Tag Archives: Email Notifications

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When OSP returns a subaward request, the system sends the following email to the Subaward Preparer:

Email Subject Line (sample values filled in)

Subaward Request SC99999 Returned by OSP

Email Body (sample values filled in)

The above referenced subaward request has been returned because it is incorrect or incomplete.  Please review the SAGE OSP comments for an explanation of the error(s).  You can follow this link SC99999 to review and revise your request.  Once corrected, please resubmit your request for further action.

OSP Subawards

ospsubs@uw.edu

Why am I getting this email notification?

Depending on your association with an eGC1 application as it is approved, and possibly awarded, you may receive a number of different email notifications.

Email notifications are sent from various parts of the SAGE Suite. Follow the links to handy charts of who receives what, when and why.

  • SAGE – used by PIs and research administrators.
  • FIDS – used by investigators.
  • SPACRC – used by OSP.
  • SERA – used by GCA.
Who gets an approval email notification?
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Once GCA has processed the Advance Budget Number Request, SAGE will notify you by email. This email is sent to the Principal Investigator (PI), the Administrative Contact listed on the advance, and the Pre-Award Budget Contact on the related eGC1.

There are four versions of the email, one for each type of request:

  • New
  • Extension
  • Renewal
  • Supplement

Examples of the email text follow.

New 

Subject Line: Advance Budget Request

Email Body (with example text):

Dear Dr. Smythe,

An advance budget # 99-9999 for your project titled  Canine Intelligence has been created. It is currently online.

GCA Team 1

Phone: 206-616-9995

Email: gcahelp@uw.edu

Extension 

Subject Line: Extension of Advance Budget Request

Email Body (with example text):

Dear Dr. Smythe,

An extension on advance budget # 99-9999 for your project titled Canine Intelligence has been processed.  It is currently online.

GCA Team 1

Phone: 206-616-9995

Email: gcahelp@uw.edu

Renewal 

Subject Line: Renewal of Advance Budget Request

Email Body (with example text):

Dear Dr. Smythe,

An advance budget # 99-9999 for your project titled Canine Intelligence has been created.  It is currently online.

GCA Team 1

Phone: 206-616-9995

Email: gcahelp@uw.edu 

Supplement 

Subject Line: Supplement to Advance Budget Request

Email Body (with example text):

Dear Dr. Smythe,

A supplement to advance budget # 99-9999 for your project titled Canine Intelligence has been processed.  It is currently online.

GCA Team 1

Phone: 206-616-9995

Email: gcahelp@uw.edu

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Depending on your association with an eGC1 application as it is approved, and possibly awarded, you may receive a number of different email notifications.

If you are a subaward preparer, you may receive email about a request returned by OSP.

Email notifications are sent from various parts of the SAGE Suite.

  • SAGE – used by PIs and research administrators.
  • FIDS – used by investigators.
  • SPAERC – used by OSP.
  • SERA – used by GCA.

Those emails may be sent to:

  • the PI, application contacts and preparer on an application
  • the PI and investigators on an application
  • watchers and approvers of an application
  • the preparer of a subaward

Some notifications are entirely system-generated, while others have standard paragraphs that can be included and then customized.

SAGE Approvals Notifications

The emails associated with the approval process of an application are documented in the approvals guide.

FIDS Notifications

The FIDS system sends email notifications related to financial disclosures. Each one is listed below along with the trigger that generates the email being sent as well as who the email is sent to (we can never promise that messages are received). Emails sent to investigators use the email address in their FIDS Profile.

Email Type Purpose Triggers Sent To
Disclosure Notification To let the investigator know a disclosure needs to be completed for this eGC1. The email is only sent once to each investigator. At the same time the notification is sent, a pending disclosure is created.

Exception: if the investigator doesn’t yet have an email address in their FIDS Profile, the email is instead sent to the eGC1 Preparer to forward to the investigator.

Send Disclosure Notification button is clicked on the eGC1 PI & Personnel page -OR- the eGC1 is completed without the button having been clicked (a daily batch job sends the email at 7:00 AM).

If an investigator had already completed a disclosure before the notification was sent, then no notification would be sent.

Investigator; the eGC1 Preparer only if the Investigator’s email is not available.
FCOI Just-In-Time Notification To indicate that the eGC1 has reached JIT OSP clicks the Just In Time button (Sponsor Decision pop-up -OR- the application’s status is changed to Awarded either directly or by an FA being created and sent to GCA. Email is sent once. Principal Investigator, eGC1 Preparer, Admin Contract, Pre-Award Budget Contact
FCOI Just-In-Time – Reminder of Required PHS Training To remind investigators that the required training must be completed before funding will be released. An investigator has not yet completed the required training -AND- the eGC1 has reached Just In Time. Investigator
SFI Disclosure for CoMotion Agreement: Notification of an SFI To alert CoMotion staff that a disclosure has been created for a CoMotion Agreement. An investigator completes a CoMotion disclosure. To CoMotion
Personnel Changes To inform the owners of an eGC1 that an investigator on the eGC1 has made a change to their role and/or investigator status –OR – added themselves to an existing eGC1. An investigator uses FIDS Add an eGC1 tool. Principal Investigator, Admin Contact, Budget Contact, eGC1 Preparer; cc: Investigator making the change
Request to Add Additional Personnel To inform the owners of an eGC1 that an investigator wishes 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 their disclosure has been reviewed and no Financial Conflict of Interest (FCOI) has been found. The clearance email should only be sent once. If the Institutional Official saves the disclosure again, even with a different status, the email is not resent. If the disclosure is for an eGC1, basic information about the eGC1 will be included, and any related eGC1s will be listed. The disclosure review status is set to “Review Complete” -AND- the SFI related status is No or the FCOI found status is set to No. Investigator
Annual Disclosure Reminders To remind the investigator that an annual disclosure is required.

Two versions of emails may be sent: one at 45 days before the deadline, and one at 15 days before. Each reminder is sent just once. The number of days in the subject line is calculated.

The latest disclosure completion date is 45 days or fewer from being a year old. A second notice is sent at 15 days (or fewer). Investigator

SPAERC Notifications

Here is the list of the notifications, along with the trigger that generates the email being sent, as well as who the email is sent to (we can never promise that messages are received). Emails are always sent to the UW NetID at u.washington.edu (not the email address from the directory).

Email Type Purpose Triggers Sent To
Application Returned To inform owners that their eGC1 application they submitted has been returned by OSP. When an eGC1 application is returned by OSP PI, Administrative Contact, Pre-Award Budget Contact, and eGC1 Preparer
Human Subjects Any applications that match any of the criteria below, will receive an email notification:

A value of “Just in time” for Type for the compliance explanation

  • Where the eGC1’s proposed start date is greater than or equal to 16 weeks and less than 17 weeks from today’s date
  • In Approved status
  • With a Sponsor other than the Royalty Research Fund (RRF)
  • Is not after-the-fact and is not a clinical trial
Every Tuesday at 2:00 AM, any application that meet the criteria listed, will receive an automatic notification. PI, Administrative Contact, eGC1 Preparer, and the OSP Administrator assigned to the eGC1
Ready for Pickup To inform owners that all signed and scanned documents are uploaded to an application and are ready for pickup for review. OSP can send the notification by clicking the Ready for Pickup button once they know all signed and scanned documents are uploaded to the application. PI, Administrative Contact, and Pre-Award Budget Contact
Sponsor Deadline Reminder email sent if the application’s value for the Ready to Submit question is “No.” If the value changes to “Yes” within the six-to-three day timeline, the email is no longer sent.

NOTE: This email is not sent if the application is after-the-fact or a clinical trial.

Each day (at 6:00 AM), the system checks for any applications that are between six and three business days prior to their sponsor deadline with the application’s value for Ready to Submit as “No.” PI, Administrative Contact, Pre-Award Budget Contact, and eGC1 Preparer
Advance Budget Request Eligibility This email is sent to let the research team know that an advance budget number request can be made for the application. When OSP marks the application as eligible for an advance. PI, Administrative Contact, Pre-Award Budget Contact, and eGC1 Preparer
Subaward Request Returned To inform the Subaward Preparer that a request they submitted has been returned by OSP. When a subaward request is returned by OSP Subaward Preparer

SERA Notifications

The SERA system sends 3 types of email notifications. Here is the list of the notifications, along with the trigger that generates the email being sent, as well as who the email is sent to (we can never promise that messages are received).

Email Type Purpose Triggers Sent To
Funding Action (FA) To notify owners that a funding action has been processed by GCA. When GCA completes the Campus Notify step while processing a funding action. PI/AC/BC/eGC1 Preparer and first-level reviewers for the org code receiving funding.
Post Award Change (PAC) To notify owners of a post award change processed by GCA. When GCA completes the Campus Notify step while processing a post award change. PI/AC/BC/EGC1 Preparer and first-level reviewers for the org code receiving funding.
Advances To notify owners that an advance, extension, advance renewal or a supplement to an advance budget has been processed by GCA. When GCA completes the Campus Notify step while processing a budget advance, extension, renewal or supplement request. PI, the Advance Administrative Contact and the eGC1 Administrative and Budget Contacts.

November 2013 SAGE Maintenance Release

New Features

Additional FG-3 compliance question validation for RRF eGC1s

  • eGC1s that have Royalty Research Fund (RRF) as the sponsor will display a validation error if question FG-3, the question about F&A cost reimbursement, on the Compliance Questions page is marked as ‘Yes’. RRF requires FG-3 to always be marked as ‘No’, so this validation error is intended to ensure that the eGC1 preparer selects the correct response prior to completing the eGC1.

Increase character limit in “Reason” field when adding Approvers and Watchers

  • The “Provide a reason” field when adding an Approver or Watcher on the Approval Flow Screen has been increased from 250 characters to 1000. Department and School reviewers who add additional Approvers and Watchers like to include detailed instructions in that comment box and needed a higher character limit.

We now will show all recipients on the TO line of SAGE auto-generated email notifications.

  • SAGE users will be able to see all persons who received the same Auto-generated SAGE email on the TO: line of the email. This was a frequent request from campus through our help desk and survey responses.

Fixes

Inadvertent sending of disclosure notifications

  • Fixed the system to prevent investigators from receiving disclosure notifications when an old awarded eGC1 is opened. The system will now only trigger disclosure notifications when there is an investigator change made to the eGC1 (addition of an investigator or change of personnel to an investigator role).

HSD JIT email notifications are suppressed for RRF eGC1s

  • Human Subjects Just-In-Time emails will no longer be sent to the owners of eGC1s where the Royalty Research Fund (RRF) is the sponsor. RRF is an internal UW sponsor and operates differently than external sponsors. Unique characteristics of RRF opportunities include shorter application/review/award timelines and the lack of “fundable score” notifications. These unique characteristics therefore made the Human Subjects JIT email irrelevant and confusing for the owners of the eGC1.

New clarifying message displayed when clicking on Investigator Disclosure History and FIDS Profile is not yet established

  • If an Investigator has never completed a disclosure in FIDS, or does not have any disclosure history for the past 12 months, a new user-friendly message stating there is no history will display when the Investigator Disclosure History link is clicked.

New error message displayed when you have attachment upload errors due to hidden or invalid characters in file name

  • A new error message will display in SAGE if you attempt to upload eGC1 attachments with invalid characters in the file name. To correct this issue, rename the file on your computer by directly typing in the characters before attempting to upload it in SAGE.