February 22, 2010

1. U.S. Department of Education: G5 Field Reader Webinar February 22, 2010

2. Section A: Registering with G5 / Activating Your Account Section B: Completing a Technical Review Form Section C: Submitting and Modifying a Submitted Technical Review Form Section D: Modifying Your Profile Section E: Completing an Exit Assessment Section F: Helpful Hints

3. Section A: Registering with G5 and Activating Your Account Pages 3 - 12

4. Registering with G5 Section A: Registration/LoginPgs.3-13 You will need to register once you are contacted that you are assigned to a panel. To register go to www.g5.gov and click the ‘Reviewer? Register Here’ link. Note: Do NOT use the link ‘Not registered? Sign Up’ link!The image displays the e-Grants Welcome Page and has an arrow pointing at the continue, which indicates where a user should click to get the e-Grants Portal Page.

5. Registering with G5 The User Registration screen requires you to enter your Last Name, First Name, and Email exactly as you provided them to the program office. If you know the Email address provided to the program office is no longer valid, please call the hotline to update it. Then click the Continue button.

6. Registering with G5 Please complete all required fields noted by an asterisk. Any information which was entered by the program office when you were added to the reviewer pool will automatically populate. Use the Continue button to navigate through the following screens: Optional Data screen, Work Profile screen, and Alternate Address screen.  You can update the information as needed, but it is not required.

7. Registering with G5 Once you have entered all your information, click the Continuebutton to move to the Summary screen. The Summary screen allows you to review and verify the information entered before you submit your registration. Then click the Submit button.

8. Registering with G5 You will then see a confirmation screen like the one above. Please note that a link will be emailed to you at the email address you provided which you can use to activate your account.

9. Activating Your Account It is important that you register with a valid email because you will need the email message similar to the one below in order to activate your account. Click the link and it will take you to G5. Your Account Request has been received. Your G5 user id is XXXX@XXX.XXX. Click on the link below to activate your account.XXXXXXXXXXXXXXShould you have any questions, please contact the Helpdesk at 1-888-336-8930 (TTY: 1-866-697-2696, local 202-401-8363) or email edcaps.user@ed.gov.Hours of operation: 8am-6pm Washington DC time Monday-Friday.

10. Activating Your Account The link in your email will bring you to the Account Activation screen. Please read the user agreement, click the Agree option to acknowledge your compliance, and click Submit to begin activation of your account.

11. Activating Your Account The next screen will provide the password security memo, which you can read and then click the Continue button. Next you will see the screen above. Enter the required fields and click the Continue button to finalize your Activation.

12. Activating Your Account Click the Activate button to confirm the information you have entered and activate your account. The system then displays a message indicating that your account has been activated. Next you will receive an email confirming that your account has been activated.  The email will include a link to the main G5 Web page where you can log in using your new user ID and password. Please note that your user ID is your email address.

13. Section B: Completing a Technical Review Form (TRF) Pages 13 - 28

14. Completing a TRF After entering your Email ID and password, you must check the box indicating that you accept the Department of Education's terms for using the G5 site. Then click the Login to G5 button.

15. Completing a TRF Once you log in, the system displays what is called My Home Page.  As a reviewer, you will see the current competitions to which you are assigned.  Each competition has a hyperlink which you can click to view the competition information.

16. Completing a TRF Follow the menu flow: Grant Setup  Review Process  Application Review in order to begin reviewing your applications.

17. Completing a TRF This is the Competitions List tab. Here you will see information regarding any current competition(s) to which you are assigned. You will also see the contact information for your competition manager. Click the Select radio button beside the competition and then click the Continue button to see the panel to which you are assigned.

18. Completing a TRF On the Panels List tab you will see the panel to which you are assigned in a specific competition. Please note that the contact information for your panel monitor and the panel start and end dates are displayed here.

19. Completing a TRF The Form Type dropdown defaults to Technical Review Form (TRF). If you are attempting to access another form (i.e. an exit assessment), use the dropdown. In order to complete the TRF, select a radio button beside a panel and click the Continue button.

20. Completing a TRF The first time you enter a Panel, you will see a Conflict of Interest tab. You will see a list of applications which have been assigned to you. You will need to mark ‘Yes’ I have a conflict or ‘No’ I do not have a conflict for each application. At the bottom of the screen there are two links for conflict of interest forms. Please take direction from your panel monitor whether you need to print, sign, and fax the form and to whom the form should be faxed. Then click the Continue button.

21. Completing a TRF This is the Applications Reviews List tab. Select an application and click the Continue button in order to begin your review. Please note that there is a Update COI button in the event that the conflict of interest status with any of the applicants changes during the review process.

22. Completing a TRF This screen contains the TRF. You can see the applicant’s name and PR/Award number. Please note that you can view the electronically submitted application by clicking on the View e-Application button.

23. Completing a TRF You can access the application by clicking on the link under the Path column. The universal Microsoft file download screen will appear and allow you to open and print the document or save it. After accessing the document, click the Previous button to return to the TRF.

24. Completing a TRF Also on this screen, you will see a list of criteria, or questions to which you are to respond. To enter comments and scores for a particular question/criterion, select the radio button beside the question and click the Score Question button. Note: The View Comments button will allow you to view any comments made by your panel monitor in regards to your technical review form.

25. Completing a TRF After clicking on the question you will see a screen like the one above. Under the Question Details you will see the minimum and maximum scores allowed. If Answer Required is marked, you must answer the question . If the program you are reading for uses criterion that contain sub questions, you will see multiple score boxes (one for each sub question).Technical Review Form. Arrows point to the Question and the strengths textbox for comments.

26. Completing a TRF There are text boxes in which you enter comments and a score. If the program uses sub criteria, the sub score boxes you completed at the top of the screen will total in this box at the bottom of the screen. If the program does not use sub criteria, you will enter your score for this question in the box. After you have completed entry of your scores and comments for this question, you should check your spelling by clicking on the Spell Check button.

27. Completing a TRF Once you are finished editing your question, check the Question Complete box to mark this question as finished. Even if a question is marked as completed you can still modify the question. Click the Continue button to return to the TRF to answer another question.

28. Completing a TRF If you marked a question complete on the previous screen, there will be a check mark next to that question/criterion. If you want to save your work without submitting at this point, click the Save button. We recommend that you save often, or after responding to each question.

29. Section B: Submitting a Technical Review Form (TRF) and Modifying a Submitted Technical Review Form (TRF) Pages 29 - 36

30. Submitting a TRF If you navigate back to the Application Review List screen, you will see the status of your TRFs for each application. TRFs should only be submitted after panel discussions have taken place and only after all changes have been made and comments and scores are finalized. To submit the TRFs individually, select an application and click the Continue button. To submit multiple TRFs, mark the checkbox under the Submit column for the applications you wish to submit. Then click the Submit Selected button. Only those in draft will have a checkbox under the Submit column.

31. Submitting a TRF Next you will see the Summary tab. In the scenario below, the user chose to submit multiple TRFs. Confirm the applications displayed are those for which you wish to submit TRFs. Then click the Submit button.

32. Submitting a TRF You will then see a confirmation screen like the one above. If you accidentally submitted your TRF before it is completed, you can modify the TRF and re-submit up until the end date for the panel.

33. Modifying a Submitted TRF To modify a submitted TRF, select the radio button beside the application and select the Continue button.

34. Modifying a Submitted TRF Modify the score and comments for the question(s) which you wish to change and then select the Continue button.

35. Modifying a Submitted TRF You can review or verify your data on the Summary screen. Click the Submit button to submit your modifications.

36. Modifying a Submitted TRF This is the confirmation screen you will see when you submit a single TRF.

37. Section C: Modifying Your Profile Pages 37 - 39

38. Modifying Your Profile Follow the menu flow: Main  My Profile in order to modify your profile. You are also able to change your password under this menu option.

39. Modifying Your Profile You can modify any of the data existing on the User Profile screen, Optional Data screen, Work Profile screen, and Alternate Address screen. Remember to click the Submit button in order to save your changes. If you modify your Primary Email, G5 will ask you to enter your password to complete the change.

40. Section D: Completing an Exit Assessment Pages 40 - 43

41. Completing an Exit Assessment Your panel monitor will inform you if you should complete any forms in addition to the TRF. The exit assessment is only used for some reviews. Go to the Panels List screen and select Exit Assessment from the form type dropdown. Then select a radio button beside a panel and click the Continue button.This is the panel page, an arrow points to the link to open the exit assessment.

42. Completing an Exit Assessment This is an example of an Exit Assessment form. It functions exactly the same way as a TRF. You answer the question and submit when completed in the same fashion.

43. Completing an Exit Assessment Once the exit assessment is completed, select the Continue button and then the Submit button. You have the option to submit anonymously.

44. Section E: Helpful Hints • Resetting Your Password • Logging Out • Timing Out • Cutting and Pasting from MS Word • Trouble Shooting Tips • Additional Help Pages 44 - 53

45. Resetting Your Password If you have previously used G5, DO NOT register again. If you forgot your password click the ‘Forgot your password? Reset Now’ link. G5 will reset your password and send you a temporary password to your email.

46. Resetting Your Password Once you log in with the temporary password, G5 will ask you to change it. Enter your old password, a new password, and the new password again. Then click the Change Password button. Then you will see a confirmation message like the one below.

47. Logging Out Follow the menu flow: Main  Log Out in order to log out of the G5 system. This is the preferred way to log out of G5 versus closing the browser window.

48. Timing Out G5 has a timeout limit of 20 minutes. After 15 minutes you will see a message like the one above asking if you would like additional time. You must click the Ok button to keep your session active. Please be aware of this timeout and save often.

49. Cutting and Pasting from MS Word 2003 If you cut and paste comments from MS Word 2003 to G5, you must disable Smart Quotes before you start typing in MS Word to avoid formatting problems in G5. • In MS Word on the Tools menu, click AutoCorrect. • Go to the AutoFormat As you Type tab. • Uncheck the option “Straight quotes” with “smart quotes.” • Uncheck the option Symbol characters (- -) with symbols (--). • Go to the AutoFormat tab. • Uncheck the option Symbol characters (- -) with symbols (--). • Uncheck the option “Straight quotes” with “smart quotes.” • Click the OK button.

50. Cutting and Pasting from MS Word 2007 For those of you using MS Word 2007: • On the MS Bubble menu, click Word Options. Click on the Proofing Option. Then click the AutoCorrect Options button.