Perform Mail In Review
1 Introduction
As a reviewer, your service is very important to the Department of Energy (DOE) Office of Science (SC) and to the research community. We know that you are very busy, and we appreciate the time it takes to participate in the review process.
The purpose of this document is to provide step-by-step instructions for users to follow to complete a Mail In Review.
2 Prerequisites
Before you can complete a Mail In Review task, the following criterion must be met:
- You have received an email notification that you have a Mail In Review task.
3 Completing a Mail In Review
Use the following steps to access and complete a Mail In Review.
3.1 Accessing the Mail In Review Task
Use the following steps to access the Mail In Review task.
3.1.1 Existing Account
Use the following steps to access the Mail In Review task if the user has an existing PAMS account.
1. PAMS will send you email notification requesting your participation in a Mail In Review. Follow the Mail In Review link provided in the email. (Figure 1)
Figure 1. Request to Review DOE Proposal – Existing Account
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Log in to the PAMS external website at: https://pamspublic.science.energy.gov/webpamsepsexternal/login.aspx (Figure 2)
Figure 2. Existing User Login
2. Upon logging in you will navigate to the PAMS Home Page. Click Review Proposal(s) under the section entitled Tasks Assigned to you on the left side of your screen. (Figure 3)
Figure 3. PAMS Homepage – Review Proposal(s)
| You can access your assigned reviews from several places on the PAMS Homepage:
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3. Your Pending Tasks will be displayed. To begin your Mail In Review click Start Review from the Options Column on the right. (Figure 4)
Figure 4. Pending Tasks – List Page
3.1.2 No Existing Account
Use the following steps to access the Mail In Review task if you do not have an existing PAMS account.
1. PAMS will send you an email notification indicating that DOE has requested your participation in a Mail In Review, and provide a registration link and code. Click the PAMS (Figure 5)
To: | Prospective Reviewer |
CC: | |
From: | PAMS |
Subject: | Request to Review DOE [Program Office Abbr.] Proposal [Proposal ID] |
Message: | Dear [Reviewer Prefix] [Reviewer First Name] [Reviewer Last Name]: The [Program Office] [Program Office Abbr.] within the Department of Energy Office of Science requests that you review the proposal listed below. To access the proposal and submit your review, please use the DOE Office of Science Portfolio Analysis and Management System (PAMS). Task: Mail In Review Due Date: [Task Due Date] Proposal Number: [Proposal ID] Principal Investigator: [PI Prefix] [PI First Name] [PI Last Name] Institution: [Institution Name] Proposal Title: [Proposal Title] Solicitation: [Solicitation Number], [Solicitation Title] To access the proposal and enter the review, you must have a PAMS account. Our records indicate that you do not yet have a PAMS account. Please register in PAMS using the link and registration code provided below to create your account. URL: PAMS Registration Code: [Registration Code] The first time you access PAMS, you must use the URL and registration code provided above or you will not be connected to this proposal review task. For subsequent logins, you may access PAMS using your already established username and password. After logging into PAMS, click on the Tasks tab to get started with the review. If you have any trouble using PAMS, please contact the PAMS Helpdesk at [PAMS Helpdesk Phone Number] or [PAMS Helpdesk Email]. If you have any questions about this proposal or review, please contact the program manager, [PM Prefix] [PM First Name] [PM Last Name], at [PM's Phone Number] or [PM's Email]. If you cannot review the proposal, please let the program manager know or log into PAMS, where you can indicate electronically that you decline to participate. We know you are very busy, and we appreciate the time it takes to participate in the review process. Thank you for performing this important service. This message was sent on behalf of the program manager, [PM Prefix] [PM First Name] [PM Last Name], who can be reached at [PM's Email]. Replies to this message will not reach the intended recipient. |
Figure 5. Request to Review DOE Proposal – No Existing Account
2. Enter the Registration Code on the Verify Registration Code page, and click Verify in the bottom right corner of the page. (Figure 6)
Figure 6. Verify Registration Code Page
3. Complete the account creation process. (See How To Guide – Create External Account)
4. Begin at Step 2 in section 1.1 Existing Account to access the Mail In Review after creating the account.
3.2 Completing the Conflict of Interest (COI) Declaration Statement
For each review assignment in PAMS, you will be required to complete a Conflict of Interest Declaration Statement before you can proceed to the review. You have three options: “I have no Conflict of Interest in reviewing the proposal”, “I have a Conflict of Interest in reviewing the proposal”, or “I do not wish to review the proposal”. Use the following steps to complete the Conflict of Interest Declaration.
1. You will be presented with the Proposal Review – Conflict of Interest Certificate upon accessing the review. You may view the Proposal Abstract to help determine if you have a Conflict of Interest. To do so, click the Proposal Abstract link (Figure 7).
Figure 7. Proposal Review – Conflict of Interest Certificate – Public Abstract
2. Read the Information on Conflict of Interest and Information on Confidentiality thoroughly to ensure that you have no conflicts of interest with the information provided. (Figure 8)
Figure 8. Proposal Review – Conflict of Interest and Confidentiality Certificate
3. PAMS will present you with three options at the bottom of the page. Select the radio button next to the appropriate option (Figure 8):
a. I have no conflict of interest in reviewing the proposal. Select this option if you do not have any of the conflicts listed in the Conflict of Interest statement, and you would like to proceed with the review.
b. I have a conflict of interest in reviewing the proposal. Select this option if you have a conflict of interest with some aspect of the proposal. Selection of this option will close the review task for you and notify the PM.
c. I do not wish to review the proposal. Select this option if you do not have a Conflict of Interest but do not wish to review the proposal. Selection of this option will close the review task and notify the PM.
4. Although not required you can enter any comments that you want relayed to the Program Manager via email.
5. Once you have made your Conflict of Interest designation click Save and Continue at the bottom of the page to proceed.
| If you declared a Conflict of Interest or declined to review the proposal by accident, contact the PM to have the task reopened for you. |
6. If you did not declare a Conflict of Interest and later find that you do have a Conflict of Interest, you can declare your conflict from the Resources header by clicking the Additional tab and selecting Conflict of Interest. (Figure 9)
Figure 9. Resources Header – Instructions to Reviewers – Conflict of Interest
7. This will take you to the Conflict of Interest page. Your original declaration will be selected, but you may change that selection to “I have a conflict of interest with reviewing this proposal.” (Figure 10)
Figure 10. Conflict of Interest Certification – Change Designation
8. Click Save and Continue when you are finished. This will remove the review task from your tasks list.
| Once you have selected “I have no Conflict of Interest in reviewing this proposal” you cannot select “I do not wish to review this proposal”. If you wish to decline to review the proposal contact the Program Manager that asked you to review. |
3.3 Completing the Review
Use the following steps to enter your comments and complete the review.
1. If you indicated no Conflict of Interest with reviewing the proposal, you will be directed to the reviewer instructions. Read the instructions carefully, and click Continue when you are ready to proceed. (Figure 11)
Figure 11. Proposal Review – Instructions to Reviewers
2. To access the full proposal, expand the Resources section of the page and click the Proposal (Figure 12). You will be prompted to open the proposal PDF.
Figure 12. Proposal Review – Update Review, Access Full Proposal
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3. PAMS will redirect you to the Proposal Review – Update Review page, where you will be shown the evaluation criteria for the review. You may enter your comments and scores, directly on this page. (Figure 13)
4. Once you have completed all evaluation criteria and would like to submit your review, click the Save and Submit button in the bottom right corner of the page. (Figure 13)
Figure 13. Proposal Review – Review Comments/Score
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5. PAMS will load the Proposal Review – Review Summary page, which displays a read-only copy of the evaluation criteria and your responses. Review the page carefully. When you are ready, confirm your submission by clicking Confirm in the bottom right corner of the page. (Figure 14)
Figure 14. Overall Summary of the Proposal – Confirm
| Select “Email Myself a Copy” to have a PDF copy of your review comments emailed to you. |
6. You will receive a green Success message indicating that your proposal review was submitted successfully. The review task will be removed from your tasks list. If you need to make changes after you submitted your review, contact the PM to have the task reopened. (Figure 15)
Figure 15. Mail In Reviews – List page – Success Message
