Email Notifications
This chart describes when and to whom the SPAERC system sends email notifications. The content of the auto-generated emails varies depending on the choices the sender makes. Select a link in the Email Type column to display an example of the email contents.
| 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 | Principal Investigator, 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. | Principal Investigator, 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.” | Principal Investigator, 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. | When 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 |