NIH Enhances Process of Notice of Award (NoA) Email Notifications

Notice Number: NOT-OD-09-127

Key Dates
Release Date:  July 23, 2009

Issued by
National Institutes of Health (NIH), (http://www.nih.gov)

Background & Purpose: 

When NIH issues a Notice of Award (NoA), the official document is made available to grantee officials and corresponding Program Directors/Principal Investigators through the eRA Commons.  The eRA Commons is the official repository for this document.  As part of the NoA process, NIH has continued the practice of notifying the grantee via e-mail address when an award has been issued.

The purpose of this Guide Notice is to notify the grantee community that in recent months NIH has determined that the email notification system can be improved to ensure that email notifications are consistently and correctly sent.

Actions Being Taken:

While implementing this improvement, NIH determined that certain NoA notifications were not initially sent to the grantee.  For those in this category since July 1, 2009, NIH has regenerated these notifications and sent them to the grantee.  Please note that the delayed sending of NoA email notification does not affect the original content (e.g., award date, dollars awarded, etc) or their posting in the eRA Commons. 

System improvements will be implemented over the course of the next few months by the eRA Team.  A partial system improvement will be released on July 24, 2009 and the final improvement will be made in October 2009.  An automated notification monitoring system will also be put in place in October to ensure that any NoA notification errors are addressed in a timely manner.  In the meantime, eRA staff will perform daily, manual checks to identify any notification anomalies and regenerate NoA notifications as needed.

Signing Officials (SOs) can also assist in this improvement effort by ensuring that the NoA email address recorded in the Institutional Profile for your institution is kept current.  SOs can edit the award email field by following the instructions provided in the Editing Institutional Profile Information link in the eRA Commons.  Grantee institutions are strongly encouraged to use a unique email address that is not specific to an individual to avoid notification problems when personnel change.  The organization is responsible for maintaining an accurate NoA email address.

Ways to Identify Issues NoAs:

In addition to the email notifications, grantees are reminded that there are other ways to check for recently issues awards within the eRA System:

Inquiries

Inquiries concerning this Notice may be directed to:

eRA Commons Help Desk
Web: http://ithelpdesk.nih.gov/eRA/
Toll-free: 1-866-504-9552
Phone: 301-402-7469
TTY: 301-451-5939
Hours: Mon-Fri, 7a.m. to 8 p.m. Eastern Time

 

 

 


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