Creating Review Bundles

Coordinators create a Review Bundle record to distribute Application records for review to the Reviewers.

Creating a Review Bundle record involves the following steps:

  1. Configuring the Review Bundle Settings
  2. Assigning Applications to a Review Bundle
  3. Assigning Reviewers to a Review Bundle
  4. Finalizing a Review Bundle

Configuring Review Bundle Settings

A Review Bundle record comprises several settings that define the review process for Applications assigned to the Review Bundle.

For example, a coordinator can choose the type of review method as Sequential wherein applications are assigned to the reviewers in a predefined review order. Other settings such as the Cutoff Date and Due Date are used to define the timeline for assigning and completing application reviews. These configurations are updated in the Settings tab of the Review Bundle. For details, see the Review Bundle Settings table.

To configure Review Bundle settings

  1. In the Application Review feature, click Review Bundles.
  2. Click New.
  3. In the Settings tab, specify details based on your institution's requirements.

To edit the settings of an active Review Bundle

Coordinators can edit all the fields in the Settings tab of the Review Bundle except the Bundle Type field.

When the Head Reviewer Submission field is updated to:

  • Wait - The Head Reviewer's review will get deleted if Regular Reviewers added to the Review Bundle have not submitted their reviews.

  • Anytime and the Bundle Type is Parallel - Application Review records will be created and displayed in the Application Review page for the Head Reviewers assigned to the Review Bundle.

Review Bundle Settings

Field name Description
Bundle Name The name of the Review Bundle.
Bundle Type Indicates the order of reviews for applications:
  • Parallel – All applications can be reviewed by all assigned reviewers at the same time.
  • Sequential – Applications are assigned one at a time to Regular Reviewers based on the review order specified for Regular Reviewers in the Review Bundle.

  • Random - The application reviews are created for only a specified random number of reviewers specified in the # of Random reviews to create field.

    If the Head Reviewer Submission is set to Wait, the specified number of reviewers must complete the application review before the head reviewer can review and finalize the application.

  • Round Robin - All reviewers receive a review record for an applicant, but only a certain number of completed reviews specified in the # of completed reviews needed for Round Robin field is required for the application.

    If the Head Reviewer Submission is set to Wait, a certain number of completed reviews need to be submitted before being sent to the head reviewer.

Head Reviewer Submission Indicates when a Head Reviewer can see the applications and submit their reviews:
  • Anytime – Head Reviewers can view the application and submit their reviews anytime, even before other reviewers submit their reviews.
  • Wait – Head reviewers must wait to review the application until all the regular reviewers in the Review Bundle have submitted their reviews.
# of Random reviews to create *

This field indicates how many reviews will be created randomly for the application.

If the Head Reviewer Submission is set toWait then this number of reviews needs to be submitted.
# of completed reviews needed for Round Robin * When the Bundle Type is Round Robin and the Head Reviewer Submission is Wait, the number in this field indicates the number of completed reviews required for an application before it can be reviewed by a head reviewer.
Head Reviewers Require Review Questions Indicates whether the Head Reviewers are required to answer all the questions in the Review section of the Application review form.
  • On - Head reviewers must answer all the questions in the Review section.
  • Off - Head reviewers must answer only the Review Recommendation question in the Review section.
Review Sharing Option Indicates who can view submitted reviews in the Reviews Summary page:
  • Public - Reviewers can view each other's review submissions.
  • Private - Only Head Reviewers can view review submissions .
Cutoff Date The date after which no more applications can be assigned to the Review Bundle.

If this field is not set, the applications can be assigned to the Review Bundle anytime.
Due Date The due date for completing the application reviews by reviewers in the bundle.
Move to Next Round Options Recommendation options available for selection in the Application Review form, which is used to move the Application record to the next stage of admission process.
Next Round Workflow A lookup to select a custom move to next round workflow that is configured by the coordinator to automatically move Applications from the current Review Bundle to the required Review Bundle for the next round of review when the head reviewer submits the application review.

For information on the workflows, see Administrative and Coordinator Options.
Application Review Template The application review template that's associated with the review bundle.
Enable Application Download Indicates whether the application can be downloaded as a PDF by the reviewer.
Reviewer Notifications Indicates whether an email must be sent to each assigned reviewer for every assigned application:
  • On
  • Off - default

When this option is switched on, it enables an email to be sent to reviewers (who are not coordinators). In the activated review bundle, each assigned reviewer will receive an individual email for every assigned application.

Default format of the email:

Hi <Reviewer>,

Reviews are assigned to you in <bundle name>. Please complete them on or before <due date>.

Regards,

<Name>

An administrator can change to the default text by editing Application Review -Send Notifications to Reviewer, the flow in which this functionality is configured.

Note: To enable this functionality, the following option must be selected: Allow other Microsoft Dynamics 365 users to send mail on your behalf (Settings > Personalized Settings > Email). For information about this option see Microsoft documentation.
Coordinator Notifications Enables coordinators, i.e., bundle owners to receive an email notification when head reviewers complete application reviews assigned to them. For more information, see Sending an Email Notification to Bundle Owners.
Default Review Form The review form selected in this field will be set as the default review form in the Application Form for reviewers.

  • When this field is configured, the reviewer cannot change the default review form in the Application Form. Even if they try to select a different review form, the application form will be defaulted to the default review form configured in this field.

  • When this field is not configured, reviewers need to manually select the required review form in the Application Form.
Review Instructions Enables coordinators to add instructions for reviewing applications added to the review bundle.

When instructions are added in this field, the content is displayed in a read-only format in the Review Instructions field in the Review section of the Application Review record.

Assigning Applications to a Review Bundle

After creating a Review Bundle record, coordinators can assign Applications that are available for review to the Review Bundle from one of the following locations:

  • The Application tab of the Review Bundle
  • The Applications page in the Coordinators section
  • Coordinators Dashboard

The Applications tab of a Review Bundle includes the following two sections:

  • Applications - Displays Application records available in the Campus Management solution with the Review Status as Ready for Review and Next Round.
  • Assigned Applications - Displays the Review Bundle Application records that are created when an Applications is assigned to the current Review Bundle.

To Assign Applications to a Review Bundle

  1. View the required Review Bundle record and click the Applications tab.
  2. Select the required Application record(s) in the Applications section.
  3. Click (...) and click the Assign to Bundle pop-up menu option.
    The Applications are assigned to the Review Bundle and appear in the Assigned Applications section.

Assigning Reviewers to a Review Bundle

After assigning Applications to the Review Bundle, coordinators must assign Reviewers to the Review Bundle in the Reviewers tab.

The Reviewers tab includes the following two sections:

  • All Users - Displays users who are assigned the CMC - Add On - Application Reviewer role.
  • Reviewers - Displays the Reviewers assigned to the Review Bundle, the type of reviewers, and the Review Order for Regular Reviewers if the Bundle Type is Sequential. Following are the types of Reviewers:
    • Regular Reviewers - They review the application and submit feedback which can be viewed by other reviewers (based on the Review Bundle settings) and Head Reviewers.
    • Head Reviewers - The Head Reviewers view the review submission provided by all the Regular Reviewers and submit the review which is considered the final recommendation for the application. After the Head Reviewer submits the review the Regular Reviewers cannot edit or submit their reviews.

To Assign Reviewers to a Review Bundle

  1. View the required Review Bundle record and click the Reviewers tab.
  2. In the All Users section, select the required user(s).
  3. Click (...) and click the Assign to Bundle pop-up menu option.
    The User(s ) are added to the Review Bundle and displayed in the Assigned Reviewers section.
  4. Set the Reviewer as Regular Reviewer or Head Reviewer.
  5. Set the Review Order for Regular Reviewers if the Bundle Type is Sequential.
    The Review Order can be changed later using the Change Review Order pop-up menu option.

To Remove Reviewers from a Review Bundle

  1. View the required Review Bundle record and click the Reviewers tab.
  2. In the Assigned Reviewers section, select the reviewer(s) to be removed.
  3. Click (...) and click the Remove from Bundle pop-up menu option.
    The reviewer(s ) are removed from the Review Bundle.

Finalizing a Review Bundle

Finalizing a Review Bundle involves clicking the Activate button for the Review Bundle, which updates the value of the Review Status field from Configuration to Active.

Coordinators can activate a Review Bundle after completing the following configurations for the Review Bundle:

  • All the required Review Bundle Settings are configured.
  • Applications are assigned to the Review Bundle.
  • Reviewers are assigned to the Review Bundle.

When a Review Bundle is activated:

  • The Application Review records are displayed to Reviewers in the Reviewers Dashboard and in the Application Review page.
  • If the Bundle type is Parallel and the Head Reviewer Submission is Anytime, Application Review records are created for all reviewers added to the Review Bundle.
  • If the Bundle type is Sequential and the Head Reviewer Submission is Wait, Application Review record is created only for the first Regular Reviewer based on the Review Order of the reviewers.