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 (links to separate article)
- 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. The customized emails don’t link to examples.
SAGE Approvals Notifications
The emails associated with the approval process of an application are documented in the approvals guide.
The FIDS system sends email notifications related to financial disclosures. Each one is listed below along with the conditions that generate 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.
|Purpose||Sent When||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 creates a PAN and selects the Just-In-Time flag, or creates an FA, or changes the application’s status to Awarded directly. Email is sent once.||Principal Investigator, Application PI, Administrative Contract, Pre-Award Budget Contact, eGC1 Preparer|
|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|
|Notification of an SFI Disclosure for CoMotion Agreement||To alert CoMotion staff that a disclosure has been created for a CoMotion Agreement.||An investigator completes a CoMotion disclosure.||To CoMotion|
|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 their role and/or investigator status –OR – added themselves to an existing eGC1.||An investigator uses FIDS Add an eGC1 tool.||Principal Investigator, Administrative 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 wishes to be added to the personnel list.||An investigator uses FIDS to make the request.||Principal Investigator, Administrative 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 Reminder Letters||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|
Here is the list of the notifications, along with the condition 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). The links
|Purpose||Sent When||Sent To|
|Application Returned||To inform owners that their eGC1 application they submitted has been returned by OSP.||An eGC1 application is returned by OSP||PI, Administrative Contact, Pre-Award Budget Contact, and eGC1 Preparer|
|Application Review Notice||To send review comments||Email sent manually by OSP (auto-generated document)||Principal Investigator, Administrative Contact, Pre-Award Budget Contact, and eGC1 Preparer|
|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, 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.||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.||A subaward request is returned by OSP||Subaward Preparer|
|Notice of Award (Funding Action)||To send information about the award received||Email sent manually by OSP (auto-generated document)||Principal Investigator, Administrative Contact, Pre-Award Budget Contact, and eGC1 Preparer|
|Request for Activation Notice – fellowships (Funding Action)||To notify the PI of a fellowship award and request the PI to complete the Activation Notice||Email sent manually by OSP (auto-generated document)||Principal Investigator (cc’d)|
|SFI Compliance Notification (Admin Action)||To the PI concerning SFI disclosure for a budget extension||Email sent manually by OSP (auto-generated document)||Principal Investigator, Administrative Contact, Office of Research SFI Reviewers|
|Email Notification (Subaward)||To the PI with subaward attachments to be reviewed and/or acted on||Email sent manually by OSP (auto-generated document)||Principal Investigator|
Here is the list of the notifications, along with the condition that generates the email being sent, as well as who the email is sent to (we can never promise that messages are received).
|Purpose||Sent When||Sent To/th>|
|Funding Action (FA)||To notify owners that a funding action has been processed by GCA. The email includes a PDF of the completed form as an attachment.||GCA completes the Campus Notify step while processing a funding action.||PI, Application PI, Administrative Contact, Pre-Award Budget Contact, eGC1 Preparer, and first-level reviewers for the org code receiving funding.|
|Application Has Been Awarded||To notify EH&S that an awarded application has an EH&S compliance approver or watcher.||GCA completes the Campus Notify step while processing a funding action, and EH&S appears on the approval graph as a compliance reviewer.||Appropriate reviewers for the node on the graph.|
|Post Award Change (PAC)||To notify owners of a post award change processed by GCA. The email includes a PDF of the completed form as an attachment.||GCA completes the Campus Notify step while processing a post award change.||PI, Application PI, Administrative Contact, Pre-Award Budget Contact, eGC1 Preparer and first-level reviewers for the org code receiving funding.|
|Advance Budget Number Request Notice||To notify owners that an advance, extension, advance renewal or a supplement to an advance budget has been processed by GCA.||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.|