Merit Panel Review

Job Title: Panel Chairperson

Positions that Report to the Panel Review Chairperson: Panel Reviewer

Position that Panel Review Chairperson Reports to: Panel Manager (PM)

Chairperson's Role and Tasks:

• Lead panel discussions to ensure objective, unbiased reviews.
• Compile reviewer comments for the Panel Summary Report (PSR) in Application Review Module (ARM).
• Set ground rules and schedule with the panel.
• Preparation: Review comments 4 hours before discussions to summarize.
• Moderate discussions for consensus on scores and comments.
• Submit draft PSR to Panel Manager (PM) for review and edits.
• Revise PSR based on PM's feedback until final PM approval.
• Commitment Time: 10-12 hours per application.
• Be available for panelists and management for the duration of the panel session including weekends and evenings.

Understanding Merit Review in Grant Applications:

Merit review is a critical part of evaluating grant applications. It uses a peer review process to ensure an impartial and fair selection. Here's what it involves:

• Technical Evaluation: An in-depth assessment of the application's technical aspects against the criteria in the Notice of Funding Opportunity (NOFO).
• Review Team: Three unbiased reviewers and one Panel Chairperson discuss, score, and comment on each application. The Panel Chairperson compiles these into a Panel Summary Review (PSR).
• Feedback: The PSR is vital feedback for applicants, provided by the Administration for Native Americans (ANA).
• Responsiveness and Fairness: Ensures selections align with NOFO requirements and public expectations of equity.

The Chairperson organizes reviewer comments and guides the panel discussions, prioritizing transparency and fairness, when drafting the PSR. The chairperson works with the ANA Panel Manager (PM) and Review Director (RD) to finalize the PSRs.

Chairperson Requirements and Essential Functions:

1. Know Your NOFO: Understand criteria for each program area assigned.
2. Avoid Conflicts: Report any conflict of interest immediately.
3. Preparation & Participation
   • Read all grant applications closely.
   • Set a schedule with reviewers to meet ANA deadlines.
   • Ensure timely review completion and full participation in meetings.
4. Facilitation Duties
   • Maintain professionalism and respect.
   • Consolidate comments before panel discussions.
   • Guide fair and objective application review
   • Take or record notes for PSR.
5. Comments and Scoring
   • Ensure comments are clear, thorough, appropriate, and non-biased.
   • Provide feedback on inadequate comments.
   • Balance and consolidate comments for PSR.
   • Revise PSR as needed until approved.
6. Confidentiality: Keep application information private and secure.
7. Deadlines: Ensure all panel tasks are completed on time.
8. Feedback: Assess and recommend improvements for panel reviews.
9. Documentation: Complete and return all required forms.

Review Guidelines:

• Criteria Understanding: Reviewers must use NOFO's criteria for scoring.
• Comments: Base comments only on published criteria.
• Policy Adherence: Follow all regulations and ethical guidelines.
• Conflict of Interest: Address any real or perceived conflicts immediately.
• Electronic Input: Enter scores and comments electronically.
• Summary Report: Prepare and finalize the report with PM or RD's edits.

Working Relationships:

Panel Reviewers

• Work under chairperson's guidance on review sessions. Ensure quality comments, share information, manage schedules, and solve conflicts respectfully.

PM (Project Manager)

• Coaches chairpersons, reviews summary reports for quality, participates in discussions, and ensures adherence to evaluation criteria. Edits and provides feedback on PSRs.

Review Director (RD)

• The RD reviews PSR and may request revisions or give final approval.

Job Title: Panel Reviewer

Positions that Report to the Panel Reviewer: None

Positions that the Panel Reviewer Reports to: Panel Chairperson and Panel Manager

Panel Reviewer Duties:

Your main task as a panel reviewer, your main task is to evaluate grant applications impartially. Here's what you need to know:

• Review applications against the NOFO criteria.
• Scoring: Write comments and score each application. Adjust based on panel discussions.
• Panel Discussions: Join virtual meetings to discuss applications' strengths and weaknesses.
• Time Commitment: Expect to spend 8-10 hours per application. The Merit Review session may last 7 to 14 days.
• Support: ANA staff will assist as Panel Manager (PM) and Review Director (RD).

Your analysis helps ensure funding goes to the most deserving projects. Your expertise is crucial.

Merit Review Overview:

Merit review ensures fair and impartial selection of grant applications. It involves:

• Evaluating technical aspects based on NOFO criteria.
• Peer review includes at least three panel reviewers and a Panel Chairperson.
• Panel reviewers score and comment on each application and sub criteria.
• The Panel Summary Review (PSR) is the main feedback applicants receive.
• Assists ANA to select the best applications that meet the NOFO purposes.

Requirements and Essential Functions for Panel Reviewers

• Essentials: Read all NOFOs for assigned areas. Complete panel reviewer training.
• Evaluation: Know evaluation criteria. Provide objective, accurate comments based on criteria.
• Write thorough and concise comments. One-liners are not acceptable. Use examples from applications.
• Use Application Review Module (ARM) system for scoring and comments.
• Submit comments 4 hours before panel discussions.
• Participate: Attend virtual meetings on camera. Respond promptly to the chairperson.
• Stay unbiased and respectful. Contact chairperson with any issues.

Job Description: Panel Reviewer

1. Assess chairperson's performance and suggest improvements.
2. Report conflicts of interest immediately. Maintain ethical conduct.
3. Maintain confidentiality. Do not share application details. Destroy review materials after the session.
4. Meet all schedules and deadlines. Complete and return all required documents.

Working Relationships Overview

1. Panel Reviewers: Work both independently and as a team. Share information, learn together, and resolve differences respectfully.
2. Panel Chairpersons: Facilitates panel discussions. Compiles reviewer comments into a summary report. Ensure comments and scores reflect application quality and align with evaluation criteria.
3. Panel Manager: Provides guidance on panel process and NOFO criteria. Offers feedback on Panel Summary Report revisions to the chairperson.
4. Review Director: Works with Panel Manager to review Panel Summary Reports for revisions or final approval.

Knowledge and Skill Requirements for Reviewers

1. Native American Knowledge: Understand their history, culture, and issues.
2. Evaluation Skills: Can assess grant applications critically based on NOFO criteria.
3. Analytical Writing: Write clear, concise, and accurate comments.
4. Communication: Effective in both writing and speaking.
5. Teamwork: Must be cooperative and adaptable.
6. Confidentiality: This is a must.
7. Training: Complete ANA online reviewer training.
8. Objectivity: Be unbiased and fair. No conflicts of interest. Other Required Knowledge and Skills:
   • Community development and project management.
   • Budget evaluation abilities are beneficial.
   • Understanding of federal grant review policies.
9. Technology Skills and Requirements:
   • Basic software and internet use.
   • Ease with learning information systems like ARM.
   • Needs reliable phone and internet during reviews.