Your Role in Ensuring Equitable Reviews

1. Your Role in Ensuring Equitable Reviews 2014 AmeriCorps External Review Training

2. 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 the purpose of the “Confidentiality and Conflict of Interest Statement” for Review Participants • Discuss the recognition and value of diversity in programs • Discuss the importance of page limits for applications

3. Preview of Assessment Questions (Multiple Choice) • You find yourself reviewing an application in which your organization will be a sub-recipient of an applicant organization. This is an example of: (Short Answer) • Briefly state your responsibility in ensuring equity in reviews in the following areas: Page Limits, Program Models, and Bias.

4. Equity in the External Review • Ensuring that each application receives consideration through a fair and equitable process that preserves the transparency and integrity of the grant application review • Understanding the Selection Criteria and Standards • Assessing the sections and applying ratings appropriately • Balancing the value of your expertise, professional opinion • Appreciating the variety and diversity of programs • Utilizing the Review Rubric • Using only the materials given to you; not considering outside information or factors (reputation, knowledge of organization, hyperlinks) • Shared responsibility as a Review Participant • Conflicts of Interest, Bias, & Confidentiality • Page limits

5. Conflict of Interest • Conflict between private interests and official responsibilities • CNCS considers both direct and indirect COIs • Consider those around you in your daily lives

6. Examples of Conflicts of Interest:Direct and Indirect • You are assigned to review an application for an organization for which: • Your business colleague is serving on the Board of Directors • Your sister has been volunteering for 10 years • You provided consulting services in 2011 • Your daughter has applied for employment • You are currently employed by an applicant/affiliate organization • Your friend’s business could benefit financially • Your organization will be a sub-recipient of an applicant organization • You no longer work for the applicant org as of 2005, but were employed there for 15 years

7. 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 andGARP Liaison • CNCS will determine the appropriate steps, if any, regarding your COI concern

8. Understanding Potential Bias • What is bias? • A preference or inclination that may inhibit impartial judgment • Can be for or against • Examples of potential bias can include: • Agreements/disagreements with methods or models in the program without basis • Favor or dislike of the author or applicant • Consideration of outside information (positive or negative) that is not included in the application • How should instances of bias be handled? • Often will be flagged by another participant (based on keen observations) • Return to assessment and provide facts only to reconsider assessment • Exercise consideration and respect, remove emotions • Possible recusal from review of that application

9. Confidential Information

10. Proper Handling of Confidential Items Reviewer Names Review Artifacts All Review Notes All Applications

11. Confidentiality & COI StatementProcess and Purpose To ensure you are aware of your responsibility To verify shared understanding and expectations for CNCS Standards in External Reviews

12. Diversity in Programs

13. Page Limits 15 Page Application Narrative Limit The narrative page limit includes: • SF 424 Facesheet • Executive Summary • Program Design • Organizational Capability • Cost Effectiveness and Budget Adequacy The narrative page limit DOES NOT include: • Budget • Performance Measures • Evaluation Plan Narrative, or • Required Supplementary Materials

14.  Wrap Up • Describe Review Participant and CNCS responsibility in Conflict of Interest (COI) • 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 and Conflict of Interest Statement for Review Participants • Recognize and value the importance of Diversity in Programs and Page Limits

15. Understanding the CNCS Grant Application Review Process 2014 AmeriCorps External Review Training

16. Training Objectives • Identify the steps in the life cycle of CNCS competitive grants • Describe the steps of the CNCS External Review process • Define the roles and responsibilities of Review Participants • Describe eGrants and how it is used

17. Overview of the CNCS Grant-Making Process

18. Corporation for National and Community Service • 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

19. Corporation for National and Community Service Signed on April 21, 2009, the Serve America Act went into effect on October 1, 2009 More information on the Serve America Act can be found at: http://go.usa.gov/Z6tT Edward M. Kennedy Serve America Act 2009

20. Competitive Grant Life Cycle Congress Appropriates Funding Plan for Grant Competitions Solicit Applicants & External Reviewers Receive Applications REVIEW APPLICATIONS Monitor &Administer Grant Award Grants Notification of Awards CNCS Award Decision Close Out

21. Overview of the Grant Application Review Process (GARP)

22. External Review Process Review Training Materials Download Assigned Applications Review Applications for COI Submit Final Individual Reviewer Forms (IRFs) Participate in Panel Discussions Assess Applications Complete Close Out Process • Edit Individual Reviewer Forms (IRFs) (R) • Compile Applicant Feedback Summaries (AFS) (PC) • Receive Feedback on AFS from Program Officer Liaison • Read the application • Provide a rating for each element (R) • Comment on significant strengths and weaknesses (R) • PC reviews & provides Feedback • Send final IRFs (Word doc) to GARP Liaision • Enter IRFs and AFSs in eGrants • Complete evaluation

23. Roles and Responsibilities • Review Participants: • External Reviewer • Conducts assessments of and provides ratings for each application • Participates in Panel Discussions • Completes high-quality Individual Reviewer Forms (IRFs) • Incorporates PC Feedback to improve IRF • Three Reviewers on the Panel. At least one Reviewer will have Evaluation experience. • Panel Coordinator • Manages panel logistics and facilitates the Panel Discussions • Provides feedback to each Reviewer on every IRF • Completes the Applicant Feedback Summary for each application discussed • Compiles the Justification of Evidence Level and Quality form • Completes Panel Coordinator Notes for each application

24. Roles and Responsibilities (cont.) • Grant Application Review Process (GARP) Liaison • Primary contact for process-related guidance and logistical support • Checks with each Reviewer and PC on review progress to assist • Program Officer Liaison (POL) • Provides CNCS programmatic expertise and guidance • Available as a resource for clarification of Criteria and Standards • Reviews the Applicant Feedback Summaries to ensure comments relate to Selection Criteria

25. 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 • Applicant Feedback Summary • Compilation of the External Reviewers’ comments for Applicant Feedback (Strengths and Weaknesses from each IRF) • Compiled by the Panel Coordinator • Justification of Evidence Level and Quality • Prepared by Panel Coordinator after the IRFs are final • Informs Internal Review (not for Applicant Feedback)

26. eGrants You will access eGrants at three junctures in the Review— • Download applications • Enter banking information • Enter review results (in addition to the final Word product)

27. Expectations of Review Participants • Review all orientation and training materials • 2014 AmeriCorps Peer Review Handbook • Orientation Sessions • Notice of Federal Funding Opportunity (NOFO) • Report any actual or potential Conflicts of Interest (COI) 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

28.  Wrap Up and Review You should now be able to: • Identify the steps in the life cycle of CNCS competitive grants • Describe the steps of the CNCS External Review process • Define the roles and responsibilities of Review Participants • Describe eGrants and how it is used

29. Assessment • To check for understanding  and verify that you have completed this orientation session, please complete the Assessment at the following link: https://www.surveymonkey.com/s/equitablereview