Reviews for WELL at scale can include a large volume of locations and includes streamlined opportunities for document sharing. To handle these reviews, WELL at scale scoring is automated based on the team’s assignments for each document, including the feature part, option, verification method and location assignments. Reviewers do not have the ability to make re-assignments in the WELL system. Correct document assignments by the project team is an essential part of a successful WELL at scale review. This article will list some of the common mistakes made when assigning documents and provide advice on how to avoid these issues. If you have questions after your review is returned, see Frequently asked questions about WELL at scale review results.

• This occurs when the document you upload is assigned to a feature option that is different from the feature option assigned in the scorecard.  Even if the document meets the requirements of the option you intended to assign, you will not achieve this feature as the reviewers must evaluate it against the requirements of the option you did assign.

  Feature part N01.1 has two options: Option 1 - Food offerings and Option 2 - No food offerings.
  
  You prepare a document that outlines the fruit and vegetable offerings at food outlets serving food under contract with your organization. You then upload the document to your account and assign it to Option 2 - No food offerings. In this case, when your documentation is reviewed, you will not achieve this feature part because the document clearly shows that food is offered, but you chose the “No food offerings” option. Even if your document meets the requirements for option 1, the reviewers must review it in relation to the requirements of the option you chose.

  How to avoid this issue

  Pay close attention when uploading your documents and be sure to assign them to the correct option. Double check the option before finishing the upload. If you realize you made a mistake after completing the upload but before review, delete the document, re-upload it and assign it to the correct option.

  

• This occurs when you assign a document to the incorrect verification method; for example, your document is a set of photographs, but you assign it to the professional narrative verification method. 

  Feature part L02.1 option 1 requires both a technical document and a performance test. You prepare the technical document and a Performance Testing Provider conducts performance testing. You then accidentally upload the technical document to your account as a performance test alongside the performance testing data which was also uploaded as a performance test. Because the technical document was assigned to the incorrect verification method, you will not achieve this feature part even if you meet all other requirements.

  How to avoid this issue

  Pay close attention when uploading your documents and be sure to assign them to the correct verification method. Double check the verification method before finishing the upload. If you realize you made a mistake after completing the upload but before review, delete the document, re-upload it and assign it to the correct verification method.

• Some types of documents may be shared between locations–for example, the policy and/or operations schedule verification method is shareable. A possible issue with this document type is mistakenly assigning a shareable document to a location it does not apply to.

  C03.1 requires a policy and/or operations schedule that details certain aspects of an emergency management plan. The document is shareable, but given the nature of the requirements, it is likely that some of the information is specific to one location or a group of locations within the same geographical area–for this feature part, you must identify natural disaster risks for a location, and list the people responsible for emergency response.
  
  Consider this scenario:
  
  An organization has a location in Mexico City, and one in London. The team prepares a document for the Mexico City location, then assigns the document to the London location as well.
  
  The natural disaster risks in these two locations are very different, and the emergency response personnel are almost certainly different given the distance and time zone differences. In this case, neither location will achieve the feature part. 

  How to avoid this issue

  Make note of the locations described in the document and be sure to only assign it to the relevant locations. If you realize you have accidentally assigned it to locations that are not relevant after you have completed the upload process, you can unassign the document from the incorrect locations.

• This occurs when a feature part requires multiple verification methods and you upload some from the WELL at scale scorecard/documents library and some from an individual location’s scorecard or documents library account. 

  V02.1 requires both on-site photographs and a letter of assurance. You upload the letter of assurance using the WELL at scale scorecard, and then a consultant responsible for the individual location uploads the photographs to the location’s scorecard
  
  You will not achieve this feature part as the documents were not both uploaded to the same level of scorecard.

  How to avoid this issue

  There are three ways to avoid this issue.

  1. Upload all documentation from your WELL at scale account (recommended)
     • This method is recommended for most organizations as this is the most efficient way to upload documents and will allow you to take full advantage of shareable documentation. However, this method does require more coordination between the WELL at scale administrator and personnel from each location.
  2. Upload documentation from your WELL at scale account and the Assigned Tasks tab within the individual location account
     • This method is recommended if you do most of your work in the WELL at scale account, but need to use the individual account in some situations–for example, if you have multiple consultants working on location-level accounts that do not have access to the WELL at scale account. Note that you’ll need to assign options to locations in the WELL at scale account to use this method.
  3. Upload all documentation using the individual location account
     • This method is generally not recommended as you lose the benefits of shareable documentation, but in some cases it may be necessary depending on how your organization manages the implementation of WELL in each individual location. In this case, be sure to upload all documentation for each feature part from the individual account.

  In general, when possible, it is always best to complete all feature part, option and location assignments in the WELL at scale scorecard and to upload all documentation there, in order to best streamline your document management process and take advantage of platform functionality. 

• Some feature parts may not apply to certain projects. For example, projects that do not prepare food on-site on a daily basis do not need to fulfill the requirements of feature part N02.2. However, this feature part is a precondition, so these projects must still achieve this feature part if they are pursuing WELL Certification.

  How to avoid this issue

  Since this project can’t provide documentation demonstrating compliance with the feature requirements, they must select the “Not applicable” option for the feature and upload a document stating that food is not served on-site.