Email Notifications Details and Samples

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This article lists when the system sends email notifications and to whom. There are also samples of each email available.

Email Purpose Sent When Sent To
Disclosure Notification To let the investigator know that he/she needs to complete a disclosure for this eGC1. The system sends this email only once to each investigator. At the same time, the system creates a pending disclosure. An owner clicks the Send Disclosure Notification button on the eGC1 PI & Personnel page -OR- completes the eGC1 without clicking the button. In that case, the twice-daily batch job sends the email. Investigator
FCOI Just-In-Time Notification To indicate that the eGC1 has reached JIT. The system sends this email once. OSP creates a Pre-Award Notification (PAN) and selects Just In Time -OR- OSP changes the application’s status to Awarded either directly or by creating an FA and sending it to GCA. Principal Investigator, eGC1 Preparer, Admin Contract, Pre-Award Budget Contact
FCOI Just-In-Time Reminder of Required PHS Training To remind investigators they must complete the required training before OSP will release funding. An investigator still needs to complete the required training -AND- the eGC1 is at Just In Time. Investigator
Notification of an SFI Disclosure for a CoMotion Agreement To alert CoMotion staff that an investigator created a disclosure for a CoMotion Agreement. An investigator completes a CoMotion disclosure. CoMotion (license@uw.edu)
Notification of Personnel Changes to eGC1 A99999 To inform the owners of an eGC1 that an investigator on the eGC1 has made a change to her/his role and/or investigator status -OR- the investigator added her/his self to an existing eGC1. An investigator uses the FIDS Add an eGC1 tool. Principal Investigator, Admin Contact, Budget Contact, eGC1 Preparer
cc: Investigator making the change
Request to add additional personnel to eGC1 A99999 To inform the owners of an eGC1 that an investigator is requesting to be added to the personnel list. An investigator uses FIDS to make the request. Principal Investigator, Admin Contact, Budget Contact, eGC1 Preparer
cc: Investigator making the request
Disclosure Review Clearance Letter To inform the investigator that the Institutional Official has reviewed the disclosure and found no Financial Conflict of Interest (FCOI). The system sends the clearance email only once. If the Institutional Official saves the disclosure again, even with a different status, the system does not send the email again. For an eGC1 disclosure, the system will include basic information about the eGC1 and list any related eGC1s. The disclosure review status changes to “Review Complete” -AND- the SFI related status is No or the FCOI found status is set to No. Investigator
Annual Disclosure Reminder Letters To remind the investigator that he/she must make a disclosure at least once a year. The system sends each reminder just once. The number of days in the subject line is calculated. The most recent disclosure completion date is 45 days or fewer from being a year old. The system sends a second notice at 15 days (or fewer). Investigator

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