Managing Applicant Assignments and Status in Cortex - Thalamus Holistic Review

With Thalamus Holistic Review program directors and program administrators have the ability to assign applicants to specific faculty interviewers as well as make changes to an applicant's status within Cortex.

 

Assigning Applicants to Faculty Interviewers

Applications can be assigned to faculty interviewers by Score Managers: Program Director, Program Administrator and Program Coordinator individually or in bulk. 

Faculty interviewers must first be added in Thalamus before they can obtain access to Cortex, see instructions on how to provide them with access, here, Enabling Cortex for Program Users/Faculty – ThalamusGME.

  1. From the top menu bar, select "Assignments", this will bring you to the assignment page. 
  2. You will see the list of applicants on the left and then the list of reviewers to the right. Note: Under applicants the numerator is the number of submitted scorecards while the denominator is the number of assigned reviewers. Under faculty/program members the numerator is the number of submitted scorecards, the denominator is the number of assigned applications.

  3. To assign multiple applicants to a reviewer at one time, you will select them by clicking the box next to their avatar or by clicking the box at the top of the menu and selecting "Full Page', this will highlight all applicants on that page only. 
  4. This will enable the "Actions" button.
  5. From the "Actions" drop down menu, you will select "Assign Reviewers", this will open a new pop-up window, "Select Reviewers".


  6. From this window you have the ability to search for the faculty reviewer by name or you can scroll down through the list and locate them. To select the faculty, click the box next to their name. On the right you will see a counter that will indicate how many applications are currently assigned.

    Note: The dash represents a mixed state. This can occur when some of the selected group of applicants have been assigned to that reviewer but not all. Clicking on a mixed state will set all applications to assigned. Clicking a second time will remove all applications from assignment to that reviewer.


  7. Once you have made your reviewer assignments, click "Save", this will close the pop-up window and return you to the prior page and under the reviewer column, you will see the assignment listed as "Not Started" under that person's name. You are able to assign multiple faculty reviewers to an individual application or bulk applications. 

  8.  To assign faculty to an individual application, you will want to locate the applicant and then the reviewer from the list.
  9. Then click on the "Dash" on the column and row where the two individuals intersect. 
  10. This will create a drop-down menu with the option to assign this applicant's application to this faculty reviewer. 
  11. Click "assign" and under the reviewer column, you will see the assignment listed as "Not Started" at the intersection of the selected applicant and reviewer.

Removing an Application Assignment

In the event that you assigned an application to the incorrect faculty reviewer or need to make a change, you are able to so.

  1. Navigate to the Assignment Tab from the top menu bar.
  2.  To unassign faculty to an individual application, you will want to locate the applicant and then the reviewer from the list.
  3. Then click on the "status icon" on the column and row where the two individuals intersect.
  4. This will create a drop-down menu with the option to assign this applicant's application to this faculty reviewer. 
  5. This will remove this application from the reviewer list. 

Managing Applicant Statuses 

Program administrators and directors have the ability to view applicant's statuses based on the faculty reviewers recommendations and have the ability to change them as well.

1. In Cortex the recommended action is teal in color. Teal always means this is an individual recommendation. Both score managers and reviewers can make individual recommendations.

a. On the assignments page all individual recommendations appear as teal bubbles above the application status.

b. The orange app status is the ‘final status’ and is shared by the score managers (PD, PA, PC) any of them can select or change the orange status.

  1. From the assignment page the application status is located to the right of the applicant avatar and name. The super tooltip, appearing on mouse over the app status, provides current details about who voted for each status. There are 4 status options to select from and faculty interviewers should be informed on how your program would like to use these statuses in advance of reviewing applications:

    Invite
    Reviewed
    On Hold
    Reject

Once a faculty interviewer has selected their status, the program administrator and/or director can review where an applicant is within the review process. They also have the ability to make final changes to these statuses. 

  1. Export to Thalamus includes applications that have a final app status of Invited.

 

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