Ensuring an Equitable Review

AmeriCorps External Review Training

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Training Objectives

By the end of this training, you should be able to:¨ Describe the Review Participants’ responsibilities

in ensuring a fair and equitable review¨ Outline the steps to take if you identify a

potential Conflict of Interest¨ Explain examples of potential bias¨ List proper disposal methods for all confidential

materials¨ State and understand the purpose of the

“Confidentiality & Conflict of Interest Form” for Review Participants

¨ Discuss the recognition and value of diversity in programs

¨ Discuss the importance of page limits for applications

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What does it mean to be equitable?

¨ Ensuring that each application receives consideration through a fair and impartial process that preserves the transparency and integrity of the grant application review

¨ Understanding the Selection Criteria Assessing each criterion and applying the appropriate

rating Balancing the value of your expertise, professional

opinion Appreciating the variety and diversity of programs Understanding and following the Review (Scoring) Rubric Using only the materials provided; not considering

outside information¨ Shared responsibility as a Review Participant

Confidentiality, Conflicts of Interest, Bias Understanding and following page limits

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Conflict of Interest

¨ Conflict of Interest is any private interest, affiliation, or relationship which could potentially compromise your ability to impartially carry out your official responsibilities.

¨ Before you review any grant applications, you must tell CNCS about any possible Conflicts of Interest or even the appearance of a Conflict of Interest.

¨ The duty to disclose potential Conflicts of Interest is an ongoing duty. If a Conflict of Interest or the appearance of a Conflict of Interest arises during the course of your participation, you must tell CNCS.

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Examples of Conflicts of Interest

Scenarios listed in the Conflict of Interest Form¨ Affiliation with an applicant organization

Includes Continuing Applications (in 2nd or 3rd year of funding cycle)

Includes State Commissions

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Importance of Reporting COIs

¨ Ensure a fair and equitable review for each application

¨ Preserving the integrity of the External Review process

¨ If you have any questions or think a conflict may exist, immediately contact your Panel Coordinator and GARP Liaison

¨ CNCS staff will review the information, make a determination as to whether there is a conflict, and notify you of what steps, if any, need to be taken.

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Understanding Potential Bias

¨ What is bias? A preference or inclination that may inhibit impartial

judgment Can be for or against – positive or negative

¨ Examples of potential bias can include: Comments about the proposed methods or models in

the Program Design that have no basis Favor or dislike of the author or applicant Consideration of outside information

¨ How should instances of bias be handled? Often will be flagged by another panel member Return to assessment; only use information provided in

the application Exercise consideration and respect – remove emotions Possible recusal from review of that application

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Confidential Information• Applicant names• Applicant business information

and financial data

• Details about the proposed program

• Review comments and review ratings

Applicant Confidentiality

• Identity of all Review Participants

• The link between Reviewers and their comments

Participant Confidentiality

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Proper Handling of Confidential Items

All Review NotesAll Applications

Review Artifacts

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Confidentiality & COI Form:Process and Purpose

Read the Confidentiality & COI Form

Sign and return to CNCS

Receive the applications

Review for potential COIs

Maintain appropriate confidentiality

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Diversity in Programs

Focus Areas Types of Organizations

Scope of Proposed Project/

Program Size

Program Model Target Population

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Narrative Page Limit: 15 Pages (18 pgs)

The narrative page limit includes:¨ SF-424 Face Sheet¨ Executive Summary¨ Program Design ¨ Organizational

Capability ¨ Cost Effectiveness and

Budget Adequacy

The narrative page limit DOES NOT include:¨ Logic Model¨ Budget¨ Performance Measures¨ Evaluation Plan¨ Additional Documents

CNCS reviews the page limits for all application narratives prior to the review. Applications are flagged, and Reviewers must not read beyond the 15 page limit (18 page limit for Multi-Focus Intermediaries). If you have a narrative that exceeds the page limit and it was not flagged, please report it to your Panel Coordinator and GARP Liaison immediately.

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Wrap Up

¨ Describe Review Participants’ responsibilities in ensuring a fair and equitable review

¨ Restate steps to take if you identify a potential COI

¨ Understand examples of potential bias¨ List proper disposal methods for all confidential

materials¨ Understand the purpose of the Confidentiality &

Conflict of Interest Form for Review Participants¨ Recognize and value the importance of diversity

in programs and following page limits

Understanding the CNCS Grant Application Review

Process

AmeriCorps External Review Training

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Training Objectives

¨ Identify the steps in the life cycle of CNCS competitive grants

¨ Understand the steps of the CNCS External Review process

¨ Understand the roles and responsibilities of Review Participants

¨ Understand eGrants and when it should be used

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Background on CNCS

¨ Created in 1993, and expanded opportunities for Americans to serve their communities through national service

¨ Nation’s largest grant-maker supporting service and volunteering

¨ Engages millions of Americans of all ages and backgrounds in service each year through its programs

¨ Promotes United We Serve: www.serve.gov ¨ For more information, please review the CNCS

Strategic plan: http://go.usa.gov/Z6eF

Life-Cycle of Competitive Grants

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External Review Process¨ Review trainings and orientations sessions¨ Download assigned applications¨ Review applications for COI¨ Assess applications

Read the application Provide a rating for each External Review criterion Comment on significant strengths and weaknesses PC reviews IRF and provides feedback

¨ Participate in Panel Discussion Calls Reviewer revises IRF and incorporates PC feedback

¨ Review of IRF by Program Officer Liaison (POL)¨ Submit final Individual Review Forms (IRFs)¨ Complete the closeout process

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Roles & Responsibilities: Review Participants

¨ External Reviewer Conducts assessments of and provides ratings for each

application Participates in Panel Discussion Calls Completes high-quality IRFs Incorporates Panel Coordinator (PC) feedback to improve IRF Three (3) Reviewers on each panel

¨ Panel Coordinator (PC) Manages panel logistics and facilitates the Panel Discussion Calls Provides feedback to each Reviewer on every IRF Completes Panel Coordinator Notes for each application after

the Panel Discussion Call

Roles and Responsibilities: CNCS Staff Liaisons

¨ Grant Application Review Process (GARP) Liaison Primary contact for process-related guidance and logistical

support Checks with each Reviewer and PC to assist on review progress

¨ Program Officer Liaison (POL) Provides CNCS programmatic expertise and guidance Available as a resource for clarification of Selection Criteria Reviews the IRFs to ensure comments relate to Selection

Criteria

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Key Review Forms

¨ Individual Reviewer Form (IRF) Captures the External Reviewers’ assessments and

the significant strengths and weaknesses identified in an application

Completed by External Reviewers for each application

¨ Panel Coordinator (PC) Notes Completed after every Panel Discussion Call for

each application Provides an opportunity to capture noteworthy

discussion, points of (dis)agreement, panel anomalies, and potential bias

Captures any issues that were not considered in the Panel Discussion Call that CNCS staff should be aware of when considering this application21

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eGrants

¨ You will access eGrants at two junctures in the Review— Download applications Enter banking information for

honorarium

¨ To access eGrants: https://egrants.cns.gov/espan/main/login.jsp

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Expectations of Review Participants

¨ Review all orientation and training materials 2015 AmeriCorps External Review Handbook Orientation Sessions Notice of Federal Funding Opportunity (Notice or NOFO)

¨ Report any actual or potential COIs and comply with confidentiality expectations

¨ Produce high-quality review products¨ Be responsive to requests from the GARP Liaison

and POL¨ Satisfactorily complete all Review Participant

responsibilities

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Wrap Up and Review You should now be able to:¨ Identify the steps in the life cycle of CNCS

competitive grants¨ Understand the steps of the CNCS External

Review process¨ Understand the roles and responsibilities of

Review Participants¨ Understand eGrants and when it should be used

Assessment

¨ To check for understanding and to verify that you have completed this orientation session, please complete the assessment at the following link: https://www.surveymonkey.com/s/EquitableReview

(Please reference the PowerPoint on the Reviewer Resource Webpage to access the link)

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