Green Flag Awards · Judge operations

Judges module process flow

The end-to-end journey from a prospective judge’s application through qualification, assignment, assessment and Admin review.

ApplyQualifyAllocateAssessReview

End-to-end process chart

Judges module end-to-end process flow A connected flowchart covering judge application and approval, parallel training and shadow-visit qualification, award and role eligibility, assignment acceptance, announced or unannounced assessment, and Admin review with clarification and resubmission. Admin shares application link Applicant submits application Details and supporting documents Adminreview? Decline Close application Notify applicant Approve Link active Judge account Create or initialize judge profile ADMIN SETUP Country, onboarding, level, categories, accreditation, mentor and award permissions TRAINING LANE · JUDGE Complete required lessons Submit evidence or learning reflection SHADOW VISIT LANE · MENTOR Record attendance and feedback For the accompanied visit Mentor/Admin verifies training Verification note is required Admin verifies shadow visit Only verified visits count toward qualification Trainingverified? Visitverified? More evidence Resolve / repeat Eligible for thisaward and role? No Yes Not yet eligible Resolve setup or qualification blockers Recheck after resolving blockers Admin selects and holds judges Then releases assignment offers Judge acceptsoffer? Declines Admin reassigns slot Return to eligible judge selection Accepts Visit type? Announced Unannounced Schedule announced visit Notify judge and applicant Keep visit confidential No advance notice to the site Complete assessment Score criteria and capture evidence Use configured co-judge reporting path Judge submits report Admin reviews submitted report(s) Reviewoutcome? Clarification Judge edits report Resubmit for Admin review Accepted → result / adjudication Accepted

The dashed arrows show return loops. On a narrow screen, scroll the chart horizontally.

Stage details

  1. Apply and review

    Applicant · Admin

    Admin shares the judge application link. The applicant submits their details and supporting documents; this creates an application, not an active judge profile.

    ApprovedAdmin links an active platform account with the Judge role and creates or initializes the judge profile.
    DeclinedThe application is closed and the applicant is notified.

  2. Set up the judge record

    Admin

    Set the judge’s country and onboarding status, invitation or activation, level, specialist categories, accreditation, mentor, training checklist and award permissions.

    The judge maintains their profile, availability, preferences and conflict-of-interest details.

  3. Complete qualification requirements

    Judge · Mentor · Admin

    Training and accompanied visits can progress in parallel. Both require the appropriate verification before they count toward qualification.

    Training and evidence

    Judge completes all required published lessons and submits evidence or a learning reflection. The assigned mentor or Admin verifies it with a note; otherwise, the judge supplies more evidence.

    Shadow visit

    Mentor records attendance and feedback. Admin verifies the visit; an incomplete or unverified visit must be resolved before it counts.

  4. Check eligibility and allocate

    Allocation · Admin · Judge

    Eligibility is checked for the specific award and role. The check considers the judge’s active status, onboarding, invitation, level, award permissions, accreditation and training rules, verified accompanied visits, availability and conflicts.

    Eligible? If requirements are missing, resolve the qualification or setup blocker. If eligible, Admin selects and holds judges, then releases assignment offers.
    AcceptsThe judge accepts the offer. Contact details become available subject to the applicable consent rules.
    DeclinesAdmin reassigns the slot to another eligible judge.

  5. Visit and submit assessment

    Judge · Applicant (announced visits)

    Announced visit

    Schedule the visit and send the relevant notifications to the judge and applicant.

    Unannounced visit

    Keep the visit confidential in advance; the site is not notified beforehand.

    Judge starts the assessment, scores the configured criteria, records supporting evidence and submits the report. Multi-judge assignments follow their configured co-judge reporting path.

  6. Review and continue to result decision

    Admin

    Admin reviews submitted assessment reports.

    Clarification requestedReport returns to the judge for edits and resubmission, then re-enters Admin review.
    AcceptedThe assessment is accepted and proceeds to the separate result decision or adjudication workflow.
Important: application approval creates a judge profile; it does not automatically make that person eligible for every assignment. Eligibility is rechecked against the award and role at allocation. Trainees may participate as observers where permitted, but are not assigned as independent judges.

Recurring judge operations

These activities support the lifecycle and recur outside a single assignment:

  • Judge availability, preferences and conflict details are kept current.
  • Annual policy acknowledgement and equality-monitoring tasks are completed.
  • Admin monitors accreditation and training expiry, overdue onboarding, incomplete shadow visits and invitation failures.

Expense claims

Judges submit eligible visit expenses through the separate claims workflow. Admin reviews payment instructions, then Finance handles export and payment processing.