🧙♂️Review Process
Reviewing applications requires a high level of documentation and transparency, which are critical components for the success of any round.
Adopt a Tracking System: Utilize this CSV template as a tool for monitoring both accepted and rejected applicants, a method used by Gitcoin. You have the flexibility to choose an alternative spreadsheet that suits your needs. Live GG19 OSS Review Sheet example.
How to Use CSV template :
Make a copy of the sheet and rename it for your round
Download the applications CSV from the round manager
Open the CSV on your computer. Then copy and paste it into the CSV tab in the Google sheet. Repeat steps 2 and 3 as more applications come in.
If the grant was previously approved in one or more of your Rounds, you can see which rounds in column B of ‘Review Here’
(optional) If you have multiple reviewers it’s recommended that you include the full list of your round criteria for the reviewer’s reference in the Criteria tab
Add the ID of your Round to the B1 cell of your criteria tab. When looking at your round applications in the manager it will be the last part of the URL and begin with ‘0x’ Example:https://manager.gitcoin.co/#/round/0x2871742b184633f8dc8546c6301cbc209945033e
Reviewers can read the grant description in Manager and then record their decision on whether the grant met each criterion in the spreadsheet. They can also leave comments on the sheet.
If all reviewers indicate the grant ‘Meets’ all criteria then the Auto Accept flag will flip to ‘Yes’
After all reviews are complete, reviewers should discuss the grants that are not being automatically accepted to come to a decision on them and record that decision in the Manual Status column
No decision is final without a manual review. Even auto-accepted grants deserve a second glance. Once the manual status is confirmed, enter the decision in the round manager and update the spreadsheet.
Using a spreadsheet is advantageous as it allows the creation of an email list, offering visibility over accepted and rejected candidates. Maintaining consistent communication with grantees through email updates is essential throughout the round process.
Review Timeline
When planning your review process, it's essential to allocate sufficient time, taking into account several key factors:
Anticipated Number of Grantees: The time needed for review will vary based on the number of grantees you expect. More grantees naturally require more time for a thorough review.
Curated Rounds: If you're running a curated round, where grantees are pre-selected or the number of participants is limited, the review process will generally be quicker and less time-consuming.
Large and Open Rounds: For larger, open rounds with flexible eligibility criteria, it's crucial to allow ample time for a comprehensive review. These types of rounds tend to have a higher volume of applicants and may present more complex considerations.
Implementing an early bird deadline is a best practice, as it allows you to conduct reviews prior to the start of the round. This approach helps in managing the workload more effectively and ensures that the review process is well underway before the round officially begins.
Applications are essentially when people can apply and Round means when the donations happen. If you enable rolling applications, it means people can apply throughout the application + round end date. Early bird deadline is not built in and you need to manually put it in the round description.
It's important to be aware of the following constraints in the application process:
The cut-off for Applications: Once the deadline for applications has passed, it's not possible to accept additional grantees. Adhering to this cut-off ensures fairness and maintains the integrity of the application process.
Proposal Edits and Limitations: After submission, applicants cannot edit their proposals. Moreover, each wallet address is restricted to submitting only one proposal.
If the application process is ongoing throughout the round, it's essential to establish and clearly communicate a specific timeline to potential applicants. Key points to consider:
Set Clear Deadlines: Inform applicants about the closing date for applications. This clarity helps in managing expectations and planning.
Schedule for Reviews: Announce when subsequent sets of reviews will occur. This information helps applicants understand the timeframe within which their applications will be evaluated.
Prevent Last-Minute Submissions: By communicating these timelines effectively, you can discourage applicants from waiting until the last moment to apply.
Leverage Support Channels: Utilize your established support channels, such as a Telegram group, as a central hub for disseminating this information. These channels are valuable for maintaining open and clear communication with all participants.
Avoid Bots and Bad Actors
Use of Gitcoin Passport is recommended for every grant applicant. This will provide a minimum level of insurance that the same person does not attempt to submit multiple projects. Passport also allows use of scoring-as-a-service, which will help guide the need for manual review of applications.
Also, consider requiring a GitHub with at least one starred repo. This can be accomplished by utilizing Gitcoin Passport as a feature of the application, and customizing the stamps required for submission. In making these decisions, keep in mind:
White papers are frequently plagiarized and can be cheaply generated by large language models.
Many community members may want to review info, such as a website, or whitepaper, for themselves, but won’t feel qualified digging into the github. This means there is a unique opportunity for gateways to occur at this point in the application.
Any instances of forked code without significant modification should also be taken into account as a potential risk indicator, and manual review is likely a useful method here for grant applications on a border of acceptable Passport trust score
Allow community members to report grant applications for violation of community standards via your own designated grants Discord room or Twitter channels.
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