Reviewing Applications#

This comprehensive guide covers the application review process on Artsumé, from setting up review workflows to making final decisions and communicating with applicants.

Introduction#

Effective application review is crucial for finding the right artists for your opportunities. This guide covers all aspects of the review process, from initial setup to final decision-making and communication.

Prerequisites#

Before reviewing applications, ensure you have:

• An opportunity with submitted applications
• Reviewer role or higher in your organization
• Understanding of your review criteria
• Scoring rubric configured (if using)
• Access to reviewer tools

Step 1: Access Applications for Review#

1. Log in to your Artsumé account
2. Navigate to your organization dashboard
3. Go to "Opportunities" → Select your opportunity
4. Click "Applications" tab
5. You'll see all submitted applications

Application List View#

Applications are displayed with:

• Applicant Name: Artist's name (may be hidden in blind review)
• Status: Current review status
• Score: Overall score (if scored)
• Reviewers: Assigned reviewers
• Submitted Date: When application was submitted
• Last Activity: Most recent review activity

Step 2: Understand Review Statuses#

Applications move through review statuses:

• Submitted: Waiting for review assignment
• Assigned: Assigned to reviewers
• In Progress: Review in progress
• Reviewed: Review completed, awaiting decision
• Shortlisted: Selected for further consideration
• Accepted: Final selection made
• Not Selected: Not chosen for this opportunity

Step 3: Set Up Reviewer Assignments#

Automatic Assignment#

If using automatic assignment:

1. Go to "Opportunity Settings" → "Review"

2. Configure assignment strategy:

   • Round Robin: Distribute evenly among reviewers
   • All Team: Assign to all reviewers
   • Manual: Assign individually

3. Set reviewers per application (e.g., 2-3 reviewers)

4. Save settings

5. Applications auto-assign as they come in

Manual Assignment#

To assign manually:

1. Open an application
2. Click "Assign Reviewers"
3. Select reviewers from your team
4. Set due date (optional)
5. Add assignment notes (optional)
6. Click "Assign"

Step 4: Review an Application#

Open an application to begin review:

1. Click on an application from the list
2. You'll see the full application interface

Application Components#

Review all sections:

1. Applicant Information: Name, contact, location (may be hidden in blind review)
2. Application Answers: Responses to your form questions
3. Portfolio Works: Selected portfolio pieces with notes
4. CV Information: Relevant CV sections
5. Documents: Uploaded documents
6. Application Timeline: Status history

Blind Review Mode#

If blind review is enabled:

• Applicant names are hidden
• Contact information is hidden
• Location may be hidden
• Focus is on work and responses only

Step 5: Score the Application#

Simple Scoring#

If using simple scoring:

1. Scroll to "Scoring" section
2. Enter overall score (0-10 scale)
3. Add comments explaining your score
4. Add internal notes (not visible to applicant)

Rubric-Based Scoring#

If using a scoring rubric:

1. Review each criterion in the rubric
2. Score each criterion according to the scale
3. Add notes for each criterion
4. System calculates weighted overall score

Scoring Guidelines#

• Be Consistent: Use the same standards across applications
• Be Fair: Evaluate based on criteria, not personal preferences
• Document: Add notes explaining your scores
• Consider Context: Factor in opportunity-specific requirements

Step 6: Add Qualitative Flags#

Mark applications with special considerations:

1. Find "Qualitative Flags" section
2. Toggle relevant flags:
   • Equity Priority: Supports equity goals
   • Community Impact: Strong community engagement
   • Juror Recommended: Standout application
   • Custom Flags: Organization-specific flags

Step 7: Write Review Comments#

Add detailed feedback:

Public Comments#

Comments visible to applicant (if you choose to share):

• Constructive feedback
• Strengths observed
• Areas for growth
• Professional and encouraging tone

Internal Notes#

Notes only visible to your team:

• Detailed analysis
• Comparison notes
• Discussion points
• Sensitive observations

Step 8: Submit Your Review#

When review is complete:

1. Review your scores and comments

2. Ensure all required fields are filled

3. Click "Submit Review"

4. Confirm submission

5. Review is saved and visible to your team

6. You can edit your review before final decisions are made

Step 9: Compare Reviews#

View all reviews for an application:

1. Open an application
2. Scroll to "All Reviews" section
3. See scores and comments from all reviewers
4. View average scores and consensus

Review Consensus#

• Agreement: Reviewers agree on quality
• Disagreement: Varying scores - discuss as team
• Outliers: Very high or low scores - review carefully

Step 10: Make Decisions#

After all reviews are complete:

Review Summary#

1. View "Review Summary" for the opportunity
2. See:
   • Total applications
   • Average scores
   • Score distribution
   • Applications by status

Decision Making#

1. Shortlist: Select top candidates

   • Use score thresholds
   • Consider qualitative flags
   • Review as a team

2. Final Selection: Choose accepted artists

   • Review shortlisted applications
   • Consider opportunity capacity
   • Make final decisions

Bulk Actions#

For efficiency:

1. Select multiple applications
2. Use bulk actions:
   • Assign reviewers
   • Change status
   • Send messages
   • Export data

Step 11: Request More Information#

If you need clarification:

1. Open an application

2. Click "Request More Information"

3. Write your request:

   • Be specific about what you need
   • Set a deadline
   • Be professional and clear

4. Submit request

5. Applicant receives notification

6. They can respond with additional information

Step 12: Release Decisions#

When ready to notify applicants:

1. Go to "Decisions" section
2. Review all decisions
3. Release Decisions: Make decisions visible to applicants
4. Applicants receive notifications

Decision Types#

• Accepted: Congratulations message
• Not Selected: Professional rejection
• Waitlisted: Waitlist position information

Decision Messages#

Customize messages for each decision type:

• Personalize when possible
• Be professional and respectful
• Provide next steps for accepted applicants
• Offer feedback when possible for rejections

Review Best Practices#

Preparation#

• Clear Criteria: Establish review criteria before starting
• Calibration: Review a few applications together to align standards
• Timeline: Set realistic review timelines
• Resources: Ensure reviewers have time and tools needed

During Review#

• Consistency: Apply criteria consistently
• Documentation: Document scores and reasoning
• Fairness: Avoid bias, use blind review when appropriate
• Efficiency: Use tools and workflows effectively

After Review#

• Communication: Communicate decisions clearly and promptly
• Feedback: Provide feedback when possible
• Documentation: Keep records of review process
• Reflection: Learn from the process for next time

Examples#

Example: Review Workflow#

Week 1: Applications close, assign reviewers

• 50 applications received
• Assigned 2 reviewers each (round-robin)
• Due date: 2 weeks

Week 2-3: Review period

• Reviewers complete reviews
• Average scores calculated
• Team discusses outliers

Week 4: Decision making

• Shortlist top 10 applications
• Team meeting to review shortlist
• Select 5 accepted artists

Week 5: Release decisions

• Notify all applicants
• Confirm acceptances
• Begin next steps

Example: Scoring Rubric#

Criterion 1: Artistic Quality (Weight: 40%)

• Score: 8/10
• Notes: "Strong portfolio showing technical skill and conceptual depth"

Criterion 2: Fit with Opportunity (Weight: 30%)

• Score: 7/10
• Notes: "Work aligns well with residency theme"

Criterion 3: Proposal Quality (Weight: 20%)

• Score: 9/10
• Notes: "Clear, well-thought-out proposal"

Criterion 4: Professional Experience (Weight: 10%)

• Score: 6/10
• Notes: "Early career but shows promise"

Overall Score: 7.7/10

Troubleshooting#

Next Steps#

After reviewing applications:

1. Release Decisions: Notify all applicants
2. Follow Up: Work with accepted artists
3. Document Process: Note what worked and what to improve
4. Read More Guides:
   • Team Collaboration
   • Best Practices

Related Resources#

• Reviewer Tools
• Scoring Rubrics
• Decision Making

Effective application review requires preparation, consistency, and fairness. Take time to set up your process well, and it will serve you and applicants effectively. Good luck with your reviews!