COI Communication Management

 

The Communication Management page allows the Super User to set up the e-mail communications to notify COI participants.  The first step is to select the Notification Type from the drop down box. 

There are four types of notifications that can be set up:

  1. COI Open Enrollment Notification – This e-mail type will be sent to ALL COI participants and should include the instructions that you want all COI users to have at the Open Enrollment period.

  2. COI Reminder Notification – This e-mail type will be sent to COI participants who have not yet submitted their COI and should include instructions reminding them to submit their COI

  3. COI Overdue Notification – This e-mail type will be sent to COI participants who have not yet submitted their COI and should include instructions for the people who have missed the deadline.

  4. COI Notification – This e-mail type will be sent to selected individuals from the Supervisor Summary page at the discretion of the Supervisor or Super User.  It should include instructions notifying the COI participant to complete their COI.

 

After selecting the Notification type, any text you may have saved previously for that type will appear.  You can enter or change the e-mail message content as desired and press ‘Save Content’ to store your message. 

 

The ‘Reporting Period’ was added to the Communication Management Page to allow the COI Administrators to label what the current COI cycle is called.  This reporting period is displayed on the MY COI page.  Any new COI’s added via open enrollment or by clicking ‘add new’ from the My COI page will get assigned the latest Reporting Period selected.  All COI’s for the very first cycle will have a reporting period of ‘2007 / 2K-5’.  COI Administrators can assign the new reporting period for each COI cycle going forward.

 

Institution and/or Activity Date selections can be made to further limit who gets the e-mail communications.  An Institution selection can be made for Open Enrollment, Reminder and Overdue notifications.  An Activity Date Selection can be made for Open Enrollment only.  Additionally, up to 3 attachments can be included with the e-mail that is sent. These attachments must be uploaded just before clicking send-mail and they are not saved along with the e-mail content.   Below is a summary of how the communications will work depending on what is selected.

 

No Selection

Institution or Activity Date Selection

Open Enrollment w/ no Institution or Activity date selection: 

  • E-mail goes to all COI Participants

  • COI is created (status of Start) for all participants who do not already have a COI with a Status of Start or In Progress

  • Last notified date is updated with current date / time for anyone who was sent an e-mail notification

Open Enrollment w/Institution Selection:

  • E-mail goes to all COI participants in selected Institution

  • COI is created for participants within that Institution who do not already  have a COI with a status of Start or In Progress

  • Last Notified date is updated with current date / time for anyone who was sent an e-mail notification

 

Open Enrollment w/Activity Date Selection:

  • E-mail goes to COI participants who:

  • do not already have a COI with a status of Start or In Progress

  • have not submitted a COI on or after the selected activity date

  • COI is created for participants who have submitted a COI  before the Activity Date

  • Last Notified Date is updated with current date / time for anyone who was sent an e-mail notification

Reminder w/ no Institution Selection:

  • E-mail goes to all COI participants who have a status of Start or In Progress.

  • Last Notified Date is updated with the current date / time for anyone who was sent an e-mail notification.

Reminder with Institution Selection:

  • E-mail goes to all COI participants within the selected institution(s) who have a status of Start or In Progress

  • Last Notified Date is updated with the current date / time for anyone who was sent an e-mail notification

Overdue w/no Institution Selection:

  • E-mail goes to all COI participants who have a status of Start or In Progress.

  • Last Notified Date is updated with the current date / time for anyone who was sent an e-mail notification.

Overdue with Institution Selection:

  • E-mail goes to COI participants within the selected institution(s) who have a status of Start or In Progress

  • Last Notified Date is updated with the current date / time for anyone who was sent an e-mail notification

 

 

Clicking Send will generate the group e-mails for types COI Open Enrollment, COI Reminder, and COI Overdue.  The ‘Send’ button is disabled for COI Notification because that type of notification is sent individually from the Supervisor Summary Page.

 

Screenshot - Communication Management – Open Enrollment

 

Screenshot - Communication Management – Reminder

 

Screenshot - Communication Management – Overdue

 

Screenshot - Communication Management – Notify