Comment Guidelines [Comment Writing Guidelines]

Comment Content Guidelines

DO

o     Address central requirements of the Criteria

o     Use a single, complete thought to specify the strength (using specific examples from the application) or OFI (using specific omissions or concerns identified from the application) clearly.

o     Write process comments so they contain a subject identified from the Criteria, the application, or the Scoring Guidelines, verb(s) and requirements from the Criteria, examples from the application, and figure numbers, as appropriate.

o     Write results comments so they contain a subject identified from the results or Criteria requirement being addressed, from/to timeframes, from/to performance levels, linkages to Key Factors (KFs), "so whats", and figure numbers, as appropriate.

o     State observations in a factual manner, e.g., "Customer satisfaction rates have increased from 75% in 2002 to 94% in 2004 and now exceed best-in-class levels."

o     Draw linkages across Items or between an Item and the applicant's Organizational Profile.

o     Place the comment on the correct Item Worksheet based on the Criteria, not on where the information appears in the application.

o     Ensure that the comment does not contradict other comments in the same or other Items or in the Key Themes Worksheet.

DO NOT

o     Go beyond the requirements of the Criteria or assert your personal opinions.

o     Be prescriptive by using "could," "should," and "would."

o     Be judgmental by using terms such as "good," "bad," or "inadequate."

o     Comment on the applicant's style of writing or data presentation.

Comment Style Guidelines

DO

o     Use a polite, professional, and positive tone

o     Use active voice and present tense (e.g., `completes' rather than <sup>`</sup>is completed').

o     Use vocabulary/phraseology from the Criteria and the Scoring Guidelines.

o     For Stage 1 and 2 scorebooks, tell what is missing if something "is not clear." For Stage 3, clarify all "not clear" statements.

o     Use such words as "the applicant" or "the organization" to refer to the applicant in the Stages 1 and 2 scorebooks.

o     Use the applicant's name in Stage 3 scorebooks.

o     Use the applicant's terminology when appropriate.

DO NOT

o     Use jargon or acronyms unless they are used by the applicant.

Item Worksheet Guidelines

DO

o       Include 4-6 Key Factors based on the Criteria requirements for the Item. These will differ depending on the Item.

o       Include the 6-10 comments per Item that are most relevant and important to the applicant based on its Key Factors.

o       Ensure that the Item's score is supported by the 6-10 comments.