Managing competition juries can quickly become a headache for schools. How can they ensure they have the right evaluators at the right time, while also providing them with the best working conditions? A digital platform like Emundus offers concrete solutions to these challenges by centralizing information, automating time-consuming tasks, and personalizing the jury experience. Discover in this article 5 tips for optimizing your jury management using digital tools.

Summary :

1. Centralize juror information in a single space

2. Allowing jurors to manage their own availability

3. To streamline communication with the jurors

4. Customize logistics management according to the specific requirements of the competitions

5. Optimizing the work of the jurors on the day of the event

1- Centralize juror information in a single space

Create juror profiles with their specialties and experience

Emundus allows you to create comprehensive juror profiles, including their areas of expertise and professional backgrounds. This information facilitates the creation of relevant and balanced juries, ensuring that each candidate is evaluated by experts in their field.

By centralizing this data on a single platform, competition organizers can quickly identify the most suitable jurors for each situation. This ensures a high-quality evaluation and a positive experience for candidates.

Let's take the example of a top business school that organizes an entrance exam. Thanks to the detailed profiles of the judges on Emundus, the admissions manager can easily select experienced professionals in marketing, finance, and entrepreneurship to evaluate the candidates effectively.

Granting jurors access only to competitions that concern them

To maintain confidentiality and optimize organization, it is essential to give jurors specific access to the competitions they are involved in. Thanks to Emundus , each juror has a personal space where they can find only the information relevant to them.

This secure approach avoids any confusion and allows jurors to focus on their evaluation mission. In just a few clicks, they can access candidate files, instructions, and relevant documents without being overwhelmed by superfluous data.

Imagine an engineering school that manages several entrance exams simultaneously (post-baccalaureate admission, parallel admission, etc.). By setting up specific access on Emundus, each juror logs into their account and directly accesses the information related to the exam(s) they are involved in. This simplifies their participation.

Did you know that the Emundus platform is a significant improvement over the dozens of Excel files usually used to manage competition juries? A true revolution!

2- Allow jurors to manage their own availability

Grant permanent access to the profile to update logistics information

Emundus offers jurors unlimited access to their profiles, allowing them to update their personal information and logistical requirements (accommodation, transportation, specific dietary needs, etc.) at any time. This flexibility is a valuable asset for adapting to unforeseen circumstances and ensuring seamless organization.

By empowering jurors to manage these practical aspects, competition organizers can focus on higher-value tasks. They save valuable time while ensuring they always have up-to-date information to best plan the jurors' experience.

Let's take the case of a juror who, a few days before the competition, realizes they are on a gluten-free diet. Thanks to their permanent access to Emundus, they can immediately update this information in their profile. The school will then be able to offer them suitable meals on the day of the competition, for their greater comfort.

Offer a personalized form for each date selection

When a juror selects a participation date on Emundus, they are automatically prompted to fill out a form specifying their needs. This form is tailored to the particularities of each competition and campus, thus collecting all the data necessary for a customized organization.

In just a few minutes, the juror can indicate their accommodation preferences, arrival and departure times, any allergies, etc. This information is immediately centralized in the platform, allowing managers to anticipate and plan under the best conditions.

Let's illustrate this with the example of a university with multiple campuses. When a jury member selects a date on Emundus, the form that appears is automatically customized with the accommodation and transportation options specific to the campus in question. Extremely convenient for both the jury member and the organizer!

To optimize the management of juror availability, here are some best practices to adopt:

1. Regularly follow up with jurors who have not yet indicated their availability

2. Leverage Emundus dashboards to visualize response rates and anticipate gaps

3. Allow jurors to change their dates themselves in case of unforeseen circumstances

3- To improve communication with the jurors

Confirm the date choices and invite them to add them to their personal calendar

As Emundus points out, "with each validation, your jurors receive emails summarizing the choices they have just made, as well as an invitation to add the selected dates to their calendar." This automated communication prevents any oversights or misunderstandings.

In just a few seconds, the juror is reassured about their registration and can block out time slots in their schedule. This saves considerable time for both jurors and organizers, who no longer need to contact each participant individually.

Let's take the example of a busy juror who tends to forget their commitments. By systematically receiving a confirmation email after each date chosen on Emundus, with an .ics file to add to their calendar, they can organize themselves with peace of mind. Their attendance on the day is thus guaranteed!

Facilitate communication with pre-written email templates in the platform

To improve efficiency, Emundus offers a library of email templates tailored to each stage of jury management. Invitations, reminders, instructions, thank you notes... administrators can customize these templates in just a few clicks and send them directly from the platform.

No more scattered and time-consuming email exchanges! All communications are centralized and accessible at any time. Jurors appreciate this professional and responsive approach, which fosters a relationship of trust.

Imagine a school that needs to send invitations to around a hundred jury members. Rather than writing and sending each email individually, the administrator uses the "Invitation" template on Emundus. They personalize a few elements (date, times, campus, etc.) and send everything with a single click. A valuable time saver!

For optimal communication with the jurors:

4- Customize logistical management according to the specific requirements of the competitions

Offer different types of accommodation and track their availability in real time

Each competition has its own constraints, particularly regarding juror accommodation. With Emundus, it is possible to offer different options (hotel, university residence, room in a private home, etc.) and track their availability in real time.

The jury can then select the solution that best suits their needs, based on criteria such as location, comfort, or budget. For their part, the managers keep an eye on the bookings and can adjust capacity if necessary.

Let's take the example of a school with on-campus accommodation and partnerships with nearby hotels. On Emundus, the jury members have access to these different options and make their choice based on their preferences. The school monitors the bookings and can release additional rooms if needed.

Adapt the arrangements for welcoming jurors to each competition and venue

Beyond accommodation, the reception of jurors must be planned down to the smallest detail: badges, catering, transport, etc. Emundus allows you to fine-tune all these aspects according to the specific requirements of each competition and campus.

This granularity allows managers to offer a personalized experience to each juror, taking local constraints into account. This attention to their well-being is a key factor in fostering their engagement and motivation.

Let's illustrate this with the example of a school hosting a competition across two campuses 50 km apart. Judges assigned to campus A are offered a shuttle service from the train station, while those on campus B benefit from free parking. These settings are easily configurable in Emundus for customized management.

Here are some suggestions for personalizing the welcome your jurors receive:

• Provide them with a practical guide summarizing all the useful information (access map, contacts, program, etc.)

• Prepare a welcome kit with some goodies in the school colours

• Designate a contact person who will be their main point of contact throughout the competition

5- Optimize the work of the jurors on the day of the event

Create badges with name, photo and QR code for quick juror identification

On competition day, every minute counts. To facilitate jury identification and streamline their access to different areas, Emundus offers the option of printing personalized badges. Featuring their name, photo, and a unique QR code, these badges allow for quick and efficient verification.

No more endless queues and tedious checks! Jurors can fully dedicate themselves to their mission, in optimal conditions. And if needed, all the necessary information is accessible instantly.

Let's take the example of a juror arriving on campus on the morning of the competition. Thanks to their badge, issued via Emundus, they are immediately identified and directed to the correct building. At the entrance to the deliberation room, their QR code is scanned to confirm their presence. A time-saving and stress-free way to get off to a good start!

Provide access to key information and documents on a mobile app

To further simplify the work of jurors, Emundus has developed a dedicated mobile application. With it, evaluators can find everything they need on their smartphones: schedules, candidate lists, evaluation grids, reference documents, and more.

No more juggling different devices or chasing after information! Everything is at your fingertips, for intuitive use. Jurors gain autonomy and peace of mind, which contributes to the quality of their performance.

Imagine a juror in the middle of an interview with a candidate. With a simple tap on their smartphone, they can access the evaluation grid and fill it out live, without interrupting the conversation. At the end of the day, they can check their schedule for the next day and download the documents to review in the evening at their hotel. The Emundus app truly simplifies their life!

To maximize the effectiveness of your jurors on the big day:

1. Send them a complete briefing beforehand (instructions, evaluation criteria, etc.)

2. Schedule an introductory session to present the tools and answer their questions

3. Provide them with a responsive support team to handle unforeseen events

4. Offer them spaces for relaxation and socializing to help them unwind

"Thanks to Emundus, our teachers really enjoy their jury duties. They have all the tools they need to work efficiently, in optimal conditions. It's a real comfort for them... and for us!" - Pierre, Head of Entrance Exams at an Engineering School

Here are some examples of schools already using Emundus to optimize the management of their entrance exams:

In summary, digitalization offers numerous solutions for simplifying and optimizing the management of examination boards. By centralizing information, empowering board members, and automating time-consuming tasks, a platform like Emundus allows for increased efficiency and peace of mind. Schools can then focus on what matters most: providing the best possible experience for board members and ensuring high-quality assessments. A win-win approach that fosters excellence in admissions.