How the Cherry Creek Education Foundation manages teacher grants

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How the Cherry Creek Education Foundation uses the Reviewr grant management software to power teacher grants.

In this webinar, Kyle sits down with Yolonda to discuss the Cherry Creek Schools Educator Initiative Grants and how the Reviewr grant management software is used to power the process.

In this webinar we discuss:
  • Introduction to the educator initiative grants
  • Grant application process
  • The grant management workflow
  • Review committee selection process

The Grant Application workflow

  • 1 month application period.
    • Utilizing Reviewrs built-in dates and deadlines, the system can prevent late entries.
  • The submission form captures the necessary data needed for both reporting needs as well as to conduct a comprehensive review.
  • Grant applicants create a profile that holds onto all of their grant application information including short answers, essays, budgets, file uploads, communication, results,etc.
    • The grant applicant profile also provides the ability for grantees to submit post-grant follow-up deliverables.

  • Built-in budget calculation that tabulates balance of amount requested.
  • Embedded document viewer makes files readily accessible.
  • Grant applications automatically get shared with principals for approval prior to entering workflow.
  • Applicants have the ability to save and logout to work at their own pace.
  • In progress entries are monitored and sent reminder emails as deadlines approach.
    • Within Reviewr, applicants can be targeted and sent personalized emails or utilize email templates. Specifically for reminders, the email template can target the in-progress status and send a reminder on a schedule until the entry is submitted.
  • Once submitted, applicants receive both a confirmation email as well a redirect to a confirmation page.

 

The Grant Management Workflow

  • Monitor data in real-time.
    • Grant applicants often wait until the last-minute deadline.
    • Monitor grantees who are in progress.
    • Send automated reminder emails to “in progress”.
      • Reminder campaigns begin a month out from the entry deadline.
      • Integration allows sending of emails from personal address to avoid spam filters and increases open rates.
    • Creates insights into potential total volume and a leading indicator if additional review members are needed.
  • All-in-one grant management software portal.

  • Multiphase review process
    • Grant applications are auto categorized based on grant request type.
    • Grant review committee uses scorecards to evaluate each grant application
    • The 2nd phase of the review process is a deliberation meeting to review the committee scoring and conduct final selection.

  • Submissions can be shared with the review committee in bulk, manually, or via randomization.
  • For example, submissions can be assigned up to 15 review members but no less than 12 or vice versa, each review committee member could be assigned a random set number.

  • Alternativaly, submissions within a group can be manually assigned to specific review committee members.
    • A common workflow is to leverage automation to assign submissions and then customize to fine-tune. 
    • This includes use cases of conflicts of interests, judges unable to fulfill their obligations, and pairings based on expertise. 

  • Review committee members can be manually added to Reviewr or uploaded.
    • If review staff are uploaded, the upload file can also include things like credentials, group assignments, etc.
  • Once the review staff has been added to Reviewr they can be notified via an invite email to register or can be provided with temporary login credentials.
  • Review staff progress can be tracked such as login activity, progress, etc.
    • Review staff can be targeted for reminder emails or other desired communication.
  • Upon completion of the review period, the results can be generated based on the desired review selection process. From here, winners may be announced or advanced to another phase.

 

The Review and Selection of Grant Recipients

  • The Review committee is assigned to grant applications so each grantee is reviewed by 2 separate committee members.
  • Review committee accesses their online grant review portal.
  • Review team is presented with a menu of grant applications to evaluate.
    • Data provided can be blinded to ensure a diverse, inclusive, and equitable compliant grant process.

  • Once an application is opened they are presented with a “split-screen”.
    • Half the page is the applicants’ profile.
      • Includes application form and embedded documents.
    • The other half of the page is the review/selection process

  • Review and selection process can include multiple types of workflows.
    • Scorecards
      • Auto tabulation, weighted scoring, etc.
    • Forced ranking tool.
    • Commenting/subjective review.
    • Can use a combination of review workflows together.
  • Online evaluation gets auto-tabulated for instant and accurate results reporting.
    • Tabulated results are often used to advance applicants from one phase of review to another.
    • Often times the top-ranked grant applicants advance to a deliberation phase before final selection.

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