Email Notifications Details and Samples
This chart details when the FIDS system sends email notifications and to whom. Select the email name to see a sample.
Note: Notifications about SFI Disclosures and FCOI training could also be sent relating to an advance request and the advance request could be blocked until the requirements are met. Review Advance SFI & FCOI Notifications for details.
| Purpose | Sent When | Sent To | |
| Disclosure Notification | To let investigators know that they need 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 & Organizations 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, Application PI, Administrative Contract, Pre-Award Budget Contact, eGC1 Preparer, |
| FCOI Just-In-Time Reminder of Required 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 their role and/or investigator status -OR- the investigator added themself to an existing eGC1. | An investigator uses the 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 is requesting 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 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 investigators that they 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 |