Batch Correspondence

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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.

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 1889 Batch Correspondence Screen – Batch Correspondence Section Example (Protocol Renewal Reminders)

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Figure 1890 Batch Correspondence Screen – Batch Correspondence Section Example (Reminder to IRB Notifications)

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 845 Batch Correspondence Screen – Batch Correspondence Section Field Descriptions

Field	Description
Correspondence Type	Select an option from the list as desired (for example, Protocol Renewal Reminders or Reminder to IRB Notifications). Use the drop-down menu by clicking the down arrow to display the list, and then click on an item in the list to highlight and select it to populate the box with your selection.
	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 reminder to 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 menu by clicking the down arrow to display the list, and then click on an item in the list to highlight and select it to populate the box with your selection. To close, suspend, abandon or expire the protocol, in the second dropdown menu, select either as appropriate, then click the save button.
Actions	Click the add 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. For more information about basic line item functionality, see “Common Line Item Operations” in Common E-Doc Operations.

Correspondence templates Examples

Correspondence templates are managed in a separate maintenance document – Correspondence Templates

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Figure 1891 Correspondence Templates

Common Features

This maintenance document includes the following features that are common to most KC maintenance documents:

Table 846 Links to Common Maintenance Document Component Instructions

Common Maintenance E-Doc Component	Cross-Reference Links To Usage Instructions
Document Header	For more information, see “Header Area” in E-Doc Fundamentals.
Document Overview Section	For more information, see “Document Overview” in Common E-Doc Tabbed Sections.
Notes and Attachments Section	For more information, see “Notes and Attachments” in Common E-Doc Tabbed Sections.
Ad Hoc Recipients Section	For more information, see “Ad Hoc Recipients” in Common E-Doc Tabbed Sections.
Route Log Section	For more information, see “Route Log” in Common E-Doc Tabbed Sections.
Action Buttons	For more information, see “Action Buttons” in Selection, Entry and Action Tools.

Process

For information about searching for, initiating, editing, copying, submitting, saving, closing, canceling, and/or routing a maintenance document, see “Common Maintenance E-Doc Operations” in the Overview section.