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AMERICAN DENTAL EDUCATION ASSOCIATION
Reviewers Portal Training Webinars
Spring 2011
AMERICAN DENTAL EDUCATION ASSOCIATION
Objectives
This webinar will provide ADEA AADSAS users with:
• A high level understanding the Reviewers Portal
• A flowchart of applicants in all ADEA AADSAS
Portals
• Examples of how the Reviewers Portal might be
used at their school
• Step-by-step training in the Reviewers Portal
AMERICAN DENTAL EDUCATION ASSOCIATION
Instructions for Webinar Q&A
Type your questions at
any time into the
designated “Question”
box shown at right of
your screen.
After the presentation,
questions will be read to
the entire group and
answered.
AMERICAN DENTAL EDUCATION ASSOCIATION
What Is the Reviewers Portal?
Web-based software that gives schools the tools
to facilitate the online evaluation of applicants.
AMERICAN DENTAL EDUCATION ASSOCIATION
Reviewers Portal Design Process
Goal
The goal of the ADEA AADSAS Reviewers Portal
is to provide a tool flexible enough that schools
may use it to augment their existing review
processes.
Design
The initial design was vetted by:
• Liaison Staff
• AClient Staff
• ADEA Staff
• ADEA AADSAS Advisory Committee
AMERICAN DENTAL EDUCATION ASSOCIATION
ADEA AADSAS PAPERLESS PROCESS
The Reviewers Portal is a separate, optional tool
designed to facilitate paperless applicant reviews.
AMERICAN DENTAL EDUCATION ASSOCIATION
When to Use the Reviewers Portal
The Reviewers Portal could be considered for use
any time you would typically hand an admissions
committee member an applicant’s file folder.
• Preliminary Applicant Screening
• Assignment of Application Files to Interviewers
• Admissions Committee Reviews
• Other Qualitative Applicant Evaluations
AMERICAN DENTAL EDUCATION ASSOCIATION
Training Agenda
• How to configure Reviewers Portal users
• How to create and configure assignments
• How to search applicants
• How to upload supplemental documents
• How to assign applicants to a reviewer
• How to globally assign applicants
• How a reviewer completes an assignment
• How to export assignment results
AMERICAN DENTAL EDUCATION ASSOCIATION
Configuring Reviewers Portal Users
Located in the “Management” menu.
Schools control user access and rights.
AMERICAN DENTAL EDUCATION ASSOCIATION
Reviewers Portal User Roles
View All Applicants – Users with this role see every
applicant in the Reviewers Portal
Assign Applicants – Users with this role can assign
applicants to a Reviewer
Manage Documents – Users with this role can
upload and delete supplemental documents to an
applicant’s record
Configure Software – Users with this role can create
and edit user accounts and assignment types
AMERICAN DENTAL EDUCATION ASSOCIATION
Configuring Assignment Types
Located in the “Management” menu.
Used to customize Reviewers Portal Assignments.
AMERICAN DENTAL EDUCATION ASSOCIATION
Assignment Type Tips
Multiple Types – Create one or more assignment
types depending on your school’s needs
Options For Each Type – You can elect to use
comments, scores, and recommendations as
appropriate for your workflow
Custom Remarks – Enter your school’s existing
list of remarks
Instructions – Enter the instructions that you
would give to your reviewers for the assignment
AMERICAN DENTAL EDUCATION ASSOCIATION
Searching Applicants
Located in the “Applicants” menu.
Click on an applicant to access their record.
AMERICAN DENTAL EDUCATION ASSOCIATION
Searching Applicant Tips
To Search for Applicants Not Yet Assigned
Select “None” from the “Assignment Status” field
To Search for Completed Assignments
Select the Assignment you want from the
“Assignment Type” field “Yes” from the
“Assignment Status”
To Check A Reviewer’s Queue
Select the reviewer’s name from the “Reviewer’s
Name” field
AMERICAN DENTAL EDUCATION ASSOCIATION
Uploading Supplemental Documents
Located on the applicant details page. You can
make supplemental material available to reviewers.
AMERICAN DENTAL EDUCATION ASSOCIATION
Uploading Document Tips
File Types – Upload MS Word Documents,
PDFs, and Text (.TXT) files
Maximum Size – 5 MB per file. 10 MB per
Applicant.
Maximum Documents – Three per Applicant
File Availability – Files are only available to
users of your Reviewers Portal. They are not
shared with other schools, applicants, or the
admissions portal.
AMERICAN DENTAL EDUCATION ASSOCIATION
Assign Applicants to Reviewers
Located on the applicant details page in the
“Assignments” panel.
AMERICAN DENTAL EDUCATION ASSOCIATION
Assigning Applicant Tips
Select Assignment Type – Select the type of
assignment you wish to have completed
Select the Reviewer – Select who will complete the
review assignment
Due Dates – Select a due date so the reviewer
knows when the review should be completed
Multiple Assignments – If you make multiple
assignments to the same applicant, only users with
the “Assign Applicants” role will be able to see
assignments that do not belong to them
AMERICAN DENTAL EDUCATION ASSOCIATION
Globally Assign Applicants
From the “Search Assignments” screen, you can
assign multiple applicants to a single reviewer.
AMERICAN DENTAL EDUCATION ASSOCIATION
Global Assignment Tips
Search Tools – Make a “Global Assignment” by
clicking on the “Search Tools” button
Search First – You must limit the applicants by
searching prior to assigning them
Assignment Details – All applicants assigned
will have the same assignment type, reviewer,
and due date
Check Boxes – Use the checkboxes to the left to
assign smaller groups of applicants
AMERICAN DENTAL EDUCATION ASSOCIATION
Completing an Assignment
Reviewers use the “Submit Results” button to
enter their results.
AMERICAN DENTAL EDUCATION ASSOCIATION
Completing an Assignment Tips
Document Access – Reviewers can see the full
application, letters of reference, and any
uploaded documents online
Remarks, Comments, and Scores – Only the
options active in the “Assignment Type” will be
available
Editing an Assignment – Only users with the
“Assign Applicants” role can change a reviewer
or due date. In addition, only these users can
change an assignment once it is completed.
AMERICAN DENTAL EDUCATION ASSOCIATION
Exporting Assignment Results
Admissions staff can export review data including
review results and reviewer information.
AMERICAN DENTAL EDUCATION ASSOCIATION
Exporting Assignment Results Tips
Search Tools – “Export” results by clicking on the
“Search Actions” button
Search First – You must limit the applicants by
searching prior to exporting them
Check Boxes – Use the checkboxes to the left to
assign smaller groups of applicants
File Format – Reports export all assignment
information and open in MS Excel
AClient – Export scores and enter into AClient as
“Interview” or “Local” scores
AMERICAN DENTAL EDUCATION ASSOCIATION
Additional Help
This PowerPoint – This PowerPoint will be
posted to the http://www.goadeaafasa.org/
Help System – An online help system is available
within the software
In Software Training – Several training videos
will be available directly within the software
Telephone and Email Support – From the same
team that supports AClient
716.636.7777 option 7 or
AMERICAN DENTAL EDUCATION ASSOCIATION
Questions