Judging Rounds

There are several steps required to set up judging for an Awards event:

• Create the judges (Collaborators);
• Create the judging round(s)
• Assign Categories to each judge for each round;
• Set up the templates for the emails to invite the judges to take part;
• Set up the Scoring Criteria for each round so that judges can enter scores for each entry;
• Set the date window for each round in which judging will take place;
• Invite the judges.

Create the judge

Judges are known as "collaborators" as they help to manage the event. To create a judge:

Go to EVENT> Collaborators and click “+Create Collaborator”.

Enter the judges email address. Evessio will check to see if there is already an account using that address. If so, the first name and last name fields will be automatically filled and you will not be able to change them, if not you will have to fill them in. You can either click 'Save' which will just save the judge, or 'Save and Send Invite' which will also send the invite email to the judge. In most situations it is preferable to use 'Save' so that you can make assignments before inviting. If you do choose to invite the judge straight away, ensure the email invites have been updated appropriately.

Create the judging rounds

Judging can be carried out in one round or go through multiple rounds. To create your first judging round:

1. Go to AWARDS> Judging and click “+New judging round”.

   

2. Give the judging round a name and add a start and finish date for the judging period.

   

3. When creating the first judging round under “Import source”, “Original Categories” will be the only available option. However, in subsequent rounds the opportunity to import categories and nominations from previous rounds will be available so if any nominations have moved categories/been disabled this will be reflected in the new round (please see related articles).

   

4. If you would like all categories and nominations to be included in this judging round select “Use all source categories and nominations”.

   

5. If only certain categories should be included in the round or those which have not been disabled select “Advanced options” and select which categories should be included and nomination property e.g. enabled.

   

6. Once you have made your selections click “Create round”.

Assign Categories to each judge

Assign Categories for the judges to work on within each round (AWARDS> Judging). Only whole categories can be assigned to judges, it is not possible to assign individual entries. Assignments can be made in two different views of the same information:

• Assignment by category- Select one or more categories and assign one or more judges to them.

  

• Assignment by judge- Select one or more judges and assign one or more categories to them.

  

Set up the templates for the emails to invite the judges to take part

There are two templates for the invite email, configured via WEBSITE > Email templates > Emails:

• Invite Existing Collaborator - collaborators who already have an Evessio account
• Invite New Collaborator - collaborators without an Evessio account

In practice there is rarely a need to provide different messaging based on account status so you may wish to set up both templates identically.

The most important part of the template is the 'Invite link' or 'Activation link' (you can call it whatever you like) which uses a variable for the URL. When the email is sent this variable will be replaced with a time-limited URL encoded specifically for the recipient of the email. The judge will need to click on the 'Invite link' in order to accept (activate) the judge role, and if necessary create a password. If the judge does not do this they will not be able to carry out any judging.

For more guidance on editing email templated please refer to related articles.

Set up the Scoring Criteria so that judges can enter scores for each entry

Judges can score an entry against one or more Criteria such as Concept, Design, Implementation etc. or simply an overall Score. Criteria are set up per round in AWARDS> Judging:

Each Criteria:

• has a name and instructions/guidance for the judges;
• has a method of Number, Stars, Smileys or Thumbs. Number can be a range of 0 - 5, 0 - 10, 0 - 20, 0 - 50 or 0 - 100. Stars represent a number from 1 - 5, Smileys and Thumbs represent a number of -1, 0 or 1;
• can be applied to one or more Categories;

• can be marked as required for judges.

  

You can have as many Criteria as you wish, applied to as many Categories as you wish. For each entry the scores entered by a judge against all the criteria assigned to the category are added together to give a total score from that judge for the entry. The judges total scores for an entry are added together to give an average score (rounded to a whole number) for the entry.

Ranking/Top x nominations

Judges can rank entries as Top 5, Top 3 or any other number you wish. You can have 1 ranking criteria per category. Ranking criteria are set up following the same process as above however:

1. In the scoring dropdown click “Top X nominations”.

2. Select how many positions you wish to assign e.g. “Top 3”, how many points should be allocated to each position and which categories the ranking criteria should be assigned to. Remember to save your the criteria when you are finished. 

   

Set the judging dates

Each judging round begins at a specific date and time and ends at a specific date and time. If a judge logs in before judging has started they will see a message saying when judging begins. If they log in after judging has finished they will see all the entries and the judgements they have made but they will not be able to make any changes or additions.

The judging round dates are set in the creation of the round however they can be altered in EVENT > Settings: 

 Invite judges

Judges must be invited and must accept their invitation in order to perform their judging. You can invite the judges in EVENT > Collaborators: