Modernizing Reference Collection for Awards Grants and Scholarships

The revamped method of reference collection focuses on a standardized approach, ensuring consistent, reliable, and relevant information from each reference. By transitioning from narrative-based reference letters to a structured questionnaire format, the system achieves several key improvements:

Avoid reference letters:

• Historically references were collected in a letter format but this is now an outdated and risky method.
• Letters create a barrier for references.
  • Hard to write
  • Takes time and effort
  • Multi-step to create, write, and send back.
  • Not all references are created equal – some are better written than others, some had more time put into it, etc. Is this a fair representation of the scholarship applicant?
  • Hard to blind PII in a letter.

Leverage reference templates:

• Outline 3-5 questions that each reference should answer.
• Consider adding a reference evaluation scoresheet.
• Lowers the time and effort barrier for references.
• Creates data consistency amongst all applicants.
• Creates consistency in the review process with defined data sets.

Use Reviewrs automated reference collection process:

• Award nominees or nominators will enter the name and email of the reference
• Triggers an email notification to reference
• Reference clicks on a link that brings them to a reference template
• Reference simply fills out the template with the ability to save, log out, and work at their own pace.
• Visibility to both award program managers as well as to applicants on the progress of references.
• Actual reference content can be blinded from the applicant.
• Upon submission, the reference template is automatically attached to the applicant profile.
• Reference data can be blinded more easily by the review team.

Benefits to this revamped reference submission process:

Standardization and Reliability

• Uniform Response Format: The use of a structured questionnaire for all references eliminates the variability inherent in letters. Each reference answers the same set of questions, which directly relate to the applicant’s qualifications and suitability for the program.
• Direct Comparison: Standardized responses facilitate direct comparisons among candidates, enhancing the fairness of the evaluation process.

Efficiency and Completeness

• Automated Reminders: The system sends automated reminders to references to complete their submissions, ensuring timely collection of all necessary information.
• Ease of Submission: The online format simplifies the submission process for references, increasing the likelihood of complete and thoughtful responses.

Enhanced Data Integrity

• Reduction of Bias: By focusing on specific, relevant questions, the potential for biased or overly subjective evaluations is minimized, leading to more objective and actionable data.
• Improved Evaluation Quality: Evaluators receive high-quality, relevant data that accurately reflects the candidate’s capabilities, supporting better-informed decision-making.

This change in approach to collecting references ensures that the evaluation process is both efficient and equitable, providing a solid foundation for assessing candidates’ suitability and potential.