Edit IAR Phases and Options

Use the Control Center – Phases and Options tab to set meeting-wide options for critiques and scores and phase dates for the meeting. The screen is accessed from the Control Center by selecting the Edit button.

NOTE: For Virtual Meetings, see the VM Phases and Options section.

The Phases and Options tab is divided into three blocks of settings: Phases, Final Scoring Options and Options. The settings for Phases and Options is discussed below, while settings for Final Scoring Options can be found on the Edit Final Scoring Options topic.

After setting the options, you must select the Update button at the bottom of the screen to apply and save your changes.

Control Center screen showing the Phases and Options tab in Edit mode

Options Block

The Options block is used for setting the meeting-wide options for controlling score and critique submission and viewing. Several settings exist affecting the look and functionality of IAR for your reviewers.

The available settings in the Options block are discussed below.

(click on a setting name to display further information)

ClosedAllow Reviewers to Submit Unassigned Critiques in the SUBMIT phase

Select the Yes or No radio button (defaults to Yes).

When set to Yes, any Reviewers who are not assigned to a particular application(s) can still submit a critique for that application(s) in addition to assigned Reviewers.

During this phase, Reviewers will see the Submit Critique option under the three-dot ellipses icon for all applications - regardless of assignment - on the List of Applications screen (via the List of Applications view) for which the Reviewer has not yet submitted a critique.

NOTE: The exceptions to this are as follows: Mail Reviewers can only see applications to which they are assigned; Reviewers with conflicts will see a COI in the Role column for the conflict application and will not be able to view or submit critiques.

When a reviewer submits a critique for an unassigned application, the Assignment Role column displays My Unassigned and the View Critique and Delete Critique optionsbecome available under the three-dot ellipses icon.

ClosedClick here to view a sample image of what your reviewers will see on the List of Applications when this option is set to Yes.

Allow Reviewers to Submit unassigned critiques in Submit phase.

Select this link to open the IAR for Reviewers online help for List of All Applications in Submit Phase.

ClosedAllow Reviewers to Submit Unassigned Critiques in the EDIT phase

Select the Yes or No radio button (defaults to Yes).

When set to Yes, any Reviewers who are not assigned to a particular application(s) can still submit a critique for that application(s) in addition to assigned Reviewers.

During this phase, reviewers will see the Submit Critiquelink under the three-dot ellipses icon for all applications - regardless of assignment - on the List of Applications screen (via the List Applications view) for which the reviewer has not yet submitted a critique.

NOTE: The exceptions to this are as follows: Mail Reviewers can only see applications to which they are assigned; Reviewers with conflicts will see a COI in the Role column for the conflict application and will not be able to view or submit critiques.

When a reviewer submits a critique for an unassigned application, the Role column updates with Unassigned and links for Update Critiqueand View Critique become available under the three-dot ellipses icon.

ClosedClick here to view a sample image of what your reviewers will see on the List of Applications when this option is set to Yes.

List of All Applications in Edit phase with examples of COI; Unassigned with Submit Link; Unassigned with uploaded critique

Select this link to open the IAR for Reviewers online help for List of All Applications in Edit Phase.

If this setting is changed to No after a reviewer has already submitted critiques for unassigned applications, the Submit Critique option will no longer be available to the reviewer for those applications, but the View Critique option will exist under the three-dot ellipses icon for the unassigned applications with submitted critiques during the Edit phase.

ClosedAllow Unassigned reviewers to submit scores without critique

Select the Yes or No radio button (defaults to No).

When set to No, an unassigned reviewer cannot submit scores for the application if that reviewer has not first submitted a critique. When attempting to do so from the Submit Critique and Preliminary Score screen, the Reviewer receives an error (see the Figure below). Additionally, the Criterion Score fields will not be displayed on the Final Score Sheet for that application.

When deleting critiques and scores, the Delete Critique/Score screen will show these reviewers the option to delete both the critique and score or to delete the score only, but not to only delete the critique.

ClosedClick here to view a sample image of what your unassigned Reviewers will see on the Submit Critique and Preliminary Score screen when this option is set to No.

sample Submit Critique and Preliminary Score screen with error message

ClosedClick here to view a sample image of what your unassigned Reviewers will see on the Delete Critique/Score screen when this option is set to No.

Sample Delete Critique/Score screen for unassigned reviewer without a critique

ClosedClick here to view a sample image of what your unassigned Reviewers will see on the Final Score Sheet screen when this option is set to No.

sample Final Score Sheet for unassigned reviewer

When set to Yes, a critique file is not required before the unassigned reviewer can submit scores. The Reviewer can submit via the Submit Critique and Preliminary Score screen without attaching the critique, and the Criterion Score fields will be displayed and editable on the Final Score Sheet. When deleting critiques and scores, the Delete Critique/Score screen will show these reviewers the option to delete both critique and score; to delete the score only; or to delete the critique only.

If this option is set to Yes and then re-set to No after an unassigned reviewer has already submitted scores without a critique, the following warning message will display:

There are Unassigned Reviewers who submitted scores without critique in this meeting. Are you sure you want to change 'Allow Unassigned reviewers to submit scores without critique' option to No?

If you choose to proceed, existing criteria scores will remain in the system without being supported by critiques, unless the Reviewer(s) upload a corresponding critique at a later time.

ClosedAllow Discussants to submit scores without critique

Select the Yes or No radio button (defaults to No).

When set to No, an assigned Discussant reviewer cannot submit scores for the application if that reviewer has not first submitted a critique. When attempting to do so from the Submit Critique and Preliminary Score screen, the Reviewer receives an error (see Figure below). Additionally, the Criterion Score fields will not be displayed on the Final Score Sheet for that application.

When deleting critiques and scores, the Delete Critique/Score screen will show these reviewers the option to delete both the critique and score or to delete the score only, but not to only delete the critique.

ClosedClick here to view a sample image of what your Discussant Reviewers will see on the Submit Critique and Preliminary Score screen when this option is set to No.

sample Submit Critique and Preliminary Score screen with error message (for Discussant)

ClosedClick here to view a sample image of what your Discussant Reviewers will see on the Delete Critique/Score screen when this option is set to No.

Sample Delete Critique/Score screen for Discussant without critique

ClosedClick here to view a sample image of what your Discussant Reviewers will see on the Final Score Sheet screen when this option is set to No.

sample Final Score Sheet for Discussant

When set to Yes, a critique file is not required before the Discussant reviewer can submit scores. The Discussant reviewer can submit via the Submit Critique and Preliminary Score screen without attaching the critique, and the Criterion Score fields will be displayed and editable on the Final Score Sheet. When deleting critiques and scores, the Delete Critique/Score screen will show these reviewers the option to delete both critique and score; to delete the score only; or to delete the critique only.

If this option is set to Yes and then re-set to No after a Discussant reviewer has already submitted scores without a critique, the following warning message will display:

There are Unassigned Reviewers who submitted scores without critique in this meeting. Are you sure you want to change 'Allow Discussants to submit scores without critique' option to No?

If you choose to proceed, existing criteria scores will remain in the system without being supported by critiques, unless the Reviewer(s) upload a corresponding critique at a later time.

ClosedInclude Reviewer Name in Preliminary Review Summary bodies

Select the Yes or No radio button (defaults to No).

When set to No, reviewer names will not appear on the preliminary summary statements.

If this setting is changed after preliminary summary statements have been generated, the preliminary Review Summary will be deleted and must be regenerated by the meeting administrator. A warning message displays as follows: 

If you have requested to change the 'Include Reviewer Names in Preliminary Review Summary Bodies' option, existing preliminary summary statements will be deleted and rebuilt using this new option.

IMPORTANT: If you elect to set this option to Yes, make sure to remove Reviewers' names from the document before creating the Final Review Summary.

ClosedInclude Discussant/Reader critiques in Preliminary Review Summary bodies

Select the Yes or No radio button (defaults to Yes).

When set to Yes, the critiques of Discussant and Reader reviewers will appear on the preliminary summary statements.

If this setting is changed after preliminary Review Summaries have been generated, the preliminary Review Summary will be deleted and must be regenerated by the meeting administrator. A warning message displays as follows: 

If you have requested to change the 'Include Discussant/Reader in Preliminary Review Summary Bodies' option, existing preliminary summary statements will be deleted and rebuilt using this new option.

ClosedBlock Discussants from reading critiques in the meeting if they have not submitted their own

Select the Yes or No radio button (defaults to Yes).

When set to Yes, during the Read and Edit phases of the meeting, a Discussant reviewer will not be able to see preliminary scores or read the critiques of other reviewers for an application if that Discussant has not first submitted a critique.

In this scenario, the List of Applications will not display the View Critique and View All Critiques options under the three-dot ellipses icons, nor will it display any values in the Prelim. Score section of the Role column for those applications. In the Role column, the following message will display: You must submit your critique before you can read others.

Additionally, blocked Discussant reviewers will see the You are blocked from seeing scores message on the Preliminary Score Matrix in the Preliminary Overall/Impact Scores [Worst to Best] column for those applications.

ClosedClick here to view a sample image of what your blocked Discussant Reviewers will see on the List of All Applications when this option is set to Yes.

List of All Applications showing a blocked discussant view of applications with submitted critique and without.

To submit a critique, click on the Closedthree-dot ellipses icon in the Role column and select the Submit Critique option.

The Submit Critique option under the three-dot ellipses icon

A previously submitted critique will display the preliminary score. To view the submitted critique, click on the Closedthree-dot ellipses icon in the Role column and select the View Critique option.

The View Critique option under the three-dot ellipses icon.

 

ClosedClick here to view a sample image of what your blocked Discussant Reviewers will see on the Preliminary Score Matrix when this option is set to Yes.

Sample Preliminary Score Matrix screen showing blocked reviewer

ClosedShow Subprojects in IAR

Select the Yes or No radio button (defaults to Yes).

When set to Yes, subproject applications will be included on the List of Applications.

Portion of List of All Applications showing a subproject in the list

ClosedAllow eCOI Submission

All conflicts of interest are now mandated to be done via eCOI. This setting defaults to Yes and cannot be changed.

ClosedAllow Top 5 Designation

Select the Yes or No radio button (defaults to No).

When set to No, reviewers are unable to designate an application as one of the Top 5.

When changed to Yes, the Top 5 checkbox appears on the Submit Critique and Preliminary Score screen for reviewers, regardless of assignment type. The read-only Top 5 column displays on the List of Applications in all phases for assigned applications for Mail reviewers and all applications for non-Mail reviewers.

SROs also see this checkbox and column on their views.

NOTE: This feature is available for use in all meetings, however, it is primarily used in NIH Director's Pioneer Award (DP1) and New Innovator Award (DP2) applications.

ClosedClick here to view a sample image of what your reviewers will see on the Submit Critique and Preliminary Score screen when this option is set to Yes.

Submit Critiques and Preliminary Score screen showing Top 5 box

ClosedClick here to view a sample image of what your reviewers will see on the List My Assigned Applications screen when this option is set to Yes.

List of My Assigned Applications with Top 5 column

ClosedDisplay Phase2 Applications Only

Select the Yes or No radio button (defaults to No).

This setting controls whether only applications selected for Phase 2 review display to reviewers. The default setting of No indicates that you do not want IAR to only show Phase 2 applications.

When changed to Yes, the following screens will display only those applications selected for Phase 2 review:

  • List of Applications screen (assigned applications for Mail reviewers, all applications for non-Mail reviewers)
  • Preliminary Score Matrix screen - Worst to Best view
  • Preliminary Score Matrix screen - Lower Half Applications Only
  • Final Score Sheet

When set to Yes, SROs will see Phase 2 only applications within their view of the screens listed above as well as on the Final Scores and Final Scores Details screens.

For all screens listed above, the words - Phase 2 Only will be appended to the screen titles (e.g., List of Applications - Phase 2 Only) when this option is set to Yes.

NOTE: This feature is available for use in all meetings, however, it is primarily used in NIH Director's Pioneer Award (DP1) and New Innovator Award (DP2) applications.

ClosedAllow Non-Numeric Scores

This setting is used only for the review business process with no scored criteria (i.e., the 'old' business process). The setting does not display in the Control Center unless it is applicable to the meeting.

Select the Yes or No radio button (defaults to Yes).

When set to Yes, non-numeric scores are permissible on the Submit Critiques and Preliminary Scores screen. Reviewers will see radio button options for UN/NC, NR, and DF on the Submit Critique and Preliminary Score screen.

Phases Block

Reviewers cannot use the IAR system until the dates for the Submit and Read phases (and the optional Edit phase) have been set in the Control Center. The Phases block is used for setting or updating the dates of the meeting phases.

NOTE: All times entered will be in U.S. Eastern Standard Time/ Eastern Daylight Time.

NOTE: SROs cannot navigate to the List of All Applications until meeting phase dates are set.

Refer to IAR Meeting Phases for more information on the different meeting phases.

Phase dates must be contained in the proper format of MM/DD/YYYY, but you can enter a single digit for the hour, month, or day (e.g., 6/5/2014 instead of 06/05/2014). You may also select a date by using the calendar tool next to the date fields.

Enter all times in HH:MM AM (or PM) format.

The available phase date settings in the Phases block are discussed below.

(click on a setting name to display further information)

  • ClosedYes/No Review Phase End Date/Time
    • This setting is used for Pioneer Awards meetings only. It can only be used for meetings with Explanation of Meeting codes X, Y, or Z.
    • This is the end date and time of the Yes/No Review phase and initiates the Submit phase. The Yes/No Review Phase end date must occur before the Submit Phase end date.
    • Reviewers accessing the List of All Applications screen when the Yes/No Review Phase date is the current date, or a future date will see a modified screen displaying applications without Scoring, Ideal Candidate, and Top 4 designations.
  • ClosedSubmit Phase End Date/Time

    • This is the end date and time of the Submit phase and initiates the Read phase. The Submit phase end date must occur before the Read phase end date.

  • ClosedRead Phase End Date/Time

    • This is the end date and time of the Read phase and initiates the Edit phase if an Edit phase End Date exists. The Read phase end date must occur after the Submit phase end date.

  • ClosedEdit Phase End Date/Time

    • This is the end date and time of the Edit phase. The Edit phase end date must occur after the Read phase end date.

  • ClosedAssignment Purge Date

    • This is the date and time on which reviewer assignments and conflicts entered by the meeting administrator are purged from Peer Review. The Assignment Purge Date is automatically set by the system to be 120 days after the meeting release. Signed COI certifications are retained in the system.

  • ClosedClosure Date

    • This is the date and time on which critiques, preliminary scores, and meeting materials are deleted from Peer Review. The Closure Date is automatically set by the system to be 6 months after the meeting release.

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