Introduction

Nominations are often the first step in a variety of award processes, from faculty departmental awards to student employee recognition.

Challenges

• Nominations often involve one individual submitting materials or a recommendation on behalf of a nominee.
• Sometimes the nominee needs to be a part of the process, and other times they should not.

Solutions

• For these processes, we recommend using the Form Designer template, which allows more flexibility on the Requirements page.
• Integrate the nominee at the point it makes sense for your process (e.g., upon initial submission, during the review process, with an award notification at the end).

Tips

• First Name and Last Name will be required. Re-naming the fields and collecting the nominator info here usually makes the most sense because these fields auto-populate with the first and last name of the person submitting the form.
• If you add the Primary Organization field to the application form, this will also be pre-populated with the organization of the person submitting the form, so you may want to add an additional field to collect the nominee's organization.
• Application Title field - *Very important*: This field will populate in the Application Title field on the back end (Data Grid, reports, etc.). Because of this, re-name this field to collect some other valuable info, like the name(s) of the nominee(s).
• Reference Letters (if applicable): Customize the instructions and emails to letter writers. You can find more information about our tips in this article.
• Notifications: Because mail merge fields are used in several email template, you should make sure the {applicantName} and {application title} fields make sense in the messages, or remove them from the templates. The most common email templates you may want to edit are:
  • Your Application Received (Applicant)
  • Award Application (Applicant)
  • Reject Application (Applicant)
  • Review Request (Reviewer)
  • Multiple Review Request (Reviewer)
• Integrating the nominee into the process
  • Upon initial submission - Make sure they're copied in the "Add Contacts for Notifications" section.
  • During the review process - Have them verify the nomination with Applicant-Driven Steps, or assign them as a "reviewer" to a specific routing step so they can add in more details not provided by the nominator.
  • Award notification - Include them in the email as the final step.

Have more questions about this topic? Go to the Community Forum to pose the question to other users or submit a support ticket to InfoReady.