-17th - Rank and determine awards
    • 20th - Prepare reports and statistics
    • 17th-31st - Budget code requests submitted to accounting

    August

    •  3rd - Notify Awardees
    • 18th - Acknowledge Ecolab and Reviewers at BOE Meeting, present stats
    • Notify Awardees with budget code

    September

    • Publish 2020 award profile packet and distribute to reviewers, SPPS and Ecolab
    • Monitor spending (through May 2021)

    January 

    • Check in with Ecolab regarding 2021 funding (approved at at their January board meeting)

    May 2021

    • Year-End Celebration with recipients and stakeholders
Last Modified on April 16, 2020