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We made a comprehensive guide for Art Commissioners and jurors using the CODAworx System
For our guide on how to post an art opportunity on CODAworx, click here.
Table of Contents
-Interpreting Results and Narrowing the Field
-Application Document Generation
Standard Toolkit versus Upgraded - What is included and how to purchase
For Art Commissioners
You have just closed your long awaited, much anticipated artist call on CODAworx. You are excited to dive in to your submissions, and review your responses. But where do you start?
First, sign in to your account and visit your Commission Dashboard. Click on your your Call's title, and then find the Selection process tab.
Scoring on CODAworx has three key ingredients - Jurors, Rounds and Applications.
Adding Jurors
If you are reviewing with a community group or stakeholder panel, you can invite your panelists to view and score applications as part of your service. To assign jurors, go to the "Selection Process" tab of your Call. You will see a search box where you can look for existing CODAworx members. You can also invite a member to join with the "Add them here" button immediately below the search box.
Invited members can still be added to your jury even if they haven't finished creating their CODAworx account.
Setting Up a Scoring Round
Once you've added your jurors to the juror pool, look for the the jury round with the green "Active" tag next to the title, click on the three dots next to the "View Round" button, and select the "Edit Round" option.
Here you can change your rounds' type, name and scoring rubric.
Types- scoring rounds can have one of two types: Voting Rounds and Final Rounds. Final rounds allow you to directly notify your finalists and all those not advancing. CODAworx can also provide you with a list of applicant emails if you wish to notify applicants directly.
Name- Give your scoring round a title
Scoring Rubric- CODAworx currently has three score types built in.
--Yes/No
Scores 1 for yes, and 0 for no.
--Yes/No/Maybe
Scores 2 for yes, 1 for maybe, and 0 for no.
--Criteria
Choose your own scoring categories and assign a percentage value for each one. You can have up to 10 criteria categories, but the percentage values of each criteria category must add up 100%.
Choose whichever scoring method best fits your needs.
Sharing Applications with Jurors
To share a voting round with one of your jurors, click "View Round" on your active scoring round from the selection process page. On the round page, you will see a list of your applicants. On the right hand side of the page, you'll see a "Share Voting Link" button. This button lets you send an email from the CODAworx site, or lets you copy a link to the round - the exact same link you will see in your browser on this page - so you can share it with your jury.
Once your juror signs in with the email you added them by, they can begin jurying applications.
Interpreting Results and Narrowing the Field
Once your jurors have scored all your applicants, you'll see scores populate on the same "View Round" page you used to share voting links. You can use the score data you've collected to build new rounds as needed with your top scoring applicants until you determine your finalists.
Once you have score data, you can -
- Click on the score column hears to sort applicants by total score, or an individual criteria
- Use the "All Jury" tab to filter out a juror if needed. For example, if they couldn't finish scoring or discover a conflict of interest.
- Export scores to an excel spreadsheet with the "Export" button
- Move top performing applicants to a new round
Check the checkbox for any artists you want to advance to a new round, and then click the orange "Move to next round". The button will show how many applicants you are moving at a time-
After moving, you should see a green success notification-
Now when you go to the selection process screen, you'll see the a count of the applicants you moved.
When you are ready to jury the next round, click "activate round" and share the jurying link for the new round with your desired jurors. Once you activate a new round, the voting links for the old round will close. Only jurors you assign to the new round will have access to the next cut of applications.
If you are an upgraded toolkit customer, you can use as many scoring rounds as you need to complete your review process.
Application Document Generation
If you work in a jurisdiction where applications to your public art program may be subject to open records requests, CODAworx will provide toolkit customers application packets on request. Right now, there is no extra charge for this feature. We can also provide packets of semifinalist or finalist rounds in case you want to physically print top-performing applications and share them at an in-person review session with your panelists.
Commissioner FAQ:
Can I remove non-qualified 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.
More FAQ Coming soon!
For Jurors
Jurying on CODAworx is a simple process.
1) Log in or sign up for a CODAworx account. You may have gotten an invite to sign up from your call administrator.
Click here to login if you already have an account.
Click here to create a free CODAworx account.
2) Follow the link provided to you by your call administrator. Click on the top applicant's name to start looking through applications.
3) Look through the application and click on the score option that best fits. You will also have the option to leave a comment on each application as well. Clicking on "Next Applicant" will save your votes and comments.
For criteria scoring, please fill out the criteria in order, without skipping any categories. In some cases, moving to the next applicant before filling out the scorecard completely leads to loading issues when you try to access the page again.
If you encounter any issues, or have any questions about the voting process, please contact sebastian@codaworx.com
Standard Toolkit versus Upgraded - What's included
CODAworx offers both a free and an enhanced toolkit to collect and review artist applications.
The free toolkit includes -
- 3 samples of work per applicant
- one juror
- one yes/no scoring round
The enhanced toolkit includes -
- Your choice of up to 10 samples of work per applicant, including videos
- Unlimited jurors
- Unlimited scoring rounds, with yes/no, yes/no/maybe and customizable score criteria
- Printable packets of applications available on request
What does the enhanced toolkit cost?
We currently have two purchase options for the enhanced toolkit- Subscription and per Session
Subscription customers get unlimited enhanced toolkit sessions with a CODAworx Premium Membership. Premium membership costs $1000 USD per year or $100 USD per month. eBlasts ARE NOT included and can be purchased separately for $500 USD.
per Session customers get one toolkit session with an eBlast included for $750 USD. If you are interested in more than one session, CODAworx can give you a 10% discount for customers that commit to purchasing two or more sessions at one time.
To purchase a session, go to
or alternatively,
draft your call, and go to
https://www.codaworx.com/rfp/my-rfp/my-commissions
Where you can find both purchase options available with the "Buy Toolkit" button.
Thanks for reading!
-Sebastian and the CODAworx Team
contact:
sebastian@codaworx.com
+1 608 716 4269