Toolkit: How to Manage a Jury

For our guide on how to post an art opportunity on CODAworx, click here.

Table of Contents

Setting Up

Build Your Jury Pool

Configure Scoring Round

Assign Jurors

Share the Round and Notify Jurors

Next Steps

FAQs

Setting Up

If you’ve created and published the call, you are officially the administrator for that call. If you haven’t created a call yet, refer to How to Open a Call. This guide walks administrators through inviting a jury panel, configuring scoring rubrics, and moving applicants through voting rounds.

• NOTE: Your call must be closed, ie. no longer accepting applications, to walk through these steps.

The guide is intended for users who have purchased toolkit access. The free CODAworx plan does not have access to juries nor round-voting.

Step 1: Build Your Jury Pool

Before a juror can score any applications, they must be added to your jury pool. Adding a juror to the pool does not allow them to begin voting, but allows you to pick and choose which rounds jurors will be able to vote in. In steps 2 and 3, you’ll learn how to add them to a specific round to allow them to begin voting.

1. Navigate to the CODAworx Home Screen, click your profile icon (top right), and select “CODAcommission Dashboard.”
2. Open your call and click the “Selection Process” tab. This will only show up if you’ve published your call.
3. On the right-hand side, use the search bar to find your jurors by typing the exact email address associated with their CODAworx account.
1. Can’t Find Members? If a juror does not have an account with CODAworx, it will prompt you to include a name and an email address. CODAworx will then email the juror to create an account. Jurors cannot vote without an account being created.
4. Notify your juror member that they’ve been added to the call. They should then create an account or log in using the same exact email address that you’ve invited them with.

Step 2: Set up and Configure the Scoring Round

Once your overall jury pool is built, you must configure the rules and rubrics for your active voting round so your jurors can begin voting.

1. On the Selection Process page, look for the green “Active” tag next to your current round
2. Click the three dots next to the “View Round” Button and select Edit Round
3. Configure the following:
1. Name: Give your scoring round a clear title
2. Type: Select “Voting Round” to narrow down applicants, or “Final Round” when you are ready to select an applicant that best fits your needs. Final rounds allow you to automatically trigger notifications to finalists and non advancing artists.
4. Scoring Rubric: Select one of three built-in scoring methods:
1. Yes/No: Assigns 1 point for Yes, 0 points for No
2. Yes/No/Maybe: Assign 2 points for Yes, 1 Point for Maybe, 0 points for No
3. Criteria: Create up to 10 custom grading categories. You must assign a percentage weight to each category, and the total across all categories must equal 100%

Step 3: Assign Jurors to the Active Round

Adding a juror to your Jury Pool (Step 1) does not automatically give them access to see applications. You must explicitly assign members to each individual Scoring Round.

1. In the “Selection Process” tab, select the voting round you wish to add the juror to
2. Click the three dots on the call, and select “Edit Round.”
3. Scroll down to the Committee Members (Also known as Jury Pool) section of your active round
4. Add the juror to the active round, similar to adding a juror to the jury pool
• Ensure that the juror has been added to the jury pool before adding them to the round
5. Click Select (a checkmark should appear) next to each juror you want to have the ability to score this specific round of applicants
• To Unselect, click the checkmark
6. Click Save
• Note: Jurors who are left unselected will not be added to voting for that round. You must repeat this assignment step for every new round you create.

Step 4: Share the Round and Notify Jurors

Once your round is configured and your jurors are assigned, it’s time to send them their work.

1. Click View Round on your active scoring round.
2. Look to the upper right-hand side and click Share Voting Link. 
3. You have two options to share:
• Copy Link: Copies the exact URL string to your clipboard so you can email or message it to your jury directly from your own email client.
• Email via CODAworx: Sends an automated notification email directly through the platform. Only jurors added to this current round can be chosen and emailed. Ensure jurors check their spam.

Your jurors should be able to login and see a pop-up window inviting them to jury a round. If they decide to “Skip for Now,” opening a new window will re-prompt the juror to vote. See Here for more details

Next Steps

Your call is officially ready to be voted upon by members of the jury. To better support your jury members, follow these next steps:

• Directing them to the "Juror's Guide"
• Allow them enough time to sufficiently vote on all applicants
• Ensure they are voting on all applications before moving on to the next round

Once your jury members are finished voting for the round you’ve just created, see "How to Interpret Results and Close the Round” Then, continue to build new rounds by following Step 1 of this guide. See how to “Close a Call and Notify Your Winner” when you’re satisfied with a candidate.

FAQ: 

Can I remove applicants before I share them with my jury?

Yes, you can go to the "Applicants" tab on your call landing page and archive any applicants that don't meet your minimum requirements.

The "Applicants" tab shows a summary of all call applicants, and gives commissioners the option to archive non-responsive applications. Archived applications won't show up in any jury round.

Do I get charged for more applicants?

CODAworx does not charge for the number of applicants you receive. 

Can I move onto the next round without all jury members voting?

You may move onto the next round without all jury members voting, but CODAworx does not recommend this as a best practice. If a jury member has voted on some applicants, but not all, ensure that you filter them out when reviewing applications, creating a new round, and moving candidates into the next phase. If you do not filter them out, the juror's score will apply to the candidates that they have graded, unproportionately increasing their scores.

Can I, as the call administrator, be a part of the jury?

Yes, call administrators, as in the individual who creates the call, can be a member of the jury. Ensure your name is checked when selecting jury members for each round you want to be included in as a juror.