Can I remove reviewers from a group without removing their previous reviews?

Lynda McKendree

We expanded a review group to have more readers.  Now that we are caught up I want to remove the extra reviewers, but still see the reviews they did.  I don't want them to be assigned any future reviews.


Thanks,

Lynda McKendree

University of St. Thomas

Mary Trautman

Hi Lynda,


It's important not to remove reviewers if they have submitted reviews.


If you have your group set to any automatic assignment other than "every application to every reviewer" you can use the "Lock Reviewer" functionality to automatically assign any incomplete reviews to other members of the group and ensure no new reviews are assigned to that reviewer. If you have the group set to "every application to every reviewer" you will need to manually reassign any incomplete reviews.


Once you finish reviewing for a given award cycle you can archive and clone the reviewer group for the next cycle and remove the reviewers from the cloned group.


For more information about locking reviewers please see Monitor Reviews, click on Redistribute incomplete review assignments for instructions and also see these two Knowledge Base articles:
How do I reassign reviews if a reviewer cannot complete them?
Redistributing Incomplete Reviewing Assignments from One Reviewer to Another

Christine Hoffmann

You need to clone the group and assign them to the new scholarships before the review period begins.   You can then name the old group something that shows it is complete - like "Old" or "AY1920" and remove any scholarships that have not been reviewed from this group.  The new group has "Cloned" in the title when created.  Once you have renamed the old group, you can remove this from the name in the new group and take any completed opportunities off the list for this group. Remove the members you don't want from the new group and add the new ones. 


You should archive any scholarships that have been awarded and the post-acceptances are complete before archiving the old review group in order to save the previous scores.  The scholarships must be archived first to save the scores.  Once all of the scholarships with reviews are archived, then you can archive the old review group.