Overview
This article explains the workflow for managing and participating in the collaborative assessment plan review process. This multi-stage system allows for multiple reviewers and an optional final approval step to ensure feedback quality.
Managing Reviewers
Administrators assign one or more reviewers to an assessment plan review for an organization. This creates a shared queue where any assigned reviewer can pick up and complete a review.
- To add reviewers, the administrator clicks into a review and selects Assign Reviewer.
- From the user list, the administrator selects multiple reviewers and clicks Next.
- The administrator selects the organizations from the hierarchy and clicks Finish.
- Administrators can add, edit, or remove reviewers at any time, including after a review is created.
- If a reviewer is removed, the system retains existing data according to standard protocols.
Adding a Final Approval
The "Require Final Approval" setting provides a second layer of quality control. When enabled, reviews submitted by initial reviewers route to a Final Approver for verification before feedback is released to the organization.
- To enable this feature, the administrator navigates to the "Require Final Approval" section of the review settings.
- The administrator locates the "Require Final Approval" toggle and switches it to ON.
- The administrator clicks Assign Final Approver. (Note: Only one person can be selected as a final approver.)
- Once a final approver is selected, the administrator clicks Finish.
Note: Administrators may change or remove the Final Approver at any time. A confirmation prompt appears if an administrator replaces an approver who has already started work.
- For new setups, the administrator clicks Create Review.
- When editing an existing review, the administrator clicks Update Review.
Accessing Assigned Reviews
Reviewers and Final Approvers access assigned tasks through email notifications or the Home page under the "Service and Committee Involvement" section.
The Review Card provides a progress summary, including counts for organizations that are:
- Waiting for submission
- In review
- In final approval
- Complete
Upon clicking into a review, the user can toggle between All Reviews and My Reviews to focus on personal assignments.
The "Start the next review after submitting" option automatically loads the next organization's review.
Review Actions and Tools
Reviewers and Final Approvers can save work in progress to prevent data loss.
During active sessions, a lock indicator appears to other reviewers to prevent conflicting edits in the collaborative environment.
The Final Approver clicks Start Approval to view all ratings and feedback, make necessary edits, and add comments.
If a user is both the initial reviewer and the Final Approver, the Approve and Send Feedback Now option skips the separate approval step.
Tracking and Notifications
Once a review is finished, reviewers and approvers have a read-only view of the finalized feedback under the Complete tab. This feedback includes criteria ratings, comments, and attachments, and can be downloaded as a PDF.
The system manages communication through the following alerts:
- Reviewer Notifications: Sent when a plan review is launched or an organization submits a plan.
- Final Approver Notifications: Sent when an initial review is ready. These are managed under Admin > Notifications > Planning.
Exporting Data
The Plan Review Rubric Results Comma-Separated Values (CSV) export includes an Approved By column to identify the Final Approver for each record.