Email Notifications Details and Samples

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

Note: Text that is underlined and in italic represents the values that the system adds to a specific email.

 

Disclosure Notification

Purpose: 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.
Email is sent when: 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.
Sent to: Investigator
From: fidshelp
Reply to:  fidshelp

Email Subject Line: ACTION REQUIRED: Your completion of a Disclosure for eGC1 A99999

Email Body

ACTION REQUIRED: You are required to complete a Disclosure for this eGC1 whether or not you have related Significant Financial Interests (SFI). Do this as soon as possible, as OSP will not submit applications to sponsors without a completed disclosure.

Role – Key Personnel
eGC1 # – A99999
eGC1 title – Fractal Geometry and Coastlines
PI name – James R Investigator
Sponsor – National Science Foundation (NSF)
Sponsor Deadline Date – 4/01/2016

Please click the following link to access the Financial Interest Disclosure System (FIDS) and complete your disclosure: http://uw.edu/research/tools/systems/fids

  • Click the Sign In button to display your FIDS Profile
  • Look for the Action Items section
  • Click the Complete Disclosure button associated with this eGC1

Per GIM 19 (http://www.washington.edu/research/osp/gim/gim19.html), the application should be received in OSP at least seven (7) business days before the sponsor deadline, and not later than three (3) business days. Your disclosure should be completed no later than the time the application arrives in OSP.

Note: If you have a PHS sponsor, you will be required to take the FCOI training prior to engaging in the research.

You may reply to this email if you have a question about FIDS; otherwise, no reply is needed.

FCOI Just-In-Time Notification

Purpose: To indicate that the eGC1 has reached JIT. The system sends this email once.
Email is sent when: 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.
Sent to: Principal Investigator, eGC1 Preparer, Admin Contract, Pre-Award Budget Contact
From: fidshelp
Reply to:  fidshelp

Email Subject Line: Your application eGC1 A99999 has reached FCOI Just-in-Time phase

Email Body

The eGC1 listed below has either been given a fundable score or is in the process of being awarded.

Please make sure that the PI and Personnel page is up-to-date and that you have listed all investigators. Investigators should also ensure that they have disclosed any new SFI or travel. If your application is funded by a PHS agency, all investigators should now take the PHS FCOI training.

Application # – A99999
Long title – Fractal Geometry and Coastlines
Sponsor – National Science Foundation

A list of PHS sponsors is available at http://www.washington.edu/research/topics/fcoi/phs/list/. For more details, see the Requirements for PHS-funded Investigators web page at http://www.washington.edu/research/topics/fcoi/phs/.

This is an automatically generated message sent by SAGE (System to Administer Grants Electronically) at the University of Washington

 

FCOI Just-In-Time Reminder of Required PHS Training

Purpose: To remind investigators they must complete the required training before OSP will release funding.
Email is sent when: An investigator still needs to complete the required training -AND- the eGC1 is at Just In Time.
Sent to: Investigator
From: fidshelp
Reply to:  fidshelp

Email Subject Line: Reminder of Required PHS Training

Email Body

The eGC1 listed below has either been given a fundable score, or is in the process of being awarded. This email is being sent to remind you that you are required to complete the PHS training. Funding will not be released until all investigators have completed the training.

The online PHS training takes about 15 minutes and can be accessed from: http://www.washington.edu/research/compliance/required-training/46

Application # – A99999
Long title – Juvenile Health Study
PI name – James R Investigator
Sponsor – National Institutes of Health (NIH)

A list of PHS sponsors is available at http://www.washington.edu/research/topics/fcoi/phs/list/. For more details, see the Requirements for PHS-funded Investigators web page at http://www.washington.edu/research/topics/fcoi/phs/.

This is an automatically generated message sent by SAGE (System to Administer Grants Electronically) at the University of Washington

 

Notification of an SFI Disclosure for a CoMotion Agreement

Purpose: To alert CoMotion staff that an investigator created a disclosure for a CoMotion Agreement.
Email is sent when: An investigator completes a CoMotion disclosure.
Sent to: CoMotion (license@uw.edu)
From: fidshelp
Reply to:  fidshelp

Email Subject Line: Notification of an SFI Disclosure for a CoMotion Agreement

Email Body

This email is being sent to notify you of an SFI Disclosure.

Disclosure ID: D2222
Innovator Name: James R Investigator
Department: OFFICE OF IP & TT(2170001000)
CoMotion Agreement ID: 112233
Name of Party/Licensee: High-Tech & Co
SFI: Yes

Please email a copy of the license agreement to the Office of Research at research@uw.edu.

Notification of Personnel Changes to eGC1 A99999

Purpose: 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.
Email is sent when:
An investigator uses the FIDS Add an eGC1 tool.
Sent to: Principal Investigator, Admin Contact, Budget Contact, eGC1 Preparer
cc: Investigator making the change
From: fidshelp
Reply to: Investigator making the change

Email Subject Line: Notification of Personnel Changes to eGC1 A99999

Email Body

This email is being sent to notify you of a change to the Personnel associated with the eGC1 indicated below. There is no action required.

Application # – A99999
Long title – Fractal Geometry and Coastlines
PI name – James R Investigator
Sponsor – National Science Foundation (NSF)

The following individual has either changed their existing Personnel Role Type or added themself to the eGC1 with the indicated role.

Personnel Changed/Added – Thomas Scientist (thomsci)
Date Added/Changed – 10/18/2015
Personnel Role Type – Co-Investigator
Investigator Status – Yes

If sponsor approval is required for a personnel change, be sure to notify OSP.

If you have any questions, contact the ORIS Help Desk by email at fidshelp@uw.edu or call 206-685-8335.

Request to add additional personnel to eGC1 A99999

Purpose: To inform the owners of an eGC1 that an investigator is requesting to be added to the personnel list.
Email is sent when: An investigator uses FIDS to make the request.
Sent to: Principal Investigator, Admin Contact, Budget Contact, eGC1 Preparer
cc: Investigator making the request
From: fidshelp
Reply to:  Investigator making the request

Email Subject Line: Request to add additional personnel to eGC1 A99999

Email Body

ACTION REQUIRED: If appropriate, access the eGC1 listed below and add this individual to the Personnel section.

Personnel to be Added – Thomas Scientist (thomsci)
Date of Request – 04/01/2016
Application # – A99999

Long title – Fractal Geometry and Coastlines
PI name – James R Investigator
Sponsor – National Science Foundation (NSF)

If sponsor approval is required for a personnel change, be sure to notify OSP.

If you have any questions, contact the ORIS Help Desk by email at fidshelp@uw.edu or call 206-685-8335.

Disclosure Review Clearance Letter

Purpose: 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.
Email is sent when: The disclosure review status changes to “Review Complete” -AND- the SFI related status is No or the FCOI found status is set to No.
Sent to: Investigator
From: fidshelp
Reply to:  fidshelp

Email Subject Line: FIDS SFI Disclosure D2222 has been reviewed

Email Body

This email serves to notify you that the Institutional Official has reviewed the recent financial interest that you entered in the UW Financial Interest Disclosure System (FIDS), and that your disclosure was determined to not constitute a financial conflict of interest. We appreciate your cooperation in assuring compliance with University policies, state statutes and federal regulations relative to conflicts of interest.

eGC1 #: A99999
eGC1 Title: Fractal geometry and coastlines
PI Name: James R Investigator
Related eGC1s: A99977, A65432

Annual Disclosure Reminder Letters

There are two versions of reminders: one at 45 days before the deadline, and one at 15 days before. The system sends each reminder just once. The number of days in the subject line is calculated.

Purpose: To remind the investigator that he/she must make a disclosure at least once a year.
Email is sent when: 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).
Sent to: Investigator
From: research
Reply to:  research

Reminder 1 Email Subject Line: Significant Financial Interest (SFI) Annual Update Needed in 45 Days

Reminder 1 Email Body

Dear Investigator’s first and last name,

The UW’s Financial Conflict of Interest Policy, GIM 10 (http://www.washington.edu/research/osp/gim/gim10.html), requires every Investigator to update his/her SFI disclosure at least annually.  According to the University’s records, you need to update your SFI on or before 3/1/2016.  The number of the last disclosure you submitted is D99999.

In order to meet this requirement, please submit an update for review by the Office of Research via the Financial Interest Disclosure System (FIDS) (http://www.washington.edu/research/tools/fids). Instructions are included below.

When funding is received by the Office of Sponsored Programs for a project on which you are listed as an Investigator, the status of your SFI update is checked by OSP before allowing the funding to be released to a budget.  A delay in updating your SFI may result in a delay of the availability of funds for the sponsored project.

Note:  If you are no longer an Investigator on any currently active project or pending proposal, please contact your department administrator about removing your name as an Investigator on all currently active projects and pending proposals in SAGE/SPAERC.

Instructions for Investigators who need to update their existing SFI or re-affirm they have no SFI

1. Access FIDS at http://www.washington.edu/research/tools/fids

2. Click the blue “Sign In” button and log in with your UW NetID and password.

3. Look for the Action Items section near the top of the page, and click the “Create New Disclosure” button.

4. Indicate that you are creating a disclosure for new or changed SFI or to reaffirm no SFI and click Next.

5. Continue to work through the system-prompted steps to add or edit your SFI, or to re-affirm no SFI, and complete the disclosure.

These instructions may also be found at: http://www.washington.edu/research/tools/fids/guide/topics/start-disclosure-process/

If you have questions about this or any other aspect of FCOI policy, please contact:  Research@uw.edu

If you have question about using FIDS, please contact:  FIDSHelp@uw.edu

Thank you,
Office of Research
University of Washington

Reminder 2 Email Subject Line: Your Action is Needed! Significant Financial Interest (SFI) Annual Update Required in 15 Days

Reminder 2 Email Body

Dear Investigator’s first and last name,

The UW’s Financial Conflict of Interest Policy, GIM 10 (http://www.washington.edu/research/osp/gim/gim10.html), requires every Investigator to update his/her SFI disclosure at least annually.  According to the University’s records, you need to update your SFI on or before 03/01/2016.  The number of the last disclosure you submitted is D99999.

Please submit an update promptly for review by the Office of Research via the Financial Interest Disclosure System (FIDS) (http://www.washington.edu/research/tools/systems/fids). Instructions are included below.

Funding received by the Office of Sponsored Programs for any project on which you are listed as an Investigator will be placed on HOLD until an update is completed and reviewed.

Note:  If you are no longer an Investigator on any currently active project or pending proposal, please contact your department administrator about removing your name as an Investigator on all currently active projects and pending proposals in SAGE/SPAERC.

Instructions for Investigators who need to update their existing SFI or re-affirm they have no SFI

1. Access FIDS at http://www.washington.edu/research/tools/fids

2. Click the blue “Sign In” button and log in with your UW NetID and password.

3. Look for the Action Items section near the top of the page, and click the “Create New Disclosure” button.

4. Indicate that you are creating a disclosure for new or changed SFI or to reaffirm no SFI and click Next.

5. Continue to work through the system-prompted steps to add or edit your SFI, or to re-affirm no SFI, and complete the disclosure.

These instructions may also be found at: http://www.washington.edu/research/tools/fids/guide/topics/start-disclosure-process/

If you have questions about this or any other aspect of FCOI policy, please contact:  Research@uw.edu

If you have question about using FIDS, please contact:  FIDSHelp@uw.edu

Thank you,
Office of Research
University of Washington

 

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