Batch Correspondence
Batch Correspondence allows the IRB Administrator to send notices to the Researcher regarding pending or upcoming actions on a protocol. One or more notices can be sent prior to automatically perform an action against the protocol. The batch correspondence action, once configured in this maintenance document, will be manually executed from within the Committee document. The Batch Correspondence screen allows you to select a Correspondence Type, specify when the correspondence will occur, and select the type of notification action that will occur. Multiple notification actions can be added for each correspondence type. Additionally the Batch Correspondence screen allows you to close or suspend previously-scheduled correspondence actions.
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Existing Value Modification: Existing values may be edited as long as the description is synonymous with the original term. New values can be added. You should not delete existing values. |
Figure 1302 Batch Correspondence Screen – Batch Correspondence Section Example (Protocol Renewal Reminders)
The Batch Correspondence maintenance document is actually a maintenance screen that consists of a single tabbed section. The Batch Correspondence section is comprised of a Correspondence Type selection area with a button that refreshes the area below it to include entry and selection fields with add and delete buttons.
Table 765 Batch Correspondence Screen – Batch Correspondence Section Field Descriptions
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Field |
Description |
|
Correspondence Type |
Select an option from the list as desired (for example,
Protocol Renewal Reminders or
Reminder to IRB Notifications). |
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Click the refresh button after you have made
your selection in the Correspondence Type field to customize the table
below with the appropriate corresponding Days entry and Action selection
fields. |
|
Days (prior Protocol Expiration) for renewal reminders |
Enter the number of days prior to the Protocol’s expiration date for which a reminder should be sent (for example, if 60 is entered, then all protocols scheduled to expire in the next 60 days will receive a reminder). One or more reminder dates can be specified. |
|
Days (since Committee Action) for IRB notifications |
Enter the number of days since the last Committee action for which a reminder should be sent (for example, if 30 is entered, then all protocols that were returned to the Researcher for revisions in the last 30 days will receive a reminder). One or more reminder dates can be specified. |
|
Take this Action |
Select a notification action option from the list, as
appropriate. Refer to the Take this Action list examples below this
table for examples of available letters, reports, and notices. The
options available are configurable by implementing institution. Use
the drop-down To close or suspend the batch correspondence, in the
second dropdown menu, select either Closed (Administratively closed) or
Suspended as appropriate, then click the save button. |
|
Actions |
Click the add
|
Use the 
button to add your
entry/selection as a row in the table below. Click the
delete
button to
remove a previously-added line item row from the table.
Correspondence Action Examples
Correspondence actions are managed in a separate maintenance document.
Figure 1303 Batch Correspondence - Take this Action List Option Examples
Common Feature
The Batch Correspondence screen includes the following feature that is common to most KC maintenance documents:
Table 766 Batch Correspondence Screen - Link to Common Component Instructions
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Common Maintenance E-Doc Component |
Cross-Reference Links To Usage Instructions |
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Action Buttons |
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Process
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For information about reloading, submitting, saving, closing, and/or canceling, see “Common Maintenance E-Doc Operations” in the Overview section. |
Figure 1304 Batch Correspondence Screen – Batch Correspondence Section Example (Reminder to IRB Notifications)