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.

    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
    • As you review, take notes of scores and any comments you might provide to the applicants
      • Use the printable/digital reviewer notesheets for your group (individual or team)
      • Input directly in the score submission Google form as you go
      • Use any other fashion that works for you
    • Record scores via the Google form prior to the deadline
      • Individually, during or immediately after reviewing each application
      • In groups of three or five
      • All at one time once you’ve completed all applications (if you've taken notes)
      • Provide feedback (especially on low scores) to help applicants improve
    • Base scores on what is actually included in the application
    • Check out the reviewer FAQ if you have question
    • Recuse yourself on any applications that you can not be objective on

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 but it should not impact scores
    • 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 if you have a lot on your plate
    • Waiting for the last minute
    • Dropping out of the review pool without notifying grants staff
      • We understand things come up
      • Letting us know early, makes it easier to get reviews to pinch hitters

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

    Please note, due to extensions related to COVID-19 we are currently not on schedule, and awardees will be notified in two phases.

    •  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 August 5, 2020