Last month's newsletter was all about resources for navigating uncertainty. If you have suggestions, need support, or want to get in touch with our team, please do so here.
Today, we're digging into how to get more out of something you already have: Reference Forms are how you collect information in support of an applicant’s submission from a third party. For example, if an organization provides resources for a school, it may seek the principal's support for the project. Reference Forms are available to all Submittable customers—so today, let’s talk tips and tricks to help you use them more effectively.
Why use a Reference Form?
If you’re not already using Reference Forms, here are a few reasons to consider using them on your next program:
Evaluate the applicant’s success on delivering on previous projects
Verify the accuracy of information
Understand how the applicant is perceived by previous funders and partners
Get a third party perspective on an applicant’s strengths and weaknesses
The basics on Reference Forms
You can gather Reference Forms on Initial, Additional Forms or Request Forms.
If you need a reference from all applicants, use Initial Forms.
If the reference is only informing a subset of applications, such as a final round of review, it may make sense to only gather references via an Additional Form.
If Reference Forms should only be solicited at a certain point in your workflow or by applicants who meet certain criteria, use a Request Form.
To learn how to create and add a Reference Form to your workflow, read this article in our Help Center.
Did you know? References do not need to create a Submittable account!
Tips and tricks for Reference Forms
How to encourage the timely submission of references:
In your instructions to submitters, ask that they send reference requests as early as possible.
Place the Reference Form form field at the top of your form.
How to use references in quantitative reviews:
ICYMI: Last year, we released the ability to add Ratings to Reference and other Forms, which means you can evaluate quantitative scores from references in your decision-making process. To do so:
Simply use one of the Rating Form Fields in your Reference Form (dropdown, multiple choice, or single select) and add the associated rating.
Access scores by selecting the Submission Form Scores button when the application is open (see image).
How to access reference contact information:
Before a Reference Form is submitted:
Include form fields asking the submitter to clarify who their reference is separately from the Reference form field (such as Name, Email, and Phone Number form fields). You’ll be able to access this info once the form is submitted, and, as soon as the submitter has entered this information in an Initial Form, you’ll be able to access it via Draft Submissions.
After a Reference Form is submitted:
Build a Standard Report that includes one or more of the Reference Form's fields. The report will also include the referees' email addresses.
How to keep track of late reference form submissions:
Did you know? There are NO deadlines for Reference Forms! To keep track of any reference forms that slide in after your program expiration:
After your deadline passes, add a new auto-label to your Reference Form so you can easily filter and find any late forms (see image).
How to resend a reference request:
Only the applicant can trigger the resending of a reference request. So your options are:
Ask the applicant to resend the request by shooting them an email. They can do so from within their portal, opening the submission, then going to the Forms tab and opening the Initial Form. They can click Resend Request next to the Reference Form question. Here's the help article.
If you have the reference’s contact information (see tip above), you can contact the reference directly to ask them to submit the request. To help them locate it, you can let them know that the request was issued from notifications@email.submittable.com.
Would you like to share how you've had success with Reference Forms? Let us know here!
As a Submittable customer, you already have access to Reference Forms—so we hope these tips help you get more value out of them! With feedback about what you’d like to see in this newsletter, feel free to drop us a note. See you next month.