Selection
Staff’s pipeline
Project mapping: https://goo.gl/RTVbvs
Evaluation Matrix: https://goo.gl/iY865D
Acceptance email: https://goo.gl/2RCSp8
During and/or after the application/call it is possible to start the selection process.
The selection criteria must be decided in advance and preferably explicitly communicated in the call.
According to the amount of applications and complexity of contents the steps to undertake may be abundant, and be divided among different staff members (based on availability and expertise).
Selection pipeline
The following is an example of pipeline that has been used to evaluate 10 applications and has involved 4 staff members.
Application received (form auto-responder)
Project mapping and first assessment
Send email to ask for further details (if necessary)
Review email and additional information
Second assessment and validate with evaluation matrix
Acceptance / refusal communication
Public communication
Project mapping
Project mapping, in this case, was an executive summary of the application content, straight to the point in order to facilitate the possibility to spot missing details and to carry out the second assessment, based on the evaluation matrix.
Evaluation matrix
Here an example of evaluation matrix:
Ability to help people (30 points)
Total population
Impact to quality of life of an individual
Help to care movement
Feasibility of the project (30 points)
BOM (both hardware and software)
Production time
Development strategy (10 points)
Tech risk
User testing potential
User acceptance (10 points)
Opensourceness (20 points)
Forkability
Reproducibility
Once the assessment process is complete it is important to communicate the outcome with the applicants.
This can happen mainly in two ways (private and public), that could work independently or simultaneously.
A private email is a good way to inform individuals and groups about the positive (or negative) result of the assessment. This method preserves anonymity and guarantees a direct contact with participants, allowing the organizer to ask for confirmation and personal details.
Acceptance communication
Here is an example of the acceptance email:
Dear __,
we’re writing to inform you on the outcomes of the evaluation process regarding __ program.
Congratulations, **your project has been **selected!
We are glad to welcome and host you for the period of time requested in your application form (see below).
From today going forward, we’ll start planning the calendar according to the activities useful for your project development. Thus, we should get in touch with you as soon as possible due to logistical and organisational reasons.
First of all, we introduce ourselves, even if you have probably already had a chance to talk to us: we are __, involved in the project __.
From now on, and especially during your stay, you can refer to us for any doubts or clarification.
We kindly ask you to confirm this personal data:
Project Name: __
Name and Surname (resident 1): __
Period of the residence: __
Name and Surname (resident 2): __
Period of the residence: __
Name and Surname (resident 3): __
Period of the residence: __
We’d like to schedule a Skype call to discuss together some specific points useful for the calendar planning. Thus, we propose you to have this call on __ from __ to __.
In the attachment you can find a summary statement which contains all the important information about what is going to happen during the residency. We kindly ask you to download and read it, in order to clarify some doubts or requests during the Skype call.
That's all folks! (For now)
Waiting for your reply,
Best Regards
Public communication
A public blogpost or social media post could, in addition, acts as a kickstart of the initiative. Announcing the selected projects and presenting them publicly is a way to highlight the acceleration program and reach a wide audience, as well as interested communities of people that could possibly be involved in the projects in order to support them or benefit from them.
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