Pre-Review Orientation Conference Call Maternal and Child Health Bureau Universal Newborn Hearing Screening Program HRSA National Technical Resource Center for Newborn Hearing Screening and Intervention December 9, 2014 Review Administrator Vicky Johnson November 20, 2014

HRSA Support Staff Program Staff: Irene Forsman, Maternal and Child Health Bureau –Universal Newborn Hearing Screening Program Grants Management Staff: Tonya Randall, Department of Grants Management Operations Contractor: o Maura Kephart, Humanitas, Inc, Chair: Linda Pippins

Roles of Participants DIR RA To coordinate and oversee the review process and to ensure a fair, equitable and objective review is preformed for each eligible application. Reviewers To fairly, equitably and objectively review and evaluate each application. Chairs As Chair, your role is to preside over the ORC panel to ensure that each application is accorded a fair, equitable and objective review.

Roles of Participants Grants To provide grant policy and budget development input applicable to assist in the budget review process. Program To ensure that program’s policies and guidance requirements are effectively conveyed and evaluated in accordance with the evaluation criteria and provide specific program policies & procedures and any legislative requirements today. Program will also be available to answer any questions or concerns you may have during the review. DIR Contractor To provide logistical support to DIR.

Conflict of Interest & Confidentiality The HRSA objective review process must meet the highest ethical standards A conflict of interest or the appearance of Conflict of Interest (COI) is prohibited! An individual is considered to have a conflict of interest in an application if that person, or a close relative or professional associate of that person, actually has or has the appearance of having: 1.Received or expects to receive a direct financial benefit from any source. 2.Any other interest or relationship in the application or proposal that is likely to bias the individual’s evaluation of that application or proposal. Confidentiality: Safeguarding the Applications & Process  Conduct review in a private non- public location. o No Airports o Social venues  Minimize any potential distractions. o Star 6  Secured computer system.  Shhh… No talking or gossiping.  No copying please.  Delete everything!

How To Review Read the Funding Opportunity Announcement before reading your assigned applications. Evaluate based on information set forth in the funding opportunity announcement only. Please provide clear, accurate, useful and informative feedback that is supported by information provided within the application(s). Do not compare applications. No outside information should be included in your review of applications.

How To Review Complete the Reviewer Worksheet for each assigned application. Refer to the Reviewer Instruction Guide. Reference Sample Summary Statements for tips on composing statements. Consider and separately score each criterion. The total score for an application is the sum of all the criteria scores. All criterion scores must be justified with written strengths or weaknesses. It is recommended that Reviewers read the entire application before entering their scores and comments in ARM. Reviewers enter budget recommendations.

Summary Statement Development Please do not cut and paste words or information from the FOA. No language from application or FOA needs to be added to your comments. No bullets points, discussion points, or incomplete sentences. Your comments should be in final format. Write sentences for the Applicant, not to each other or HRSA.  When applicable, sentences should start with “The application or the applicant organization”.  Weaknesses should start with “The application”.

Important Reminders It is imperative that Reviewers follow the DIR Reviewer Instruction Guide and the FOA and complete assigned tasks in accordance with established deadlines. The potential integrity of the review process may be compromised if a Reviewer does not complete the assigned work or does not deliver the work on schedule. Reviewers must make all necessary arrangements to be available to complete review assignments, attend and participate in the entire objective review. If for some reason a Reviewer believes that they are unable to fulfill these duties, or if unforeseen circumstances prevent the Reviewer from completing their duties, they must immediately contact me or Maura.

o Each Reviewer is expected to review the merged summary statements prior to the ORC for duplicative and contradictory comments, statements of fact, and/or personal opinions/biases. o Advanced review of the merged summary statements and identifying inconsistencies will help expedite the editing of the summary statements.

Day of Review What to have on hand: The Order of Review The Participant list Tele-Conference Instructions Merged Summary Statements

Critical Information Essential Points of Contract are: o Lead Review Administrator – Vicky Johnson, RA o Humanitas, Contractor Maura Kephart Critical Dates: o All COI forms need to be in by 4pm, November 24, o Original Signature Only. o Scores and evaluations are due in ARM no later than: Thursday, December 4, 2014.

Replay of Pre-Review Orientation Conference Call o Recording of this pre-review call will be accessible up until the day before the scheduled ORC. o Please use the number provided on your assigned Website. Program Support Site URL o The assigned contractor will you the link at the end of this call. o The Application Review Module (ARM) link is also accessible on the site. Critical Information

Review Materials Review Materials Reviewer Support Materials Instructional Materials o FOA - PDF format o Application Guild o Reviewer Instruction Guide o Chairperson Orientation Guide o Scoring Rubric o Steps in Conduction ORC o Reviewer Evaluation Form o Example of Sample Strength and Weaknesses.

ARM Manuals o Instruction Guide Manual o Reviewer and Chair ARM Manuals Forms o COI o Reviewer Feedback Form o Chair Evaluation Form ARM Site Login o The Humanitas Contractor will provide you with your user name and password after this call to your assigned website. Review Materials Review Materials

Following this call, please review the contents and familiarize yourself with the website. It will serve as a resource tool for the reminder of the review process. After the ORC our contractor will provide you instructions regarding the destruction of all review materials. Review Materials Review Materials