Frequently Asked Questions (FAQs)

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Key Questions

  • What is the Peer Review Portal (PRP)?

The Peer Review Portal is a cloud-based review management system and online community of practice for quality assurance and review with no infrastructure or redevelopment costs. The review management system can be linked to other institutional online systems and reporting.

The Peer Review Portal is referred to in the Tertiary Education Quality and Standards Agency's (TEQSA) external referencing guidance note as an optional online support mechanism for external review and external referencing.

There is an increasing onus on higher education institutions across the sector to demonstrate an evidence-based approach to self assurance.

For example, Curtin University is using the Peer Review Portal to support their Curriculum Analysis, Review and Renewal Schedule (2018-2022).


Some background information:

A higher education collaborative, streamlined approach to institutional self-assurance and accreditation (Booth, 2020)

Assessment in Practice (NILOA): The Peer Review Portal: Using an Online College of Peers Network and Collaborator Role for Reporting Professional Accreditation, Course Accreditation and Assessment Activity (Booth, 2018)

External Referencing of Standards (EROS) Project (2016)

Good Practice Report: Assuring Learning Outcomes Standards (Freeman & Ewan, 2014)

Peer review of Assessment Networks: Sector-wide options for calibrating and assuring achievement standards within and across disciplines and other networks (Booth et al, 2015)

TEQSA best-paper in quality: A cost effective solution for external referencing of accredited course of study (Booth, 2017).



  • What are the cost benefits of using the Peer Review Portal?

The cost benefits of using the Peer Review Portal include:

  • No annual subscription fees, works on a user pays system at $90+GST per review project

  • It significantly reduces current costs in quality assurance

  • There are no infrastructure costs or redevelopment costs

  • Automatic review management system in the cloud

  • Data confidentiality and security

  • Ease of use and virtual access

  • Access to free online community to chat and share practice

  • No duplication of effort creates much greater efficiencies in time

  • Customised templates

  • Connectivity with teams, networks and other online systems (including regulatory/accrediting bodies)

  • Automatic reporting and calibration

  • Efficient use of resources both internal and external

  • Can include consultants and external experts

  • Can be used for professional development

  • Consider these costs and these benefits with your own institutional practice and costs for all types of course accreditation/reviews (including time taken to complete reviews, administration, reporting and consultancy costs )

Contact: info@peerreivewportal.com for more information

  • What areas can you use the Portal for to support your institution?

The Peer Review Portal can be used as an evidence-based, online community of practice for quality assurance and review which can include:

  • Panels and Chairperson

  • Academic committees and quality departments

  • Industry and professional accreditation bodies

  • Disciplines and networks

  • Broadcast function for reviewers and institutions

  • Support for regulatory decisions and evidence of standards

  • Professional development workshops

  • Calibration functionality

  • Scholarship activities

  • Management reporting for evidence-based decision making

  • Online Peer Review Portal Community with public/private groups and shared resources

  • 24/7access to this community by mobile, iPad and computer


  • What support services do we provide?

Support Service 1. Annual course review and benchmarking service

  • We have an annual course review and benchmarking service. We work with HE institutions across the sector to benchmark their courses to meet TEQSA HESF (2015) requirements

  • These sector reviews meet TEQSA Standards requirements: 1.3.5, 1.4.1, 1.4.3, 1.4.4, 5.3.1, 5.3.4, 5.3.7

  • TEQSA's External Referencing Guidance Note

Support Service 2. External benchmarking projects

  • We undertake national and global benchmarking projects on an annual basis based on strategic themes in quality assurance and review. Examples include: assessment, student support, first year transition support and retention, academic integrity

  • This process involves comparing sector data, processes and evidence to identify areas of good practice, areas for improvement and areas for further development. Institutions put forward their institutional recommendations for evidence-based decision making

Support Service 3. Provide online workshops on quality assurance and review

  • We provide cost-effective online workshops based on strategic themes in quality assurance and review

  • We can also work with your institution/course teams to support you in quality assurance and review

Support Service 4: Policy development and review

  • We provide a service reviewing academic policies and procedures and work with your institution to provide relevant, concise and context-specific policy documentation to meet regulatory standards


  • What are some examples of how HE institutions are using the PRP?

Some examples of sector reports showing how HE institutions can work together on quality review:

  • IHEA Collaborative Working Model for External Moderation and Integrity of the Assessment Process. See Report

  • UECA National Guidance Document for External Referencing of ELICOS Direct Entry Program Standards. See Report

Some policies and procedures:

  • Charles Sturt University (CSU) has a comprehensive website on external review of assessment called Benchmarking at CSU . There are videos and support material including External Benchmarking Procedures and Specific Information for Subject Coordinators

  • Curtin University uses the Peer Review Portal for their comprehensive curriculum review process call Curriculum Analysis, Review and Renewal Process (CARR). See their website for a Schedule of Reviews

  • ICMS has an External Referencing Procedure which uses the Portal for external referencing purposes and for scholarship

  • The University of Sunshine Coast (USC) has External Referencing: Peer Review of Assessment Procedures which uses the Peer Review Portal

  • The University of Wollongong (UOW) has an External Referencing: Peer Review of Assessment Standards Procedure which uses the Peer Review Portal

  • Victoria University (VU) uses their External Referencing Procedure to assist them with maintaining and evidencing the quality of courses, units, teaching methods, assessment models, student progress, student experience and graduate outcomes. They have noted using the Peer Review Portal as one of the tools that their course teams can use.

  • A summary of roles and responsibilities in external referencing activities across VU is below:

    • Director of Learning and Teaching (or equivalent) establish an External Referencing Plan for all courses

    • Select and liaise with appropriate benchmarking partner(s) for courses to be reviewed via call-outs on the portal or other methods

    • Course Chair uploads material for review to the portal

    • Dean of relevant College approves the results of benchmarking activities as part of the Annual Course Monitoring and Comprehensive Course Review

    • Director, Academic Quality Standards approves a proposed professional accreditation-linked benchmarking

    • Senior Deputy Vice-Chancellor, approves the results of benchmarking activities as part of course concept proposal


A sector resource developed using the Portal:

  • External Peer Review of Assessment: A Guide to Supporting the External Referencing of Academic Standards . This resource was developed by a CAULLT Project Team (Assoc Prof Gail Wilson, Southern Cross University, Assoc Prof Simon Bedford, Western Sydney University, and Prof Kylie Readman, Murdoch University). This resource is intended to provide support to academic staff engaging in external review of assessment. It is aimed at experienced reviewers and for people preparing to review for the first time. Funding for this project was provided by the Council of Australasian University Leaders in Learning and Teaching (CAULLT).


  • What is our online Peer Review Portal Community?

Step 1. Access to online Peer Review Portal Community

  • Every time a new User registers on the Peer Review Portal, they have access to our free online community of practice

  • The aim of this online community of practice is to chat and share ideas across the sector

  • Key topics include: Sector news, Portal updates, Share Resources, Reviewer Recruitment, Portal Bugs, Suggestion Box, Site Feedback and Events and Workshops

  • There are both public and private groups that communities and networks can use to share information on quality assurance and review

Go to our online Peer Review Portal Community

Key roles on the Peer Review Portal

Project Owner

The Project Owner sets up the review project and pays for the project or delegates payment to another persion. The Project Owner can invite users to upload evidence. They can also view review comments and download review reports.

They can invite other users to be collaborators to view review reports and add users to be reviewers.

Project Owners can ask for an Action Plan as a result of the review.

Collaborator/s

Collaborators are users who share the same rights as project owners. They can add reviewers and other collaborators to a review project. They can also view review comments and download review reports.

Reviewer/s and Panels

A review project can have one or more reviewers. It is up to you how many reviewers you would like to have.

Reviewers are invited to a review project and cannot see each other's reviews.

Reviewers' comments can be collated individually or in summary form for quality assurance purposes.

A panel can be added for external review and calibration, including Chair

Setting up new users, new institutions and new projects

  • How to register as a new user

Step 1.

  • Click on ‘Register’ under New Users on the Peer Review Portal website: https://www.peerreviewportal.com

  • First you need to set up a secure email address and password to create your account.

  • Click on ‘I’m not a robot’ and click ‘Create’ and return to login

  • You will receive an email verifying your email address, once this happens you will be take to ‘My Account’ to register your account details

  • See ‘How to Set up My Account’ for more information


Step 2.

  • You can also be invited to undertake a review through a 'self-join' link. You will be required to fill in your account and institution details as part of the self-join process

  • How to set up My Account

Step 1.

  • Fill in your personal details

  • It is important to provide as much detail on your account for your user profile which can be searched on the Portal by name and position

  • You can add your Linkedin profile

  • You can add your Fields of Expertise

  • You can also change your password

  • Click on ‘Update’ to save your profile information


Step 2.

  • Fill in your institution profile so that you can also be searched by institution

  • Click on the toggle ‘Join an Institution and Faculty’

  • To search your institution, click on ‘Choose’ from the drop down box and add your institution

  • You are now ready to add your institution’s faculty/faculties or department names, then click on ‘close’


Step 3.

  • When setting up a new institution or Faculty/Department, click on the toggle ‘New Institution/Faculty’

  • Click on ‘Create a new institution’, including the institution abbreviation

  • Create new Faculties/Departments, by adding the Faculty name

  • To add new faculties, click on the toggle ‘Add Faculty’, then click on ‘Create’ and ‘Close’

  • Finally, click on ‘Update to save your institution’s information

  • You can also add as many institutions you are working at, which will show up under ‘My Institutions’ as a record of registration


Step 4.

  • To be paid as a reviewer, you simply connect your Peer Review Account to Stripe (our secure payment gateway) by clicking the toggle button ‘Connect to Stripe’

  • Payments can only be made to reviewers who have completed the Stripe ID Verification

  • ID Verification requirements include Photo ID and a utility or phone bill matching the Photo ID

  • The Peer Review Portal does not store any personal information gathered during the Stripe Connection process

  • Payment for reviews is at the discretion and responsibility of the Project Owner

  • How to register a new institution

Step 1.

  • When setting up a new institution or Faculty/Department, click on the toggle ‘New Institution/Faculty’

  • Click on ‘Create a new institution’, including the institution abbreviation

  • Create new Faculties/Departments, by adding the Faculty name

  • To add new faculties, click on the toggle ‘Add Faculty’, then click on ‘Create’ and ‘Close’

  • Finally, click on ‘Update to save your institution’s information

  • You can also add as many institutions you are working at, which will show up under ‘My Institutions’ as a record of registration


  • How to register a new faculty/department

Step 1.

Go to 'My Account', go to 'JOIN AN INSTITUTION AND FACULTY'


Step 2.

  • When setting up a new Faculty/Department, click on the toggle ‘New Institution/Faculty’

  • Click on ‘Create a new institution’, including the institution abbreviation

  • Create new Faculties/Departments, by adding the Faculty name

  • To add new faculties, click on the toggle ‘Add Faculty’, then click on ‘Create’ and ‘Close’

  • Finally, click on ‘Update to save your institution’s information

  • You can also add as many institutions you are working at, which will show up under ‘My Institutions’ as a record of registration

  • How to set up a project

Step 1


  • From the Dashboard, click on the New Project button, then select the project type you wish to use


Step 2.


  • Step 1. Project Info

  • Fill in the basic project information that helps to categorise and group your projects.

  • Key decisions to make include:

  • Will you offer payment to reviewers for the completion of your project? If yes, click the toggle.

  • Can any reviewer join your project, if yes, click the Self Join toggle, else reviewers can only join the project by invitation

  • Would you like to include any of our Addon Reports? More info on each Addon can be found in our FAQ section


Step 3.

  • Step 2. Uploads.

  • Uploads are vital to Evidence Based Review

  • Click the Add button for each document type

  • Enter a title for each document. This is a user friendly description of the document and is mandatory.

  • Upload each document by drag and drop into the grey box, or simply click the box to browse your files.

  • You can also delegate the Document Upload process to another registered user if required

  • You can upload any type of document or URL link, including You Tube


Step 4.

  • Step 3. Choose and build your Questionnaire

  • There are ready-made templates on the Portal or you can create your own template

  • For example, click on yes, but, not but and choose a questionnaire

  • You can also choose a range of questions by clicking on the toggle

  • You can edit questions and you can also drag and drop questions

  • There is a toggle that allows evidence to be uploaded by the reviewer

  • Click on preview questionnaire to see what the questions looks like for the reviewer

  • Institution coordinators can save their own institutional questionnaires. Institution questionnaires are available to all users at that institution under ‘custom’

Step 5.

  • Step 4. Pay for the project.

  • Each project is $90+GST. If you decide to choose one of the CORE Plus features, the cost is extra

  • All projects are paid by credit card

  • You can delegate payment to another person

  • You can also buy project credits in bulk with your credit card or delegate another user to buy credits. Just fill in the number of project credits you wish to buy and pay by credit card

  • Project credits do not have time restrictions on usage


  • How to delegate uploading evidence to another user

Step 1.

  • Click on 2. Uploads

  • To save time uploading evidence, you can delegate another user to upload files

  • The nominated user will receive an email invitation to upload evidence

  • Projects must be paid for to invite a user to upload evidence


Step 2.

  • Click on ‘Add New’

  • Add the user name or institution name

  • Click Add and close

  • The user will receive an email invitation to upload evidence


Step 3.

  • Once users have accepted their invitation, the project can be found under ‘My Uploads’

  • You can delete a user and add a new user to upload evidence



  • How to clone a project

Step 1.

  • To save time when setting up a number of projects, click on the toggle ‘CLONE’ in a project that you have created

  • When you clone a project, all details will be recorded in the new project, including project info, headings and questionnaire

  • To save time, just change the course name or details in the new project. It has its own new project number

  • All you have to do now is add evidence

  • How to pay for a project

Step 1.

  • To pay for a project, click on Step 4. Payment

  • All payments are made by credit card

  • In order for a project to be activated, it first needs to be paid by individual credit card

  • Each project costs a flat $90+GST (overseas institutions do not pay GST)

  • Fill in the billing information and click ‘save’

  • Add the card information details and read the ‘Terms of Service’

  • If you have chosen any of our Core Plus features, tick the relevant box


Step 2.

  • You can also delegate payment to another user by clicking on ‘Delegate Payment Authority’, then click on ‘Add Payment Delegate’. You can delegate Payment Authority to any other user, even if they have not registered on the Peer Review Portal. Nominated Payee’s will receive an email notification

Step 3.

  • Institutions can also buy credits in bulk. You can buy these bulk credits by credit card or you can delegate another user to pay for project credits by credit card

  • Just fill in the number of project credits that you wish to buy and pay by credit card. Once this is done, you have project credits available to use when you need

  • Project credits do not have time restrictions on usage

  • To use credit, click on ‘consume institution credit

  • For any questions regarding the purchase of Project Credits, please contact us via info@peerreviewportal.com


  • What is Core Plus?

Step 1.

  • When setting up a new project, you have the option of choosing our Add-on features called Core Plus. Each project is $90+GST and if you choose a Core Plus feature it is an additional $250+GST

  • Core Plus are comparative summary reports which compares your project with other similar projects in the Peer Review Portal

  • You can tick a ‘comparative sector report’ ($250+GST) which is a summary report on student performance data and course outcomes compared with similar courses which have been de-identified

  • You can also tick on ‘internal comparative report ($250+GST) which is an internal summary comparative report which is about reviewing a course of study by comparing units of study across different locations, different modes of delivery, and different student cohorts for equivalency and consistency

  • You also need to tick the relevant box in payment to ensure that you have paid for the additional feature

  • We use our Core Plus feature when we have national and international comparative course reviews. If you would like to know more about our Core Plus feature, contact us at info@peerreviewportal.com


  • What project types are available?

Step 1.

  • Click on ‘New Project’ on the dashboard

  • Select a project type depending on the purpose of your review

  • There are currently six project types:

    • Assessment moderation (assessment inputs/outputs): See MORE

    • Course/unit review: See MORE

    • For example, Curtin University has developed a Curriculum Analysis, Review and Renewal Process (CARR) using the Peer Review Portal. Go to: CARR Schedule of Reviews

    • Benchmarking: See MORE

    • Accreditation support: See MORE

    • Review of teaching/scholarship: See MORE

    • Student evaluation/review: See MORE

  • Things to consider before you start a new project which can speed up the project configuration process:

    • Who is involved,

    • What will be reviewed,

    • What shared definitions will be used,

    • What review template will you use

    • What measure will you use to assess the project

  • You will also need to gather the review material (or evidence). Remember that all information needs to be de-identified before its uploaded onto the Portal

  • Click on ‘Start’ to begin the project


Dashboard

  • How to use the dashboard

Step 1. Features on the dashboard

  • When you first log onto the Portal, your dashboard will be blank, until you are either invited to a project or set up a project

  • The dashboard automatically saves project information

  • Projects can be in draft (white), in progress (orange), closed (green)

  • Draft projects not paid for will be automatically removed from the dashboard after 30 days. You will need to contact info@peerreviewportal.com to reinstate the project and pay for the project

  • Paid draft projects remain open indefinitely until they are used

  • Projects needing your attention (yellow) are displayed at the top of the dashboard (eg. calibration of review or new review)

  • The projects are displayed in time series (2021, 2020, 2019 etc.) for reporting purposes. At the top of each year, a summary is provided of projects in draft, in progress and completed

  • Click on the toggle ‘Download’ to download a list of all your projects for reporting progress on projects

  • Each project has project ID number and URL. The URL can be integrated with other online systems. Secure access is ensured through password protected email of users

  • To begin a new project click on ‘NEW PROJECT’

  • To pay for the project by credit, click on ‘BUY CREDITS’. All projects are paid by credit card when the project is in set up phase

  • Click on ‘HELP & RESOURCES’ to go to the Portal website

  • Click on ‘COMMUNITY” to go to the online Peer Review Portal Community

  • Click on ‘MY ACCOUNT” to go to your personal details page


Step 2.

  • Projects are sorted by ‘My Projects’, ‘My Uploads’, ‘My Reviews’, ‘My Collaborations’

  • ‘My Uploads’ stores all projects that you have been invited to upload review material or evidence of the review

  • ‘My Reviews’ stores all projects that you have been invited to be a reviewer. You can delegate the review to another reviewer and download a PDF of the review once the review has been completed. When a review has been submitted, the reviewer also receives a certificate of participation. Click on ‘Download Certificate’

  • ‘My Collaborations' stores all projects that you have been invited to be a collaborator by other project owners or collaborators


Institution Coordinator/s

  • How to become an Institution Coordinator/s

Step 1. Delegate people as Institution Coordinator

  • Each institution can delegate people to become an institutional coordinator who has oversight of all reviews across the institution

  • Institution coordinators also oversee the use of credits for the institution

  • Institution coordinators can create institution templates which can be accessed across the institution

  • Institutions can delegate more than one institutional coordinator

  • Contact info@peerreviewportal.com to add an institutional coordinator or change/delete when someone leaves your institution


  • How to set up institution templates

Step 1. Create institution template/s

  • Only Institution Coordinators can create institution templates when setting up review projects

  • To create an institution template, click on 'New Project', click on the relevant review type (e.g. course/unit review) and set up a new review project, including Project Info and Uploads

  • Click on 'Questionnaire'

  • Institution Coordinators can duplicate a template by selecting one of the templates (from 5 scale; Yes, but, no but; Custom), then clicking on 'SAVE QUESTIONNAIRE AS TEMPLATE'

  • They can also create their own template under 'Custom' and clicking on 'SAVE QUESTIONNAIRE AS TEMPLATE'

  • Click on 'PREVIEW QUESTIONNAIRE' to check the questions for editing and seeing how the questionnaire will look for the reviewer

  • Institution users will be able to search the questionnaire templates to find their institution template. These templates are not public to other users outside the institution


Step 2. Allow evidence upload?

  • Each questionnaire has under each questionnaire a toggle, 'Allow evidence upload?' (yes, no). This has been set automatically to yes, unless you wish to change it, so that reviewers can also upload evidence to support their review. This is to support evidence-based decision-making as part of the review project

  • How to search institution users

Step 1.

  • Open any review project that is paid and 'in progress' and you can search institution users under the 'Collaborator' or 'Reviewer' tabs, by typing in their name or the name of your institution

Search, add and delegate reviewers

  • How to search and add reviewers

Step 1. Search and add reviewers

  • To search and add reviewers, click on the project when it has been paid for and 'in progress'

  • Under Panel, you will find 'Add Panel'. The panel will receive an invitation to participate in the project and answer the project questionnaire. Click on the toggle 'ADD NEW'

  • You will find a User Search function. Automatically, the Peer Review Portal has searched the online reviewer user base for fields of expertise which match the project

  • You can also search by Name or Email or Institution Name

  • You can also 'Invite a New User' to register on the Peer Review Portal. Once the new user completes their registration, they will be automatically added to your project. Click on 'INVITE' to add a new user

  • Project Owners and Collaborators can also send potential reviewers an email with the Self-Join link which enables a new user to register on the Portal, then accept the invitation to do the review

  • You can also search for reviewers on our online Peer Review Portal Community (see under Peer Review Portal Community)

Step 2. Add reviewers

  • Once you have found your nominated reviewer/s you can click on 'ADD' on their profile to add them to your project. Once you have done this, the Portal then asks you to confirm this addition, by clicking on 'Save Pending' and 'SAVE' toggle

  • To delete the added reviewer, you will be asked, 'Are you sure you want to remove?' Click on 'CONFIRM' or 'CANCEL'

  • Confirmed reviewer/s will receive an email invitation to undertake the review. They can accept or decline the review

Step 3. Collaborators can add other reviewers and collaborators

  • Collaborators have the same rights as Project Owners. They can add other reviewers and collaborators

Step 4. How many reviewers can you have?

  • Unlimited. It depends on the purpose of your review and the availability of reviewers

  • How does Broadcast work?

Step 1. Broadcast

  • Finding reviewers and collaborators can be a challenge

  • To support you in completing your projects, we have a Broadcast function

  • You simply need to start the process of setting up your review project and clicking on 'Broadcast'

  • The Broadcast function will send a custom email out all Portal users. This is a high-level email to find reviewers.

  • To support the process for finding reviewers, consider the following points:

    • The time needed to undertake the review

    • The level of expertise to complete the review

  • A Primary Contact Person details are embedded in the custom email

  • Interested users will contact the Primary Contact Person to undertake the review

  • There is also a History function which records all broadcasts for the project

Step 2. To unsubscribe from Project Broadcasts

  • To unsubscribe from receiving Broadcast notifications, go to 'My Account' and click 'No' on Notifications

  • How to use the self-join link for reviewers

Step 1. Send link by email to potential reviewers

  • Project Owners and Collaborators can also send potential reviewers an email with the Self-Join link which enables a new user to register on the Portal, then accept the invitation to do the review

Step 2. Self-join link can be added to Google Sheets

  • When institutions are collaborating across the sector, they can use 'Google Sheets' to share course and reviewer information. Each project owner adds the 'self-join' link to the course name and code, which enables the participating institutions to send it to the nominated reviewers


  • How to add a review panel and Chair

Step 1. Add Review Panel and Chair

  • To search and add review Panel, click on the project when it has been paid for and 'in progress'

  • Under Panel, you will find 'Add Panel'. The panel will receive an invitation to participate in the project and answer the project questionnaire. Click on the toggle 'ADD NEW (see more above under 'How to search and add reviewers')

  • You can also add a Chair to the project. The Chairperson will have the ability to complete the project calibration (areas of good practice, improvement and further development) when each reviewer has submitted their review. Only 1 Chairperson can be allocated by clicking on 'ADD NEW'

Reviewers and Collaborators

  • How to become a paid reviewer

Step 1.

  • You need to complete the Reviewer payment details on 'My Account'

  • To be paid as a reviewer, you simply connect your Peer Review Account to Stripe (our secure payment gateway) by clicking the toggle button ‘Connect to Stripe’

  • Payments can only be made to reviewers who have completed the Stripe ID Verification

  • ID Verification requirements include Photo ID and a utility or phone bill matching the Photo ID

  • The Peer Review Portal does not store any personal information gathered during the Stripe Connection process

  • Payment for reviews is at the discretion and responsibility of the Project Owner

  • How to pay reviewers

Step 1. Click 'Yes' under Project Info

  • When setting up a new project under 'Project Info', click on the toggle 'Is paid review?' Click, yes or no


Step 2. Reviewers need to register through Stripe to be paid

  • Payment for reviewers is done through Stripe (our secure payment gateway) by clicking the toggle button ‘Connect to Stripe’

  • Payments can only be made to reviewers who have completed the Stripe ID Verification

  • ID Verification requirements include Photo ID and a utility or phone bill matching the Photo ID

  • The Peer Review Portal does not store any personal information gathered during the Stripe Connection process

  • Payment for reviews is at the discretion and responsibility of the Project Owner


Step 3. Enable paid review

  • When project is 'in progress', click on the toggle 'Enable paid review'

  • When reviewers' have completed and submitted their review, you can pay reviewers

  • The Portal will ask for payment details including: Project Owner's Card Name, Card Number, Expiry Date and Amount to be paid for each reviewer

  • When the reviewer has completed their review, click on 'Pay' and download invoice

  • Reviewer Payment Amount +Transaction Fee= Total to be charged +GST

  • How do reviewers access the project and review material

Step 1. Reviewer is invited to project to review

  • Reviewers are invited by Project Owners to complete the review. Once the reviewer accepts the invitation, the review project can be found under 'MY REVIEWS'

  • Click on 'REVIEW' to begin review

  • Reviewers can download a PDF Report of the review and 'DOWNLOAD A CERTIFICATE '. The Certificate of Participation records the date of the review and the review name

Step 2. Click on Review Materials

  • Once reviewers receive an email invitation to participate in the review and click on 'Accept', they can undertake the review

  • All review material is secure on the Portal as the Project Owner can add/delete reviewers

  • The review materials for the project can be found under 'REVIEW MATERIALS' in the bottom right hand corner, which has a collapsible box with evidence structured in sequential order. Click on links to preview the evidence

Step 3. Calibration Results and Discussion includes Review Materials

  • Once a project has been completed, a Chair can be added to the project to calibrate results with a Panel

  • Review materials can be opened and discussed whilst calibrating the results, by identifying areas of good practice, areas for improvement and areas of further development

  • How to upload evidence as a reviewer

Step 1. Review can add evidence

  • When setting up a project, there is a toggle in the Questionnaire section that allows evidence to be uploaded by the reviewer

  • To support evidence-based review, reviewers can upload evidence to support the review

  • Once they have completed each answer, a toggle appears 'UPLOAD EVIDENCE'

  • You need to add both a heading and document or link to be uploaded


  • How to add Collaborators

Step 1.

  • Collaborators are users who share the same rights as project owners. They can add reviewers and other collaborators to a review project. They can also have oversight of all review comments and can download review reports.

  • Collaborators can include: regulatory bodies, accreditation/industry bodies, internal quality department, academic committees or other people who have oversight of quality assurance review


Reports and evidence

  • What evidence can be uploaded to the Portal?

Step 1. Evidence structure and examples

  • There is a clear structure for uploading evidence

  • Any file can be uploaded, including online links and You Tube videos

  • Depending on the type of review project, the evidence may be different

  • These are some examples of evidence that can be uploaded:

    • Course attrition, retention, completion rates

    • Course student load/Total EFTSL

    • Graduate Destination Survey, Student Experience Survey

    • Course Experience Questionnaire (CEQ), International Student Barometer (ISB)

    • Student evaluation data

    • Grade distribution reports

    • Course performance reports, Cognos Reports

    • Student work samples

    • Course mapping

    • Course/unit outlines

    • Reports

    • Policies and procedures

    • Website links


Step 2. Ensure relevant evidence is de-identified

  • Ensure evidence is de-identified when using student work samples

  • When student work samples are identifiable (such as a You Tube video), it is recommended to ask students permission to use their assessment for quality assurance purposes. Go to your institution policy or procedure for guidance


Step 3. Evidence that is uploaded is stored online

  • Once the reviewers have submitted their evidence, it is stored in each project

  • The evidence can be found under the collapsible text 'Questions and evidence' as electronic links

  • The evidence for the review is also found under 'REVIEW MATERIALS'


  • How to add evidence and reports when a project is in progress

Step 1.

  • Due to COVID-19, we were asked by institutions how they could upload evidence for Academic Committees as part of the course review 'in progress' and could keep track of changes to the courses

  • The Portal has a unique function that reviewers can upload evidence as part of the review to provide evidence-based decision making

  • When setting up the project, when you get to Step 3 to choose and build your questionnaire, ensure that each question is marked 'yes' to allow evidence to be uploaded by the reviewer/s

  • How to download reports from a project

Step 1. Download reports

  • When the reviewer/s submit their reviews, the Project Owner (and Collaborators) can download the reports, either individually or in summary

  • To download individual reports, click on 'ACTIONS', choose Export Responses or Export Blind Response

  • To download a summary of all reviewers' reports, click on Export Options at the top right of the project 'in progress' , choose Export CSV, Export PDF, Export PDF Blind

  • Reports include quantitative and qualitative data which depend on the questionnaires and measures used in the project

Step 2. Findings and actions

  • Findings and actions from the project can also be submitted online under the collapsible text 'Findings and actions' and saved on the Portal for future discussion with panels

Step 3. Collection of evidence

  • The evidence that has been uploaded as part of the project and can be found under the collapsible text 'Questions and evidence'

Step 4. Calibration reports

  • When all reviewers submit their reviews, the project is ready for calibration and the Project Owner or collaborator can choose a Chair

  • Calibration reports will be found under 'Projects needing your attention' on the dashboard, click on 'CALIBRATE' to start the calibration of results

  • The Chair and Panel (through online meetings) can calibrate the results online, which are stacked as cards for areas of good practice, areas for improvement and areas for further development

  • You can reset stacks or auto stack

  • Review material for the project can be viewed as reference at the bottom right of the screen

  • Click 'Next' to add actions and recommendations

  • Click 'Finish' to complete report

  • How to calibrate results and actions

Step 1. Calibrate results and actions

  • When all reviewers submit their reviews, the project is ready for calibration and the Project Owner or collaborator can choose a Chair

  • Calibration reports will be found under 'Projects needing your attention' on the dashboard, click on 'CALIBRATE' to start the calibration of results

  • The Chair and Panel (through online meetings) can calibrate the results online, which are stacked as cards for areas of good practice, areas for improvement and areas for further development

  • You can reset stacks or auto stack. Auto stack is useful when there are a lot of recommendations from reviewers and you can click on each stack to read the comments

  • Review each suggestion in all stacks and write a summary

  • You can add more recommendations by clicking on +

  • Review material for the project can be viewed as reference at the bottom right of the screen

  • Click 'Next' to add actions and recommendations

  • Click 'Finish' to complete report

  • How to add regulatory bodies, accreditation and industry bodies or academic committees to the reporting process

Step 1.

  • All it takes is one tab to add external regulatory, accreditation/industry and senior management stakeholders to the project

  • Collaborators are users who share the same rights as project owners. They can add reviewers and other collaborators to a review project. They can also have oversight of all review comments and can download review reports.

  • Collaborators can include: regulatory bodies, accreditation/industry bodies, senior management, internal quality department, academic committees or other people who have oversight of quality assurance review

  • Project Owners and/or other collaborators can add more collaborators, depending on the scope of the project

  • Click on 'ADD' to add a collaborator. Once the review has been completed, you have the option of deleting collaborators

How secure is the Peer Review Portal?

  • How do I know my responses will not be seen by other reviewers?

Step 1. Invitation to review

  • Each reviewer receives an invitation to do the review. Once the review has been accepted and completed, click submit. Only the project owner and nominated collaborators can see the review reports

  • Reviewers cannot see each others reviews

  • Reports can also be identified or de-identified when downloaded. Reviewers can also download a copy of their review report

Step 2. Functionality to de-identify review comments

  • When a project is 'in progress', you can view de-identified comments under the collapsible text 'Questions and evidence'. This allows for workshops to discuss the comments, whilst also keeping the confidentiality of the reviewers

  • Do I need a collaboration agreement or participation agreement? What examples are there?

Step 1. Collaboration agreements and participation agreements

  • All reviews should be underpinned by some common principles such as effective, efficient, transparent and open, capability building and sustainable. See EROS Project Final Report

  • The EROS Report (2016) also has a template for a Participant Agreement (p.47). This agreement outlines the principles of respect and confidentiality. This is an option for institutions/networks to use

  • Collaboration Agreements or MOUs are generally used for institution-wide or network review projects such as benchmarking. For an example, go to: Higher Education Academy Promoting Teaching Benchmarking Guide

  • Collaboration Agreements or MOUs usually involve institution’s legal departments to ensure the agreements are in place

  • Where do I find information about the Peer Review Portal on data security?

Step 1.

  • The security of your data and intellectual property is paramount to us

  • Go to the top of the website, click on 'Data Security' for all our information

  • If you have any questions, please contact info@peerreviewportal.com

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