==================================================== I.Q. Biology Pre-Admission Survey Tool

This describes the use and management of the IQ Biology pre-admissions survey tool.

This program assumes (and will create) a '/surveys/' folder exists off the site root, and that all submissions will be handled in the context of that folder.

The Actors:

• Submitter
• Survey Manager(s)
• Faculty Reviewers
• Graduate Program Reviewers (one group for each program)
• Manager (standard Plone Manager role)

There are application management Groups configured for Survey Managers, Faculty Reviewers, and for the various Graduate Program Reviewers.

Persons who will be fulfilling those roles will need to go to the site and register for / create an account.

A site Manager will need to identify the person's who belong to each group and add those users to their respective groups via Plone's administrative control panel and the Users and Groups screen (@@usergroup-userprefs).

Survey submission

The process for using the tool is as follows:

Initial Submission - Save as Draft

• A Submitter fills-in the initial form, fills-in the required fields, and has the option to save as draft. The system sends the user an email with instructions and a link back to the site. After clicking on the save as draft button, the Submitter is prompted to go to the Graduate Admissions site to apply to their first degree program of interest.

Final Submission - Submit for Review

• Submitter returns to the surveys folder to complete the Survey, filling-in any supplementary information for the degree programs they have selected.

• When the Submitter has completed the survey's supplimentary information, Submitter must press the "Submit Survey" button, transitioning the survey to the "Pending Faculty Review" state.

Survey Management

Survey Status Overview

A list of submissions including their degree program selections, 'accepted' status for each selection, and current workflow state has been created. Managers and reviewers can use this list to identify submissions they may need to address. Any manager or reviewer may view any submission. However, only the specified reviewers from the specified degree programs may comment and accept or not accept the submission to their specific program.

The URL for this view is: http://SITE_URL/surveys/submission-status

Initial Review

When a survey is transitioned into the Pending Faculty Review state the Survey Manager will review the submission for completeness and has two options:

1. "Reject" the submission, removing it from the rest of the workflow and putting the submission into the "Rejected" state, or
2. Transition the Survey to the Faculty Review state but selecting the "Transition to Faculty Review" state transition option.

Faculty Review

Assuming a submission has been approved and transitioned to the Faculty Review state by a Survey Manager, a Faculty Reviewer will review a submission and either transition it to the not accept it.

Review by Specified Graduate Program Reviewers

There are several groups defined, one for each of the Degree Programs of Choice. Anyone added to a specific graduate program reviewer group may comment and approve or not approve a survey for their program.

Reviewers and the Survey Manager(s) can reference the IQ Bio Submission Status list to determine what surveys need attention.

The Survey Managers must provide contact email addresses for each of the graduate program reviewer groups. This will assist the Survey Managers in reminding each of the groups if there are submissions that need reviewed.

Final Transitions and States

Once a survey has reached the Graduate Program Review state, and using the IQ Bio Submission Status report, Survey Managers will be able to determine which surveys should be considered for the further review.