Greetings,
Following a pilot program that
commenced on August 1, beginning tomorrow NED will start sending email
notifications to people whose not-to-exceed (NTE) date in NED is
approaching. This message describes the new feature and includes steps
your IC may want to take to receive BCCs on these
notifications.
How will the NTE
date notifications work?
NTE date notifications will be sent
according to the following rules:
1.
The messages will be sent to
a.
non-US citizens four months in
advance of the NTE date stored in NED.
b.
2.
The messages will *not* be sent to summer students (i.e., NED
records flagged as SUMMER).
3.
The messages will be sent to the
email address stored in the individual’s NED record There are a number of
NED records that have no email address. This means these people will not
receive these NTE date notifications. However, this is no worse than them
not receiving the messages we’re not sending now.
4.
The sender of the messages will
appear as “NED Administrator”.
5.
The subject of the messages will
appear as: NTE Date Expiration
Notification--<name>, <NIH ID>, <SAC>, <NTE
date>, where <name> is the
individual’s full name, <NIH ID> is the individual’s NIH ID number, and
<SAC> is the individual’s SAC, and <NTE date> is the individual’s
NTE date. For example, NTE Date Expiration
Notification—John Doe, 001-0051-185, HNU19, 10/31/2007.
6.
Each message will BCC the NED ADMIN
Notifications distribution list of the institute that owns the NED record.
(See below for more information about these lists, including how they will be
managed.)
7.
The text of the NTE date
notification message will read:
THIS MESSAGE
WAS AUTOMATICALLY GENERATED BY THE NIH
PLEASE DO NOT
RESPOND TO THIS MESSAGE.
The information
in the
NIH Enterprise
Directory (NED) shows that your appointment is
scheduled to expire on ____________ (NED will insert
date).
Please contact
your sponsor/supervisor to ensure submission of the appropriate paperwork to
renew or terminate your appointment.
THIS IS THE
ONLY NOTICE YOU WILL RECEIVE ON THIS SUBJECT. TO AVOID PROBLEMS THAT MIGHT
BE CAUSED BY AN EXPIRATION OF YOUR APPOINTMENT, PLEASE CONTACT YOUR
SPONSOR/SUPERVISOR AS SOON AS POSSIBLE.
8.
As the footer text of the message
indicates, the message will be sent only once. There will be no automated
reminders.
What if others in
the IC want to receive copies of NTE date
notifications?
Some ICs have indicated that they
want AOs or others to be notified by BCC at the same time the individual is
notified (see item 6 above). This can be accommodated by sending a BCC of
the messages to a distribution list for the IC. Each IC will have complete
control of *and responsibility
for* its distribution list. That is, if your IC puts 20 people
in the distribution list, 20 people will receive copies of the NTE date
notifications. If your IC puts no names in the distribution list, no one
will be copied on these messages. To summarize:
1.
The NTE date notifications will BCC
the distribution list of the institute that owns the NED record.
2.
The distribution lists will follow a
standard naming format, i.e., <IC> NED ADMIN Notifications. For
example, CIT NED ADMIN Notifications. (We anticipate that we will use
these distribution lists for other notification functions in the future which is
why they have a generic name rather than a name specific to the NTE date
notification process.)
3.
Each IC’s system administrators will
have complete ownership and control of the IC’s list.
4.
The administrative offices in each
IC will be responsible for managing membership of their list (note: NED IC
Coordinators were added as initial members when lists were
created).
5.
To add members to the list, the
administrative office must contact the
6.
To remove members from the list, the
administrative office must contact the
Can AOs or others
receive notifications according to their servicing area within the IC (i.e.
based on SAC coverage)?
No, all NTE date notifications will
be sent to all members of the IC’s distribution list. However, since
notifications include the individual’s SAC in the subject line, Outlook users
can create rules to filter notifications for people outside of their coverage
area. For example, a rule could be created to automatically move NTE date
notifications to your deleted items folder unless the SAC includes
‘HNXYZ’. Creating Outlook email rules is relatively straight forward,
however, the NED team is drafting a help document that will be distributed in
the next day or two.
Who do we contact
with questions regarding this new feature?
Please contact the NIH Help Desk.
Tom Bodine
(contractor)
Center for
Information Technology
National
Institutes of Health
tbodine@mail.nih.gov
(301)
435-4468