NIAAA AWARDS PLAYBOOK

ALL USERS: Video Demos

In addition to the Playbook definitions and FAQ’s we provide a few specific video walkthroughs of specific sections below:

• State award of merit nominations: https://youtu.be/M2DyC7_igsc
• Inviting a nominee to co-edit: https://youtu.be/v3aGHbtl1YE
• Evaluating nominations: https://youtu.be/aw1tx4dkgKM
• QPA Nomination creation: https://youtu.be/uE0XKsNjcjs
• QPA Applicant getting started: https://youtu.be/CGo7Navlmes
• QPA Reviewer getting started: https://youtu.be/jaFk3oAwqMY
• QPA Reviewer single category review: https://youtu.be/Mm0BFQmZV9s

ALL USERS: DEFINITIONS

Users and Roles

The NIAAA Awards system is a custom-built, role-based application.  Each role has specific permissions. Each user may be assigned to a role, or roles, so that they may utilize those permissions.

Please review the definitions below:

        User

        A “User” is any person with authorized access (username and password).

Role: Nominator

A “Nominator” may nominate individuals for awards.

Role: Coeditor

A “Coeditor” may help fill out nomination information to the nominations they are assigned to.

Role: Evaluators

An “Evaluator” may be assigned to an award, or multiple awards, in order to evaluate (in accordance with the appropriate rubric) nominated individuals as potential recipients.

Each award can have individual evaluators.

Role: Award Deciders

An “Decider” for an award has the ability to step each nomination for an award through the nomination process.  These steps vary per award, but most fall into the same flow of:

1. Draft
2. Submitted for approval
3. Open to Evaluation
4. Approved/Denied

The “Decider” is mainly responsible for moving nominations from 2. to 3. and from 3. to 4.

Role: NIAAA Admin

“NIAAA Administrators” may create awards, create users, assign roles to users, approve nominations, and determine the advancement, approval, or denial of nominations.

“NIAAA Administrators” may also access the “NIAAA Members” area where they can examine specific information (users, members, LTI participants, etc.) of any state Association using AMP.

Awards

The NIAAA Awards system allows for FinalForms AMP Managers to create awards featuring unique forms, requirements, and rubrics.

        Award

        An “Award” is an item that has a title, description, forms, uploads, and a standardized
        rubric.

        Available Portal Awards

• The Frank Kovaleski Professional Development Award
• The Bruce D. Whitehead Distinguished Service Award
• The State Award of Merit Awards

        Award Lifecycle

1. NIAAA Admins email FinalForms AMP Managers to request and define a new award.
2. FinalForms AMP Developers build the award to review, testing, and approval by NIAAA Admins.
3. Once approved, FinalForms AMP Managers can set a time period in which nominations will be accepted.
4. NIAAA Admins notify State Chairs, or any user who may nominate nominees, of the award, time period, and requirements.
5. State Chairs may nominate recipients

1. NIAAA Admins may approve nominations for evaluation.
2. NIAAA Admins may also deny a nomination for any reason.

6. If approved, Evaluators must review and evaluate each nomination based on the required rubric.
7. Upon all Evaluators completing evaluations on a specific nominee, NIAAA Admins may approve or deny the award for that nominee.

1. NIAAA Admins may review more than one nomination to compare scores and approve or deny awards for nominees as necessary based on scores.

Award Nomination Process

1. Go to https://niaaa.finalforms-amp.com/niaaa_award_nominations/new
2. Select the award from the drop-down

1. Awards you can nominate for are permitted based on your roles. If you do not see the award you wish to create a nomination for, you can contact us through our support page.

3. Select your nominee from the drop-down

1. Search your nominee by typing their name or email
2. Depending on the award, the nominee will be a Member, a School, or a non-Member.
3. Invite Nominee to Co-edit nomination

1. Click “Invite the nominee to co-edit” to notify and grant access for the nominee to edit the nomination.
2. By default, the nominee will not have access to the nomination.
3. Only click if the award nomination is not a surprise.

4. Click “Next Step” to create and save the nomination.

5. Fill out all award criteria

1. If you do not have this information, you may leave it for the nominee to complete.
2. Award Criteria may include:

1. Professional Development information (e.g. Certifications, LTI Courses taken)
2. Nominee Qualifications information
3. Signatures (e.g. State AD Association Executive Director)
4. Documents (e.g. Letter of Recommendation, Member Profile Picture)

6. Submit Nomination

1. “Nominee” – nominee will submit the nomination, then the nominator will be notified via email to move forward with completing the submission.
2. “Nominator” – can submit nomination for further consideration and or review.

ALL USERS: FAQ’s

Accessing the NIAAA Awards System

Q: I have my "Account Confirmation Email", what should I do?

1. Click the "click here to confirm your account" link in the email
2. Enter and confirm your password on the web page
3. Upon confirming your password, you will be logged in.

Q: I have not received my "Account Confirmation Email", what should I do?

1. Go to https://niaaa.finalforms-amp.com/
2. Click LOGIN under the "NIAAA Staff" icon

1. If you already have an AMP Association account, click “As AMP Account”, then select your Association to Login using your existing credentials.
2. If you are not sure if have an AMP Association account, enter your email address and click SUBMIT

1. If you get an error message stating the email address does not exist, try again to confirm you typed the email address correctly.
2. If the error message persists, this means that there may be a different email address, or no email address, on file for your NIAAA AMP account. Click the “Contact AMP Support” link on the bottom-right of the screen and choose “Email Support” to submit an inquiry.

4. Upon a successful SUBMIT, the AMP Mailman will resend the “Account Confirmation Email”. Check your email for an "Account Confirmation Instructions" email from the AMP Mailman. Click the "click here to confirm your account" link. Enter and confirm your password on the web page. Upon confirming your password, you will be logged in.

Q: I know my email, but I forgot my password; what should I do?

1. Go to https://niaaa.finalforms-amp.com/
2. Click LOGIN under the "NIAAA Staff" icon
3. Click FORGOT PASSWORD
4. Enter your email address and click SUBMIT
5. Check your inbox for a "Forgot Password" email from the "AMP Mailman". Follow password reset instructions.

Q: I’m already an AMP member (with my Association), how do I access my NIAAA account as a State Chair or an Evaluator?

1. Login to your Association’s AMP.
2. Click the "Gear" icon in the top right corner, near your name.
3. Locate the “Accounts” tab, click “Identity Switch”, and select your NIAAA identity.

1. If you do not see “Identity Switch” then you do not have an NIAAA AMP account. Click “Contact Support” in the bottom right of your screen and submit an inquiry including your First Name, Last Name, EMail, and NIAAA Awards Role (State Chair, Evaluator)

4. Once in your NIAAA AMP account, you may follow the same process to switch back to your Association identity.

Q: I’ve tried everything, how do I contact AMP support?

1. Click https://niaaa.finalforms-amp.com/support
2. Click "Email Support"

NIAAA ADMINS: PROVIDING ACCESS TO USERS

Q: I want to give NIAAA rights to an existing user, how do I do that?

1. Go to https://niaaa.finalforms-amp.com/niaaa_memberships 
2. Locate the user by using the “By Name…” search box.

1. I found the user!

1. Click “Edit” at the end of the user’s row
2. Scroll and locate the “NIAAA Specific Roles” area
3. Assign appropriate roles
4. Click “Update Membership”
5. Done!

2. I can not find the user!

1. Create the user (follow Q: I want to add an NIAAA Member that doesn’t exist yet in any AMP Association if they do not exist in the list yet)

Q: I want to add an NIAAA Member that doesn’t exist yet in any AMP Association

1. Go to https://niaaa.finalforms-amp.com/niaaa_memberships
2. Click “Add Membership” in the top right hand corner
3. Complete as many fields as possible. Full Name and Email Address are required.
4. IMPORTANT! Scroll to the “NIAAA Specific Roles” area and add roles if necessary.
5. Click “Update Membership”
6. Upon success, the AMP Mailman will deliver an “Account Confirmation Email” to the user’s email address.

NIAAA ADMINS: AWARDS MANAGEMENT

Approve/Reject Nominations FOR EVALUATION

1. Go to “Awards”
2. Locate any nomination with an “Submitted” status
3. Click “View/Controls” in the nomination’s row
4. Review all information and criteria
5. Scroll to “Nomination Controls” to modify the “Evaluation Status”

1. Select “Open for Evaluation” and then click “Save Changes”

1. The AMP Mailman will notify Evaluators that a new nomination is now open for evaluation

2. Select “In Draft” to reject the nomination. You may include a message in the “Optional Reason” area to let the State Chair know of your reason.

1. The AMP Mailman will notify the State Chair that the nomination has been rejected and your message in the “Optional Reason” area will be included. The State Chair may resubmit the nomination.

3. Select “Nomination Denied” to completely deny the nomination and stop the process. You may include a message in the “Optional Reason” area to let the State Chair know of your reason.

1. The AMP Mailman will notify the State Chair that the nomination has been rejected and your message in the “Optional Reason” area will be included. The State Chair may not resubmit a denied nomination.

Approving/Denying Nominations FOR AWARD

1. Go to “Awards”
2. Locate any nomination with an “Open” status

1. Note that you can see how many Evaluators have completed evaluations beneath the status (i.e. 5/8).

3. Click “View/Controls” in the nomination’s row
4. Review all information and criteria
5. Scroll to “Nomination Controls” to modify the “Evaluation Status”

1. Select “Nomination Approved” to approve the nomination and grant the award to the nominee. You may include a message in the “Optional Reason” area to let the State Chair know of your reason.

1. If the chosen nominee is the ONLY recipient of the award, you may select “Mark all remaining nominations as denied.”
2. The AMP Mailman will notify the State Chair that the nomination has been approved and your message in the “Optional Reason” area will be included. The State Chair may not resubmit a denied nomination.

2. Select “Nomination Denied” to completely deny the nomination and stop the process. You may include a message in the “Optional Reason” area to let the State Chair know of your reason.

1. The AMP Mailman will notify the State Chair that the nomination has been rejected and your message in the “Optional Reason” area will be included. The State Chair may not resubmit a denied nomination.

NOMINATORS: AWARDS MANAGEMENT

Nominating a Candidate

1. Go to “Awards”
2. Click “Draft New Award Nomination” in the top right corner
3. Complete all 3 sections of forms.
   (1. Nominee Information 2. Complete Nomination 3. Review & Submit)

1. Note: At any point after step 1, you may click “Save and Exit” to save the nomination in a “Draft” state that will allow you to complete the nomination later.

4. Once all 3 sections are complete, your nomination will appear as “Under Review”.

Re-Submitting a Nomination Based on NIAAA Admin Request

You may receive an email from the AMP Mailman noting that your nomination requires more information. In this case, you may resubmit your nomination.

1. Go to “Awards”
2. View a your list of nominations
3. Locate any nominations in ‘Draft” status.
4. Click “Edit” in the nomination’s row
5. Revise information as needed
6. Click “Submit Nomination”

EVALUATORS: AWARDS MANAGEMENT

Evaluate a Nomination

6. Go to “Awards”
7. Click “Evaluate” on any nomination listed as “Open for Evaluation”
8. Review all information.
9. Scroll to the bottom of the page.
   Important! You will only be able to submit your evaluation for a nomination once.  After submittal, you will not be able to alter it.

1. Enter appropriate rubric scores.
2. Click “Submit Review!” once done.