Contents

• Overview
• Rolling Cycles Administration
  • Moving Submissions from the Intake Round to the Review Round
  • Review Round Administration
  • Award Administration

Overview

This article provides information and instructions on managing rolling cycles as an administrator in Next.

Rolling Cycles Administration

As soon as the first submission to a rolling cycle is received, administrators can take action.

Moving Submissions from the Intake Round to the Review Round

To move a submission to the review round following an intake round:

1. From one of the main program pages (i.e. not in Program Settings), navigate to the Intake Round screen by selecting the link from the left panel menu.

2. From the list of submissions, select the checkbox to the left of any submissions that should be moved to the review round.

3. To quickly select all submissions if they all should be moved, select the checkbox in the table header to the left of the Applicant ID label.

4. After selecting which submissions to move to the review round, select the Advance button located above the list of submissions.

5. A pop-up window opens providing a summary of the selected submissions moving to the review round; from this pop-up, selections can be deleted, if needed, by selecting the corresponding trash can icon to the right of the submission.

6. If all selections are correct, select the Move applications button.

7. A pop-up message appears confirming the move of the selected submissions.

Notice that the submissions that have moved to the review round are now greyed out on the intake round screen.

As soon as selections are moved into the review round, the review assignments for those submissions are automatically made by Next according to how the round was configured in the Workflow Builder.  At the same time, emails are sent to the reviewers letting them know they have new review assignments to complete; the email gets sent every time a new assignment is made when submissions are moved to the review round.

For rolling program cycles, the process of manually moving candidates through rounds is the same for any rounds in the workflow; follow the steps above to continue to select and advance submissions as needed from the respective intake or review round data screens.

Similar to review round communications, if a workflow has a second intake round, candidates who are moved into the next intake round will receive an email that informs them the next round is open and that they can submit the corresponding forms.

Review Round Administration

To access the review round data from one of the main program pages (i.e. not in Program Settings), select the Review Round link from the left panel menu.  Please note that this link will not appear until the program cycle is put into Test Mode.

Managing review assignments at this point is the same as non-rolling programs, with the exception that candidates can be moved to the award process at any time since the review round is not closing.

Please see the following articles for more information, as needed:

• View Reviewer Feedback 
• Review Round Data Custom Views (coming soon)
• Access Submissions During a Review Round 

Award Administration

Submissions can move to the award process without being reviewed if needed.  However, if the review process is needed, wait until the review process is complete for each submission before selecting them for an award.  

Remember that in rolling cycles, submissions can be moved to the award process without having to wait for all submissions to be reviewed.  Please see the article titled The Award Process (coming soon) for those steps, if needed.

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