Setting Up a Multi-Round Evaluation Process
Before diving into evaluations, it's essential to understand how the multi-round submission process works and ensure your event is properly configured. If you haven't yet set up your submission form and group structure for multiple rounds, view this article to prepare your submission process, and this guided walkthrough for building the multiple round submission process.
Once your submission form and group logic are ready, you can begin configuring the evaluation side of things.
Step 1: Create Groups for Each Round
Navigate to the Manage Groups and Divisions page and create all the groups you'll use across your evaluation rounds. For example:
Round 1
Round 2
Round 3
Even if you're not ready to use the later rounds yet, it's best to create all groups in advance to make the later steps seamless.
Tip: Most applications are scored in Round 1, but pre-creating Round 2, Round 3, etc., groups ensures a smoother transition between rounds.
Step 2: Build Evaluation Forms
Go to the Forms section to create your evaluation forms. Each group must be assigned an evaluation form. You can either:
Use one evaluation form across all groups, or
Create a unique evaluation form for each group, which is most common, especially if each round has different scoring criteria or goals.
Once your evaluation forms are built, contact the Reviewr team via chat to confirm that your point calculations and scoring logic are set up correctly on the backend.
Step 3: Assign Evaluation Forms to Groups
Return to the Groups and Divisions page and go to the third tab: Evaluation Group Assignments.
Select the option to assign different evaluation forms to each group.
Use the checkboxes to match each evaluation form with its corresponding group.
This step ensures that each group uses the correct evaluation form during the scoring process.
Step 4: Begin Round 1 Evaluations
Once you're ready and have received submissions:
Move all qualified submissions into your Round 1 group.
Set your evaluation start and end dates.
Assign submissions to the Round 1 group.
Assign reviewers to the group.
Assign submissions to reviewers.
For additional instructions on making full evaluation assignments, view this article or guided walkthrough!
Proceed with evaluations as usual.
Make sure your evaluation form includes a way to determine which submissions advance to the next round, such as a scoring threshold or selection checkbox.
Step 5: Advance to Round 2 (and Beyond)
Once Round 1 is complete:
Update your submission form if any changes are needed for Round 2 participants.
Move advancing submissions into the Round 2 group.
Assign Round 2 submissions to reviewers.
Continue the evaluation process.
Repeat this process for each additional round.
Note: If the same judges are reviewing multiple rounds, you can bulk-assign them to new groups via the Manage Submissions page. If different reviewers are assigned to each round, assign them individually or by group.
Final Notes
Keep submitters and reviewers informed throughout the process. With multiple rounds, users may need to log in and complete new tasks at different stages.
Clear communication helps prevent confusion and ensures each round runs smoothly.
Use the "Send Email Template" feature after selecting round advancing submitters to communicate their next steps!
Once all evaluation rounds are complete, you'll be ready to select your winners!