InfoReady Tech Tips

Challenge

• Monetary need varies depending on the type of disruption (personnel, timeline, equipment).
• The review process needs to move quickly.
• Unused funding needs to be tracked and returned to the overall pool.

Solutions

• Use the Requirements page to build custom questions, then view similar requests together on the Data Grid.
• Use Applicant- or Department-Driven routing steps to send requests straight to the right reviewers.
• Use Progress Reports to track how the funding was actually used, including any unused portion.

Tips

• Collect the reasoning in two places: a multiple-choice question for quick scanning, and a longer text/file explanation for full context.
• Use an acknowledgment statement to set the expectation that unused funds will be returned.
• Use Approve/Do Not Approve routing steps for the fastest possible reviewer decision, with reasoning in the comment box.
• Customize reviewer notifications to stress the quick turnaround needed.
• Copy partner offices on the Award notification so funds reach the correct account.
• Schedule progress report assignments and reminders immediately upon awarding.

 Learn more in our Support Portal

Challenge

• Internal and external colleagues submit letters of support at different times.
• The approval process can be long, with multiple committee and individual layers.
• The final outcome and feedback needs to reach many stakeholders at once.

Solutions

• Use Reference Letters to let the candidate request up to 20 letters of support.
• Build a routing step for each approval level, passing feedback along at every stage.
• Copy relevant stakeholders (Department Chairs, Deans, Provost) during the award step.

Tips

• Customize reference letter instructions based on the writer's relationship to the candidate.
• Set the reference letter deadline after the internal submission deadline to allow extra time.
• Collect uploads in three categories — research, teaching, service — so labels become table-of-contents headings in the downloaded packet.
• Offer an optional upload for supplementary materials that don't fit neatly into those categories.
• Automate approvals with Department-Driven Routing Steps when they mirror your org chart.
• Use Routing Step Recap to share committee reviews ahead of an in-person meeting.
• Download a PDF of the submission, with or without reviews, to attach to the award email.
• Share anonymous feedback at the end of the process regardless of outcome, for transparency.

 Learn more in our Support Portal

Challenge

• Applications often require many documents — CVs, reference letters, transcripts, writing samples.
• Full submission packets are lengthy for reviewers to navigate.
• Review can require several steps, with committee discussion in between.

Solutions

• Set up the Requirements page so applicants submit materials in the same order every time.
• Export paginated, labeled PDF packets for review committees.
• Build separate routing steps per feedback stage, capturing pre- and post-meeting scores separately.

Tips

• Put key basics (department, degree, prior institution, a brief personal statement) at the top of the form.
• Have the most important files uploaded first so they appear earlier in the packet.
• Use one of three ranking approaches if reviewers need to rank applications.
• Build the same routing step twice (Comments & Ratings) to compare pre- and post-meeting scores.
• Use Progress Reports to collect fellowship outcomes to share with stakeholders.

 Learn more in our Support Portal

Challenge

• Requests must document clear reasoning and may need approval from multiple people.
• The extension needs to stay linked to the original proposal, project details, and documents.

Solutions

There are three recommended ways to manage in InfoReady.

• Award Screen: best if the original project was awarded in InfoReady and approval is simple (e.g., a single email between PI and VPR); add extension details directly and system reports update automatically.
• Progress Reports: best if detailed justification is needed before a decision; assign a No-Cost Extension form with its own deadline and reminders.
• Separate Opportunity: best if the original project wasn't awarded in InfoReady, or if approval needs multiple steps; include an ID field linking back to the original record, and use routing steps for each approval level.

Tips

• Use the Award notification to communicate whether the extension was granted.
• Enable Progress Reports to capture the impact and outcomes of the extension.

 Learn more in our Support Portal

Challenge

• One individual often submits materials or a recommendation on behalf of a nominee.
• The nominee sometimes needs to be part of the process, and sometimes shouldn't be.

Solutions

• Integrate the nominee wherever it fits your process — initial submission, review, or final award notification.
• Ask your account manager about the dedicated Nominations Tool, which can auto-populate nominee info from a data feed.

Tips

• Rename the auto-populated Name fields to capture the nominator, not the nominee, since they auto-fill from the submitter.
• Add a separate field for the nominee's organization if Primary Organization auto-fill is enabled.
• Rename the Application Title field to capture the nominee's name. It drives the Data Grid and reports on the back end.
• Customize reference letter instructions and emails if letters are required.
• Check mail-merge tag placement across notification templates (Received, Award, Reject, Review Request).
• Copy the nominee on notifications at submission, involve them as a reviewer during review, or include them on the award notification.

 Learn more in our Support Portal

Challenge

• Individuals in different offices may need to approve (course proposals, space reservations, vendor contracts, new positions, and more).
• Requests are usually handled on a first-come, first-served, rolling basis.
• Initial approval needs to be exported and shared with a variety of stakeholders.

Solutions

• Assign individuals from any office to a routing step to confirm all relevant groups approve.
• Set an ongoing/rolling deadline so the process stays open for submissions.
• Use the batch PDF feature to download the original request plus all documented approvals.

Tips

• Group similar approval types together with a Bulletin Board posting.
• Use Applicant- or Department-Driven routing steps to automate as much of the approval as possible.
• Run routing steps concurrently to collect all approvals at once.
• Customize Data Grid columns and views to quickly separate approved from not-approved requests.
• Use Progress Reports for post-approval info like spend, attendance, or invoices.
• Close rolling forms on a set date each cycle, then copy the current version to open the next one.

 Learn more in our Support Portal

Challenge

• Different disciplines prefer different formats, example traditional poster vs. demonstration or performance.
• Mentors or supervisors may need to approve posters, especially for undergraduates.
• Presentations often need judging, with awards for top projects.
• Collected content may need to be shared widely and publicly afterward.

Solutions

• Collect basic project info and presenter's preferred format on the Requirements page.
• Use Applicant-Driven Routing Steps so presenters identify their own mentor.
• Build separate routing steps for judges or other reviewers.

Tips

• Collect standard posters as PDF uploads (have presenters convert PowerPoint slides to PDF first).
• For audio or video, have presenters upload to YouTube/Zoom/Vimeo first, then paste a public link into a text field.
• Build judging rubrics with Comments & Ratings routing steps, matching the rating scale to your point values.
• Use award/reject notifications to share judges' feedback with presenters.

 Learn more in our Support Portal

Challenge

• Documentation needs vary by request type (e.g., travel vs. writing sabbaticals).
• Multiple approval steps, each needing clear documented reasoning.
• Often handled on a rolling, first-come basis, so the process needs to stay continuously open.
• After approval, HR, Registrar, and Payroll all need to be kept in the loop for follow-up tasks.

Solutions

• Set up a routing step per approval stage and share feedback/reasoning at each one.
• Use a rolling/ongoing deadline so the process never closes to new submissions.
• CC relevant stakeholders (HR, Registrar, Payroll) during the award step, or set up an automatic data feed from InfoReady to your HR/faculty system.
• Use Department-Driven routing steps so approvals follow your org chart automatically.
• Run routing steps concurrently to collect all approvals at once, or sequentially if a specific order matters.

Tips

• Use the batch PDF feature to download a full packet: the original request plus every approval on record.
• Customize Data Grid columns and views to quickly separate approved from not-approved requests.
• Use Progress Reports to collect follow-up outcomes (publications, event attendance, money spent).
• Close and copy the process each cycle (semester or year) so requests stay organized and comparable over time.

 Learn more in our Support Portal

Challenge

• Some details, like exact project timing, may not be known at the time of application.
• Review needs to weigh both current need and future potential outcomes.
• Project updates need to be collected regularly over time, even as staff change.

Solutions

• Use the Requirements page to collect as much detail as possible upfront, including estimated dates and costs.
• Use routing steps for rubrics, approvals, or a custom form, depending on how feedback should be gathered.
• Use Progress Reports at regular intervals to collect quantitative and qualitative updates.

Tips

• Collect timeline and budget info in two places: short answers up top for quick scanning, longer narratives as file uploads for full detail.
• Use an acknowledgment statement to set expectations for future progress reports if awarded.
• Give reviewers detailed instructions to weigh multi-year potential, not just immediate need.
• Put the data you'll need to export quickly in the first section of each progress report.
• Schedule progress report assignments and reminders immediately upon awarding.
• Track publications over time with a repeatable progress-report section, including those still in review.

 Learn more in our Support Portal

Challenge

• Submission packets often require many documents (reference letters, transcripts, writing samples), which can be hard for reviewers to work through.
• Need-based scholarships may require a separate financial-aid verification step.
• Multi-step reviews make it harder to quickly identify top applicants.

Solutions

• Use the Requirements page to enforce a consistent document submission order.
• Export paginated PDF packets for reviewers, with a clear table of contents.
• Build separate routing steps for each verification stage and loop in financial aid representatives as needed.
• Download ranking reports to quickly see which applicants rose to the top at each routing step.

Tips

• Put key details (contact info, academic standing, a short personal statement) at the top of the application form.
• Have applicants upload the most important attachments first so they appear earlier in the packet.
• Use Comments & Rating Combination routing steps, then pull the Rankings by Score report for a quick view, or Total Application Scores by Reviewer for averages and standard deviations.
• Use Progress Reports to collect thank-you notes to share with donors or other stakeholders.

 Learn more in our Support Portal

Challenge

• These programs typically receive less institutional funding, so every dollar must be tracked and justified.
• Measuring success requires both quantitative and qualitative information.
• Different offices manage different programs, but students need one place to go.

Solutions

• Track specific award amounts and edit them if program costs change.
• Use Progress Reports to track hours spent and reflections on the experience.
• Consider using InfoReady's Engagement Hub as a mobile-friendly, one-stop-shop for all student engagement activities.

Tips

• Collect the requested amount as a short answer plus a detailed budget narrative as a file upload.
• Use a data feed (e.g., from Banner or another CRM) to bring student info into the platform automatically.
• Ask for reference letters from faculty, coaches, or staff for a more holistic view of the student.
• Use a renamed Co-Applicants field to collect group activity info — travel groups, teams, or lab cohorts.
• Use Applicant-Driven Routing Steps so students can identify their own office contacts.
• Use Progress Reports to collect learning outcomes for credit-bearing activities like study abroad.
• Pull a specific student's submission history from Reports > Applications.
• Organize the Engagement Hub by semester, topic, or category, and use analytics plus student feedback to refine it.

 Learn more in our Support Portal

Challenge

• Multiple offices need to review and approve travel.
• Specific information must be collected in a consistent way to comply with policy.
• Budget requests need to be comparable across submissions, and outcomes need documenting after the trip.

Solutions

• Create a routing step per approving office — run them concurrently for speed or sequentially if order matters.
• Use the Requirements page to collect structured, exportable data (dates, amount requested, location).
• Use Progress Reports to collect quantitative and qualitative post-trip information.
• Customize and save Data Grid columns to sort and filter travel data; add non-admin staff as Viewers.

Tips

• Use Yes/No eligibility questions for quick verification (e.g., international travel authorization).
• Use Applicant-Driven Routing Steps so travelers can name their own approver, like a faculty advisor.
• Use co-applicants to standardize information collection for group trips.
• Assign a Progress Report after the trip to collect receipts and outcomes.

 Learn more in our Support Portal

InfoReady assists in managing many processes for undergraduate research. 

Recruiting faculty mentors

• Use a basic form (General or Form Designer template) and share it widely so that submissions become a searchable interest database.

In-person or virtual events

• Collect posters as PDF uploads; for audio/video, collect a public link (YouTube, Zoom, Vimeo) via a text field.
• Use the Engagement Hub for a mobile-friendly conference navigation site.

Matching students with faculty

• Use Form Designer conditional logic to collect both sides at once, with keyword fields for expertise and interests; export to Excel to make pairings.

Funding requests

• Use the Funding template with a clear award range, and track exact amounts on the Award screen.

Documenting academic requirements

• Use Progress Reports to track learning outcomes, conference attendance, and publications.

Summer showcases

• Build rubrics with Comments & Ratings routing steps, matching the rating scale to your point values; use award/reject notifications to share judges' feedback.

Annual reports

• Build a form to collect yearly project and participation counts directly from faculty.

 Learn more in our Support Portal

Challenge

• Students may change majors or degree programs multiple times.
• Out-of-classroom work sometimes counts toward academic progress, but only in specific situations.
• Making a change often takes several in-person conversations with an advisor.

Solutions

• Track each requested change as its own submission, so records stay separate and the transition timeline is documented.
• Build a workflow that collects required information plus a multistep approval process.
• Summarize action items from in-person meetings in a standardized form, and use Progress Reports for regular check-ins.

Tips

• Use a data feed (e.g., from Banner or another CRM) to bring student information into the platform automatically.
• Ask for reference letters from faculty, coaches, or staff for a more holistic view of the student.
• Include the institution's official major-change policies and procedures in the acknowledgment section.
• Set up separate routing steps for the academic advisor and the registrar; use Applicant-Driven Routing Steps to speed things up.
• For extracurricular activities seeking course credit (e.g., study abroad), gather initial info well in advance, then use Progress Reports to collect learning outcomes later.
• Pull a specific student's full submission history from Reports > Applications.

 Learn more in our Support Portal