CERES: Faculty Notifications Matrix

Tags CERES

FACULTY NOTIFICATIONS MATRIX

CERES generates email notifications for the system activities and transitions outlined in the tables below.

To modify Outlook rules and manage notifications in your email inbox, follow Microsoft’s guidance on setting rules here.

 

Grants Module Notifications

The table below contains all the email notifications that will be sent to PIs from CERES Grants.  

The column headers display the following information: 

  • Notification – the name of the notification. 
  • Description – a brief description of the notification purpose and its contents.  
  • Note: these brackets [ ] indicate that CERES will populate a unique data point in that placeholder specific to the agreement.  
  • Trigger – what causes the notification to send. 
  • Recipients – who will receive the notification.  

Notification

Description

Trigger

Recipients

30/60/90 Day Reminder

Contains the following:

  • Subject: [30/60/90] Day Reminder
  • Link: [Link to Award Workspace]
  • P.I.: [Principal Investigator]
  • Title: [Title of agreement]
  • Body: The Above Award has the following deliverable recorded:

     Name: [Name]

     Due Date: [Date]

     Description: [Description]

Sent as part of a scheduled background operation as applicable.
  • Assigned owner of deliverables
  • Individuals manually added to deliverable

Award Mod Withdrawn

Contains the following: 

  • Subject: [ID]: Award Mod withdrawn
  • To: [User(s) First and Last Name]
  • Link: [ID: linked to award mod Workspace]
  • PI: [Award PI]
  • Title: [Short Title]
  • Body: This award mod was withdrawn for the following reasons.

[Insert comments and supporting documents from activity]

Sent when the Withdraw activity is executed on an Award Mod.
  • Assigned Specialist
  • Award Approver
  • PI

Award Withdrawn

Contains the following: 

  • Subject: [ID]: Award withdrawn
  • To: [User(s) First and Last Name]
  • Link: [ID: linked to award Workspace]
  • PI: [Award PI]
  • Title: [Short Title]
  • Body: This award was withdrawn for the following reasons.

[Insert comments and supporting documents from activity]

Sent when the Withdraw activity is executed on an Award.
  • Assigned Specialist
  • Award Approver
  • PI

Department Requests Changes From PI

Contains the following: 

  • Subject: [ID]: Department Requests Changes From PI
  • To: [User(s) First and Last Names]
  • Link: [Project ID: linked to FP Workspace]
  • PI: [Funding Proposal PI]
  • Title: [Short Title]
  • Body: Questions or changes have been identified through the review process that requires your attention. Click the link above to review the funding proposal, respond to reviewer questions and make any requested changes.

Contact the reviewer with any questions.

Sent when the department requests changes and the state changes from Department Review to Department Review: Response Pending from PI.
  • Administrative Contact
  • PI

PI Certification Required

Contains the following: 

  • Subject: [Funding Proposal ID]: PI Certification Required
  • To: [User(s) First and Last Names]
  • Link: [ID: linked to Funding Proposal Workspace]
  • PI: [Funding Proposal PI]
  • Body: <Principal Investigator> is named as the PD/PI on an upcoming proposal submission and certification is needed per Federal regulations. To provide PI Certification, click the link above and complete the Certify activity.

Sent when the state transitions from Draft to Department Review
  • Administrative Contact
  • PI

Post Submission Changes Requested

Contains the following: 

  • Subject: [ID]: Post Submission Changes Required
  • To: [User(s) First and Last Names]
  • Link: [ID: linked to Funding Proposal Workspace]
  • PI: [FP PI]
  • Title: [Short Title]
  • Body: The sponsor has requested additional information.

Click the link above to review the additional information request and to provide your response.

Sent when the JIT Changes Required activity on the FP workspace is executed and the state transitions from Pending Sponsor Review to JIT Response Required.
  • Administrative Contact
  • PI

Send Award Notice

Contains the following: 

  • Subject: [Award ID] Award Notification
  • To: [Recipient’s First & Last Names]
  • From: [Specialist’s First & Last Names who executed the activity]
  • Link: [Award ID: linked to Award Workspace]  
  • Body: Congratulations on your award. Documents required for the administration of this award, including the official award notification, the project account summary, and any additional award guidelines are attached. You may also view your award documents in OnBase, which is accessible through a hyperlink in Huron. Sponsored Research (SR) is available to assist you in interpreting these documents throughout the lifecycle of your award.

Funds must be spent in accordance with the sponsor's guidelines and Northwestern's policies. The principal investigator is obligated to ensure that all of the requirements of the award are met. If you have budget, policy, or guideline questions, SR will be glad to assist you and your local administrator.

[Comments and Supporting Documents Entered in the Activity Form, including PAS Cognos report]

Sent when the Send Award Notice activity on an award is executed.
  • PI 
  • Admin Contact
  • All organization “Grants Administrative Editors” (if new “Notify All Admin Editors” property on department is true)

Send Email

(Funding Proposal)

Contains the following: 

  • Subject: [ID]: [Email Subject Line Entered in Activity Form>
  • To: [Recipient’s First & Last Names]
  • Link: [ID: linked to FP Workspace]  
  • Title: [Short Title]
  • Body: <Comments and Supporting Documents Entered in the Activity Form>

Sent when the Send Email activity on the FP workspace is executed.
  • Selected Recipients

Send Email

(Award)

Contains the following: 

  • Subject: [ID]: Notification from Award
  • To: [Recipient’s First & Last Names]
  • Link: [ID: linked to Award Mod Workspace]  
  • PI: [PI Name]
  • Title: [Short Title]
  • Body: This email was sent from [Award ID: Short Title].

[Comments and Supporting Documents Entered in the Activity Form]

Sent when the Send Email activity on the Award workspace is executed.
  • Selected Recipients

Send Email

(Award Mod)

Contains the following: 

  • Subject: [ID]: Notification from Award Mod
  • To: [Recipient’s First & Last Names]
  • Link: [ID: linked to Award Mod Workspace]  
  • PI: [PI Name]
  • Title: [Short Title]
  • Body: This email was sent from [Award Mod ID: Short Title].

[Comments and Supporting Documents Entered in the Activity Form]

Sent when the Send Email activity on the Award Mod workspace is executed.
  • Selected Recipients

Specialist Requests Changes

Contains the following: 

  • Subject: [ID]: Specialist Requests Changes
  • To: [User(s) First and Last Names]
  • Link: [ID: linked to FP Workspace]
  • PI: [Funding Proposal PI]
  • Title: [Short Title]
  • Body: Questions or changes have been identified through the review process that requires your attention. Click the link above to review the funding proposal, respond to reviewer questions and make any requested changes.

Contact the reviewer with any questions.

Sent when the Specialist requests changes and when the state transitions from Specialist Review to Specialist Review: Pending Changes by PI.
  • Administrative Contact
  • PI

Agreements Module Notifications

The table below contains all the email notifications that will be sent to Northwestern PIs from CERES Agreements.

The column headers display the following information:

  • Notification – the name of the notification.
  • Description – a brief description of the notification purpose and its contents.
    • Note: these brackets [] indicate that CERES will populate a unique data point in that placeholder specific to the agreement.
  • Trigger – what causes the notification to send.
  • Recipients – who will receive the notification.

Notification

Description

Trigger

Recipients

Agreement Activated

Notification sent when an agreement is activated.

Contains the following:

  • Subject: [Agreement ID] agreement activated
  • Link: [Link to agreement]
  • P.I.: [Principal Investigator]
  • Title: [Title of agreement]
  • Body: Notification of Activated

The agreement is now active. For additional details, click on the link above.

Sent when the Activate activity is executed.
  • PI
  • Proxy
  • Collaborators

Agreement Expired

Notification sent when an agreement is past its expiration date.

Contains the following:

  • Subject: [Agreement ID] has expired
  • Link: [Link to agreement]
  • P.I.: [Principal Investigator]
  • Title: [Title of agreement]
  • Owner: [Owner]
  • Body: Notification of Agreement Expired

This agreement has expired. Click the link above to see the details and create an amendment.

Sent when an agreement is past its expiration date.
  • PI
  • Proxy
  • Collaborators

Amendment Approved

Notification sent when an amendment to an agreement is approved.

Contains the following:

  • Subject: [Agreement ID] agreement approved
  • Link: [Link to agreement]
  • P.I.: [Principal Investigator]
  • Title: [Title of agreement]
  • Body: Notification of Approved

The amendment has been approved. For additional details, click on the link above.

Sent when the Approve activity is executed on an amendment.
  • PI
  • Proxy
  • Collaborators

Approve Language

Notification sent when the agreement language is approved/finalized.

Contains the following:

  • Subject: [Agreement ID] language finalized
  • Link: [Link to agreement]
  • P.I.: [Principal Investigator]
  • Title: [Title of agreement]
  • Body: Notification of Language Approved

The language has been approved for the agreement. For additional details, click on the link above.

Sent when the Approve Language activity is executed.
  • PI
  • Proxy
  • Collaborators

Assign Owner

Notification sent when an owner is assigned to an agreement.

Contains the following:

  • Subject: [Agreement ID] owner assigned
  • Link: [Link to agreement]
  • P.I.: [Principal Investigator]
  • Title: [Title of agreement]
  • Owner: [Owner]
  • Body: Notification of Owner Assigned

Sent when the Assign Owner activity is executed.
  • Assigned Owner
  • PI
  • Proxy
  • Collaborators

Edit Correspondence

Notification sent when correspondence logged on an agreement is edited only if the person editing the correspondence selects to notify specific people.

Contains the following:

  • Subject: [Agreement ID] correspondence edited
  • Link: [Link to agreement]
  • P.I.: [Principal Investigator]
  • Title: [Title of agreement]
  • Body: Notification of Correspondence Edited

Correspondence has been edited on the agreement for you to review. For additional details, click on the link above.

Sent to selected users when the Edit Correspondence activity is executed or on the reminder date set in the activity. One or more of the people in the Created by, Assigned to, or Related to fields must have the “Notify” checkbox selected for notifications to trigger, otherwise the notifications will not send.
  • Person(s) with the “Notify” checkbox selected under question 2 in the Edit Correspondence activity

Email Agreement

Notification sent when the Email Agreement activity is used to trigger a notification to the person(s) selected in that activity.

Contains the following:

  • Subject: [Agreement ID] [Subject text from Email Agreement activity form]
  • Link:  [Link to agreement]
  • P.I.:  [Principal Investigator]
  • Title:  [Title of agreement]
  • Body: Notification of agreement emailed

[Body text from Email Agreement activity form]

Sent when the Email Agreement activity is executed by Agreements Staff.
  • Person(s) selected in the To, CC, or bcc fields in the Email Agreement activity

Expiration Reminder

Reminder notification sent when the agreement end date is approaching.

Contains the following:

  • Subject: [Agreement ID] nearing expiration
  • Link: [Link to agreement]
  • P.I.: [Principal Investigator]
  • Title: [Title of agreement]
  • Body: Notification of Expiration Reminder

Sent automatically once each at 90, 60, and 30 days before the agreement end date.
  • PI
  • Proxy
  • Collaborators

Log Correspondence

Notification sent when correspondence is logged on an agreement only if the person logging the correspondence selects to notify or remind specific people.

Contains the following:

  • Subject: [Agreement ID] correspondence logged
  • Link:  [Link to agreement]
  • P.I.:  [Principal Investigator]
  • Title:  [Title of agreement]
  • Body: Notification of Correspondence Logged

Correspondence has been logged on the agreement for you to review. For additional details, click on the link above.

Sent when the Log Correspondence activity is executed by Agreements Staff or on the reminder date set in the activity. One or more of the people in the Created by, Assigned to, or Related to fields must have the “Notify” checkbox selected for notifications to trigger, otherwise the notifications will not send.
  • Person(s) with the “Notify” checkbox selected under question 2 in the Log Correspondence activity

Request Clarification

Notification sent when clarification is requested on an agreement or amendment.

Contains the following:

  • Subject: [Agreement ID] clarification was requested
  • Link:  [Link to agreement]
  • P.I.:  [Principal Investigator]
  • Title:  [Title of agreement]
  • Body: Notification of Requested Clarifications

Clarifications have been requested on this submission. This requires a response from you. For additional details, click on the link above to review and provide clarification.

Sent when the Request Clarifications activity is executed.
  • PI
  • Proxy

Response Time Exceeded

Reminder notification sent when a response is not yet received from the PI or Proxy after clarification is requested on an agreement or amendment.

Contains the following:

  • Subject: [Agreement ID] is waiting for clarification
  • Link:  [Link to agreement]
  • P.I.:  [Principal Investigator]
  • Title:  [Title of agreement]
  • Body: Reminder of Clarifications Requested

Reminder: This agreement is awaiting your response to clarifications requested by the agreements staff or reviewers. Please click on the above link to access the agreement.

If you do not intend to continue the review process for this agreement, please withdraw or discard the agreement.

Sent automatically every 3 days when a response is not received after the Request Clarifications activity is executed.
  • PI
  • Proxy
  • Collaborators

Manage Ancillary Reviews (Organization)

Notification sent to members of an ancillary review organization (prefixed with Anc Rvw) when the organization is assigned as ancillary reviewer.

Contains the following:

  • Subject: [Agreement ID] assigned for ancillary review
  • Link:  [Link to agreement]
  • P.I.:  [Principal Investigator]
  • Title:  [Title of agreement]
  • Required:  [yes/no - whether review was marked required in Manage Ancillary Reviews activity]
  • Body: Notification of Ancillary Review

An Agreement submission has been assigned to your organization for ancillary review.  Click the link above to access and review the study.

Sent when the Manage Ancillary Reviews activity is executed, and an organization is selected to perform the review.
  • Reviewers defined under the organization selected in the Manage Ancillary Reviews activity

Manage Ancillary Reviews (Person)

Notification sent to individual ancillary reviewers when they are assigned as the person responsible for completing an ancillary review.

Contains the following:

  • Subject: [Agreement ID] assigned for ancillary review
  • Link:  [Link to agreement]
  • P.I.:  [Principal Investigator]
  • Title:  [Title of agreement]
  • Required:  [yes/no - whether review was marked required in Manage Ancillary Reviews activity]
  • Body: Notification of Ancillary Review

An Agreement submission has been assigned to you for ancillary review. Click the link above to access and review the agreement.

Sent when the Manage Ancillary Reviews activity is executed, and an individual person is selected to perform the review.
  • Person(s) selected in the Manage Ancillary Reviews activity
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