How to manage fellowships 101

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How to manage fellowships 101 – Managing the fellowship experience

In this webinar we highlight how to use Reviewr to power the full fellowship experience from start to finish and the essentials to creating an engaging, compliant, and efficient experience. 

In this webinar we discuss:
  • The power of fellow profiles
  • Essential workflows for program managers
  • Conducting a fellow review and selection
  • Engaging fellows longterm
  • Compliance and data security

The Power of Fellow Profiles

  • Fellow profiles hold fellow information for the entire lifecycle of the fellowship.
    • Profiles also allow the applicant to save, logout, and return (deadline permitting).
  • The first step that makes up a fellow profile is the fellowship application and supporting material.

  • The fellowship application should collect the essential data to later be used in the review and selection process.
  • Common application data includes:
    • Personal information about the applicant
    • Short answer/essays
    • Eligibility forms
    • Waivers
    • File uploads
    • External uploads such as reference letters and transcripts

  • Consider using adaptive form logic to guide applicants and collect more specific data. 
    • For example: some fellowships or categories may have different requirements than others. Only display relevant form questions based on choices they make in the application.
  • Fellow profiles are intended to grow throughout the lifecycle of the fellowship.
    • Intent to submit
    • Full application
    • Multi-phase deliverables
    • Post selectee deliverables
    • Access to results/feedback

 

The Administrator Workflow

  • Monitor data in real-time.
    • Fellowship applicants often wait until the last-minute deadline.
    • Monitor fellows 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 fellowship management software portal.

  • Fellowship applications should leverage auto-categorization
    • This can be done a wide variety of ways including, bot not limited to:
      • Fellowship type/categories
      • Phases
      • Committees
      • Location
      • Sponsor/partners

  • Create a pairing system to assign fellowship applicants to review teams. This may include things like:
    • Committee groupings
    • Randomization
    • Manual 1 v 1 pairings
  • Communication
    • Bulk emails to applicants and review teams
    • One off messages
    • Internal notes
    • External questions/comments

 

Fellow review and selection experience

  • The review and selection team is assigned to groups of fellowship applicants.
    • Leverage Reviewr grouping feature.
    • Can assign a committee to groups of entries or broken down manually for specificity.

  • Review committee access the Reviewr evaluation portal.
  • Presented with a “menu” of fellow applicants.
  • Data such as personal information or demographic details can be blinded.
  • When viewing a fellow application review teams have a split-screen.
    • Half the page is the submission content such as the form, files, short answers, etc.
    • Other half of the page is the selection criteria/evaluation workflow.

  • Evaluations can leverage a combination of:
    • Scorecards with auto tabulation
    • Ranking tools
    • Subjective comment review
  • Once scores are submitted its common to leverage data to begin deliberation.
  • Deliberation can be combined with scoring data for final results and rankings.
  • Once the selection process is complete, feedback can be triggered back to the applicants for self development, growth, and a proof of transparent workflows.

 

Fellow engagement, compliance, and data security

  • Once fellows are selected their journey doesn’t end.
  • Avoid disconnected data and workflows caused by managing post fellow workflows outside of Reviewr.
  • Ongoing fellow engagements often consist of:
    • Interviewing
    • Follow up deliverables and reporting
    • Surveying
    • Feedback sharing
  • Many fellowships lead into additional programs – share fellow profiles amongst multiple opportunities.
  • Share fellow information with partners and sponsors
  • Often used for mentorship and ongoing opportunities.
  • Ensure a fair, inclusive, and compliant workflow.
  • Many fellowships are sponsor/partner driven – important to think about them as well.
  • Pre-program launch should consist of a “what to expect when applying”.
  • Create workflows that show proof of process that match the “what to expect when applying”.
  • Things to consider for compliance:
    • Blinding of data for fairness.
    • Leverage unbiased scoring with automated tabulations.
    • Randomization of reviewers to applicants.
    • Share results back to applicants, anonymously.
    • Proof of process for audits and reporting.
  • Data security is critical. Things your fellowship lifecycle tool should provide for peace of mind:
    • SOC compliance
    • PCI compliance
    • Penetration testing
    • Information Security Risk Management procedures.
    • Incident Response Procedures.

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