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The illustrations in the provided Wiki pages are for consultation purpose only and may not always reflect the latest implementation. 


This page explains the basic functionalities and common elements for all assessments in Assessment module for expert, consolidator and/or editing assignments, and for all assessment types (application, interim report and final report), unless specified otherwise.

The term assessment is used throughout this page and covers expert assessments, and consolidation as well as editing assignments, unless specified otherwise.


Take note

The assessments contain onscreen notifications and warning messages specific to the assessment you are working on. Please read the information carefully and, if you require further assistance, consult the relevant 'How to' pages for experts. 
In addition, tooltips and/or guidelines are available which are clearly indicated by a question mark icon in a black circle . Clicking on the icon will open the related guidelines pop-up window. 






The "Assessment Details" screen

After opening one of the given assignments from My Assessments, the related Assessment Details screen opens in a new tab. The following elements are available:

  1. Header

    • Basic information about the project under assessment is displayed at the top of the work area.
  2. Navigation menu

    • Allows you to navigate to the various sections of the assessment.
    • When a section is completed, the displayed icon changes to a green check. 
  3. Content area 

    • Includes the content of the assessment as per assignment. By default, the Award criteria screen is displayed. 

  4. PDF (Print) button
    • Click on the PDF button to export the assessment, draft or completed, to a PDF file. 
  5. Submit button
    • Becomes active only once all sections are indicated as Completed and, in the case of expert assignments, the Conflict of interest statement is confirmed with No conflict of interest.


For submitted assessments, a notification is displayed at the top of the screen, displaying the submission information and the information that no more changes are possible.

Take note

If you need to make changes in an already submitted assessment, please contact your National Agency. If changes are considered necessary, the National Agency will request a new version of the assessment. This new version of the assessment will then be available from My Assessments, clearly indicating the version as v02, v03,... etc.

 

Header


The header in the Assessment Details screen displays basic information about the project under assessment. By default, it only shows key details. To expand and view further information, click the available arrow.

The following information is displayed in the header:

  1. Project code and, if available, Project Title
  2. Beneficiary organisation name
  3. Assignment type, either Application, Interim Report or Final Report;
  4. Assignment ID and Assignment Version
  5. Language of the project under assessment 
  6. Thresholds reached indicator:
    • Initially, for ongoing expert or consolidator assignments, it is in an orange badge and displays /100 
    • When completing an expert assessment or consolidation the badge will change colour:
      • to red for award criteria threshold not reached, and
      • to green for award criteria threshold reached
    • In consolidation assignments the thresholds indicator is called Consolidation tresholds reached
  1. If expanded: 
    • A table displays, providing an overview of assessment criteria and, if available, the scores given for each criteria by the involved expert(s).
    • The displayed columns and available information depends on the status of the individual assignments and your role in the assessment process of the project.
    • For ongoing expert assignments that have not started, the table is initially empty.
    • Columns available are Criteria - displaying the Award Criteria, and Expert role and name. One column for each expert involved may become available over the course of the assessment cycle.


The header also has a coloured bar at the left side that changes colour according to the award criteria thresholds for expert and/or consolidator assignments: 

  1. Orange: Initial display, no thresholds scores yet entered in any of the relevant score fields in the Award Criteria section of the assessment 
  2. Green: Thresholds reached in the Award Criteria section of the assessment 
  3. Red: Thresholds not reached in the Award Criteria section of the assessment 

Here is an example screen of an expanded header of a not-started or ongoing expert assignment.



 Click here to expand for additional examples of the header in the "Assessment Details" screen.

Here is an example screen of an expanded header of a completed expert assignment with the award criteria thresholds reached.


Here is an example screen of an expanded header of a consolidation assignment that reached the award criteria thresholds. It also displays the scores given by each expert involved in the assessment per award criteria, in our example we have the information available for Expert1, Expert2, and the Consolidator.


Here is an example screen of an expanded header of a completed expert assignment with the award criteria thresholds not reached.



"PDF" button

The PDF (Print) button on the top right corner of the screen is always active and can be used to create PDF files of drafted and completed assessments. 


The file download begins automatically and a success message displays. 


If a draft, meaning not submitted, version of an assessment is exported as a PDF, it will indicate its draft status.

 

Navigation through/within assessment sections

To access a specific section within an assessment, use the Navigation panel. 

Information

It is possible to scroll independently through the navigation menu, the work area as a whole, and the available panels of the work area.


The navigation panel also shows which sections of the assessment are complete by displaying a green check, or incomplete by displaying a red X. The panel can be collapsed, using the available arrow <.

In Editing assignments the sections are by default marked with a green check. 



Mandatory fields and sections

Mandatory fields and questions in an assessment are marked with a red asterisk *. They must be filled in before you are able to submit the assessment results. 

  
If a section in the Navigation is marked with a red X, it means that mandatory information is missing or incomplete. 



 "Project Information" section of an assessment 

When opening an assessment from My Assessments it will always open the assessment on the Project Information by default. The information available here is relevant for the given assignment. 

Available sub-sections under Project Information include Application, Budget information, Assessments and Reports, in the case of the assessment of an interim or final report. 

  • Application - contains the pdf version of the application submitted by the beneficiary organisation and all annexes submitted with it
  • Budget information - contains information about the budget linked to the project
  • Reports - only visible when assessing reports; contains the Beneficiary report(s) file(s) as well as the outputs and/or results of the project
  • Assessments - only visible for completed expert assignments, as well as in consolidator and editor assignments; contains the pdf versions of already submitted assessments
    • Experts only have access to their own submitted assessment in this section after it was submitted

For available files, you have the options to: 

  1. Download each file individually, using the Download button, and
  2. View as a PDF version online, using the PDF button.



"Award criteria" section of an assessment 

Expert tabs

When accessing the Award Criteria section, the content area will either open the corresponding assignment in read or edit mode, depending on your role and the assignment status.

The assessment is opened in a specific tab for your role. You will see the tabs for other expert(s) involved in the assessment process. Depending on your role and the status of the assignment, you may or may not have access to the information for each of the available tabs. 

Here is an example of the tabs displayed under Award Criteria for Expert1 of a project assessment with two experts assigned to evaluate.
The tabs for Expert2 and Consolidator are greyed out as Expert1 does not have access
to these. 


Here an example of the tabs displayed under Award Criteria when opening a Consolidator assignment. In our example, the tabs for Expert1 and Expert2 can be accessed. The Consolidator has read access to the individual assessments. 


Score fields (expert and consolidation assignments only)

Similar to the coloured side bar of the header, the Score fields (completed when working on an expert or consolidator assignment for an application) also have a colour indicator that changes on the completion of the relevant score fields:

  1. Orange: Initial display, no threshold scores yet entered in the relevant score field 
  2. Green: Threshold reached 
  3. Red: Threshold not reached 

Completion of the score fields is mandatory. Hovering over the coloured dot will display a tooltip.




"Comments" section of an assessment 

The Comments section of an assessment allows the expert to provide additional commentary for applicant, beneficiary and/or NA. Some comment fields are mandatory. Depending on the type of assessment and the action type of the project under assessment, different comment fields may be available. The following options are possible:

  • Comments for the applicant 
  • Comments for the beneficiary
  • Internal comments for the NA
  • Recommendations on grant reduction for the NA 
  • Comments on Erasmus Plan Objectives 

Comments that are mandatory are marked with a red asterisk *.

See below for information on the character limits in comments fields. 



"Conflict of interest" section of an assessment 

The Conflict of interest section is available for expert assignments. It is here that the expert will have to confirm if a conflict of interest exists. A negative conflict of interest statement is required to be able to submit an assessment.

In case of a Conflict of interest you cannot perform the given assignment. In the Assessment Details screen click Conflict of interest in the Navigation panel. Then check the option I declare conflict of interest.



"Approval" section of an assessment - Consolidation phase

The Approval section of an assessment allows the expert assigned as Consolidator to declare the consolidated version of the assessment ready for approval by the other experts involved in the consolidation process, if applicable. Consolidators can access this section directly from My Assessments by selecting Submit for expert`s approval from the actions button of the consolidator assignment.

Experts participating in the consolidation process will declare their approval of the consolidation also in this screen. Experts that are required to give approval can access the Approval section directly from My Assessments by selecting Approve consolidation from the actions button of the related expert assignment. 



Auto-saving and draft

The assessment is automatically saved as you fill it in. After closing the form, even if not completed, you can open it again from My Assessments



Additional help and guidelines

Guidelines

Click the ? icon next to the Assessment details to open the guidelines. Here you find information and links to further help you complete the assessment. Click the Close button to close the guidelines window.



Warning and information messages

Your actions may also trigger certain information and/or warning messages. Read those notifications and messages carefully.

 

Character limits in text fields


Award criteria comment fields may require a minimum of characters, for example 50 characters, for a specific answer. A warning message is displayed below the comment field if such a minimum is configured and not reached. Once reached, this warning message will disappear. The maximum number of characters that can be used per available comment field, for example 3000, is indicated in the top right corner of the text boxes. If the maximum number of characters has been reached, a red is displayed and no more text can be added. 

The Comment field size will expand automatically while you type. 


The maximum number of characters that can be used per available comment field in the Comment section is indicated in the top right corner of the text boxes, for example 3000 characters. The counter updates automatically while you type. If the maximum number of characters has been reached, a red is displayed and no more text can be added. No minimum number of characters is required for the comments fields in the Comments section of the assessment.

The Comment field size will expand automatically while you type. 

In Consolidation assignments the Comments section has a set maximum amount of characters that can be used per available field. Such limit is indicated in the top right corner of the text boxes, for example 6500 characters per comment field. The counter updates automatically while you type. If the maximum number of characters has been reached, a red is displayed and no more text can be added. 

The Comment field size will expand automatically while you type.