Correspondence

Agency-Specific Instructions: This screen is visible to NIAID users only.

Correspondence screen for NIAID users

The Correspondence screen is used to generate emails on a variety of topics to be sent to council members.

Accessing the Correspondence screen

1. Click the Correspondence tab on the ECB toolbar at the top of the screen. The Correspondence screen is displayed.

Creating Email for all Ad Hoc Council Members

1. Click the NIAID Correspondences drop down and select Email for all Ad Hoc Council Members.
2. Click the Generate button. The Confirm Correspondence Generation - Email screen is displayed in a new tab.

By default, the screen contains the following:

a. NIAIDECBsupport@niaid.nih.gov is listed in the From field. This cannot be changed.
b. Email addresses for all ad hoc council members for the current council round are listed in the To field.

IMPORTANT: You can add, modify, or delete email addresses, but that will not affect the list of ad hoc council members. To modify the list of ad hoc council members, refer to the Manage Council Members Screen topic.

c. NIAIDECBsupport@niaid.nih.gov is listed in the CC field. You may modify this if desired.
d. The Subject field is completed with the name of the email template.You may modify this if desired.
e. A draft email template is displayed in the Body field.

IMPORTANT: At minimum, you should edit the bracketed text ([text]) to specify the council round in the first paragraph and add a link to the instructions in the third paragraph.

3. Modify the fields as appropriate.
4. Click the Generate Email button in the lower-right corner of the screen. The email is sent and a confirmation screen is displayed.
5. Close the tab to return to the ECB screen.

NOTE: To view a copy of the sent email, access the NIAIDECBsupport@niaid.nih.gov mailbox. ECB does not keep a list of sent messages.

Creating Email for all Ex Officio ARAC Council Members

1. Click the NIAID Correspondences drop down and select Email for all Ex Officio ARAC Council Members.
2. Click the Generate button. The Confirm Correspondence Generation - Email screen is displayed in a new tab.

By default, the screen contains the following:

a. NIAIDECBsupport@niaid.nih.gov is listed in the From field. This cannot be changed.
b. Email addresses for all Ex Officio council members for the current council of the PAC ARAC committee are listed in the To field.

IMPORTANT: You can add, modify, or delete email addresses, but that will not affect the list of ex officio council members. To modify the list of ex officio council members, refer to the Manage Council Members Screen topic.

c. NIAIDECBsupport@niaid.nih.gov is listed in the CC field. You may modify this if desired.
d. The Subject field is completed with the name of the email template.You may modify this if desired.
e. A draft email template is displayed in the Body field.

IMPORTANT: At minimum, you should check the committee information in the first paragraph and add a link to the instructions in the fourth and fifth paragraphs.

3. Modify the fields as appropriate.
4. Click the Generate Email button in the lower-right corner of the screen. The email is sent and a confirmation screen is displayed.
5. Close the tab to return to the ECB screen.

NOTE: To view a copy of the sent email, access the NIAIDECBsupport@niaid.nih.gov mailbox. ECB does not keep a list of sent messages.

Creating Email for all Ex Officio Advisory Council Members

1. Click the NIAID Correspondences drop down and select Email for all Ex Officio Advisory Council Members.
2. Click the Generate button. The Confirm Correspondence Generation - Email screen is displayed in a new tab.

By default, the screen contains the following:

a. NIAIDECBsupport@niaid.nih.gov is listed in the From field. This cannot be changed.
b. Email addresses for all Ex Officio council members for the current council from the NAC committee for NIAID are listed in the To field.

IMPORTANT: You can add, modify, or delete email addresses, but that will not affect the list of ex officio council members. To modify the list of ex officio council members, refer to the Manage Council Members Screen topic.

c. NIAIDECBsupport@niaid.nih.gov is listed in the CC field. You may modify this if desired.
d. The Subject field is completed with the name of the email template.You may modify this if desired.
e. A draft email template is displayed in the Body field.

IMPORTANT: At minimum, you should check the committee information in the first paragraph and add a link to the instructions in the fourth paragraph.

3. Modify the fields as appropriate.
4. Click the Generate Email button in the lower-right corner of the screen. The email is sent and a confirmation screen is displayed.
5. Close the tab to return to the ECB screen.

NOTE: To view a copy of the sent email, access the NIAIDECBsupport@niaid.nih.gov mailbox. ECB does not keep a list of sent messages.

Creating Email for Early Concurrence - Projects Needing Your Vote

1. Click the NIAID Correspondences drop down and select Early Concurrence - Projects Needing Your Vote.
2. Click the Generate button. The Confirm Correspondence Generation - Email screen is displayed in a new tab.

By default, the screen contains the following:

a. NIAIDECBsupport@niaid.nih.gov is listed in the From field. This cannot be changed.
b. Email addresses for all early concurrence council members for the current council are listed in the To field.

IMPORTANT: You can add, modify, or delete email addresses, but that will not affect the list of early concurrence council members. To modify the list of early concurrence council members, refer to the Manage Council Members Screen topic.

c. NIAIDECBsupport@niaid.nih.gov is listed in the CC field. You may modify this if desired.
d. The Subject field is completed with the name of the email template.You may modify this if desired.
e. A draft email template is displayed in the Body field.

IMPORTANT: At minimum, you should check the dates in the first and second paragraphs.

3. Modify the fields as appropriate.
4. Click the Generate Email button in the lower-right corner of the screen. The email is sent and a confirmation screen is displayed.
5. Close the tab to return to the ECB screen.

NOTE: To view a copy of the sent email, access the NIAIDECBsupport@niaid.nih.gov mailbox. ECB does not keep a list of sent messages.

Creating Email Template for all Early Concurrence Council Members

1. Click the NIAID Correspondences drop down and select Email Template for all Early Concurrence Council Members.
2. Click the Generate button. The Confirm Correspondence Generation - Email screen is displayed in a new tab.

By default, the screen contains the following:

a. NIAIDECBsupport@niaid.nih.gov is listed in the From field. This cannot be changed.
b. Email addresses for all early concurrence council members for the current council are listed in the To field.

IMPORTANT: You can add, modify, or delete email addresses, but that will not affect the list of early concurrence council members. To modify the list of early concurrence council members, refer to the Manage Council Members Screen topic.

c. NIAIDECBsupport@niaid.nih.gov is listed in the CC field. You may modify this if desired.
d. The Subject field is completed with the name of the email template.You may modify this if desired.
e. A draft email template is displayed in the Body field.

IMPORTANT: At minimum, you should check the dates in the third paragraph and add a link to the instructions in the fifth paragraph.

3. Modify the fields as appropriate.
4. Click the Generate Email button in the lower-right corner of the screen. The email is sent and a confirmation screen is displayed.
5. Close the tab to return to the ECB screen.

NOTE: To view a copy of the sent email, access the NIAIDECBsupport@niaid.nih.gov mailbox. ECB does not keep a list of sent messages.

Creating Email for Materials Available - In Person

1. Click the NIAID Correspondences drop down and select Materials Available - In Person.
2. Click the Generate button. The Confirm Correspondence Generation - Email screen is displayed in a new tab.

By default, the screen contains the following:

a. NIAIDECBsupport@niaid.nih.gov is listed in the From field. This cannot be changed.
b. Email addresses for all active, enabled, and invited council members for the current council are listed in the To field.

IMPORTANT: You can add, modify, or delete email addresses, but that will not affect the list of council members. To modify the list of council members, refer to the Manage Council Members Screen topic.

c. NIAIDECBsupport@niaid.nih.gov is listed in the CC field. You may modify this if desired.
d. The Subject field is completed with the name of the email template.You may modify this if desired.
e. A draft email template is displayed in the Body field.

IMPORTANT: At minimum, you should check the date in the first paragraph.

3. Modify the fields as appropriate.
4. Click the Generate Email button in the lower-right corner of the screen. The email is sent and a confirmation screen is displayed.
5. Close the tab to return to the ECB screen.

NOTE: To view a copy of the sent email, access the NIAIDECBsupport@niaid.nih.gov mailbox. ECB does not keep a list of sent messages.

Creating Email for Materials Available - Remote

1. Click the NIAID Correspondences drop down and select Materials Available - Remote.
2. Click the Generate button. The Confirm Correspondence Generation - Email screen is displayed in a new tab.

By default, the screen contains the following:

a. NIAIDECBsupport@niaid.nih.gov is listed in the From field. This cannot be changed.
b. Email addresses for all active, enabled, and invited council members for the current council are listed in the To field

IMPORTANT: You can add, modify, or delete email addresses, but that will not affect the list of council members. To modify the list of council members, refer to the Manage Council Members Screen topic.

c. NIAIDECBsupport@niaid.nih.gov is listed in the CC field. You may modify this if desired.
d. The Subject field is completed with the name of the email template.You may modify this if desired.
e. A draft email template is displayed in the Body field.

IMPORTANT: At minimum, you should check the date in the first paragraph and edit the bracketed text ([text]) to specify the council round in the third paragraph

3. Modify the fields as appropriate.
4. Click the Generate Email button in the lower-right corner of the screen. The email is sent and a confirmation screen is displayed.
5. Close the tab to return to the ECB screen.

NOTE: To view a copy of the sent email, access the NIAIDECBsupport@niaid.nih.gov mailbox. ECB does not keep a list of sent messages.

Creating Email for all Regular ARAC Council Members

1. Click the NIAID Correspondences drop down and select Email for all Regular ARAC Council Members.
2. Click the Generate button. The Confirm Correspondence Generation - Email screen is displayed in a new tab.

By default, the screen contains the following:

a. NIAIDECBsupport@niaid.nih.gov is listed in the From field. This cannot be changed.
b. Email addresses for all council members for the current council of the PAC ARAC committee are listed in the To field.

IMPORTANT: You can add, modify, or delete email addresses, but that will not affect the list of council members. To modify the list of council members, refer to the Manage Council Members Screen topic.

c. NIAIDECBsupport@niaid.nih.gov is listed in the CC field. You may modify this if desired.
d. The Subject field is blank. Enter a subject for the email.
e. A draft email template is displayed in the Body field.

IMPORTANT: At minimum, you should check the committee information in the first paragraph and add a link to the instructions in the fourth and fifth paragraphs.

3. Modify the fields as appropriate.
4. Click the Generate Email button in the lower-right corner of the screen. The email is sent and a confirmation screen is displayed.
5. Close the tab to return to the ECB screen.

NOTE: To view a copy of the sent email, access the NIAIDECBsupport@niaid.nih.gov mailbox. ECB does not keep a list of sent messages.

Creating Email for all Regular Council Members

1. Click the NIAID Correspondences drop down and select Email for all Regular Council Members.
2. Click the Generate button. The Confirm Correspondence Generation - Email screen is displayed in a new tab.

By default, the screen contains the following:

a. NIAIDECBsupport@niaid.nih.gov is listed in the From field. This cannot be changed.
b. Email addresses for all active, enabled, and invited council members for the current council round are listed in the To field.

IMPORTANT: You can add, modify, or delete email addresses, but that will not affect the list of council members. To modify the list of council members, refer to the Manage Council Members Screen topic.

c. NIAIDECBsupport@niaid.nih.gov is listed in the CC field. You may modify this if desired.
d. The Subject field is completed with the name of the email template.You may modify this if desired.
e. A draft email template is displayed in the Body field.

IMPORTANT: At minimum, you should check the committee information in the first paragraph.

3. Modify the fields as appropriate.
4. Click the Generate Email button in the lower-right corner of the screen. The email is sent and a confirmation screen is displayed.
5. Close the tab to return to the ECB screen.

NOTE: To view a copy of the sent email, access the NIAIDECBsupport@niaid.nih.gov mailbox. ECB does not keep a list of sent messages.