Working with Email Notifications
Working with ARROW Email Notifications
What are email notifications?ARROW automatically sends email notifications to study teams at various points throughout the IRB review process. Email notifications are a convenient feature of the ARROW system that can assist study teams in navigating the IRB review process. Study teams remain responsible, however, for monitoring their IRB submissions, including expiration dates for IRB-approved studies. In addition to using email notifications, the HS-IRBs office recommends that study teams exercise caution and regularly review their ARROW inboxes to monitor their IRB submissions.
What are some examples of when a study team will receive an email notification?Email notifications are sent at many points in the IRB review process including when:
- IRB pre-review comments or IRB requested modifications are available for review
- An application has been scheduled for review at an IRB meeting
- IRB correspondence is ready
- IRB approval is about to expire
Who on the study team receives email notifications?The principal investigator (PI) and point(s) of contact (POC) automatically receive email notifications. Other members of the study team will receive email notifications only if they are listed among those with edit/email access in the initial review application in ARROW. No other members of the study team will receive email notifications.
Will the study team always receive an email notification when their action is required on a submission?Typically, yes. ARROW is designed to send email notifications to the study team whenever action on their part is required to move a submission forward in the IRB review process. The ARROW system is monitored to ensure that ARROW is sending notifications out. A study team member's email settings or other technical issues external to ARROW may result, however, in a notification not being received by that study team. As a result, the HS-IRBs office recommends that study teams exercise caution and regularly review their ARROW inboxes to monitor their IRB submissions.
What should a study team do if it thinks it is not receiving email notifications?If you think you are not receiving email notifications from ARROW, please contact the ARROW Help Desk at firstname.lastname@example.org. Please be sure to include the IRB number for the study and, if possible, what email notification you think has been missed (e.g., not being notified when pre-review comments are ready).
Can study teams choose not to receive email notifications?No. If you are a PI, point of contact or study team member with edit/email access and you do not wish to see email notifications from ARROW, most email programs have settings that will allow you to filter out ARROW emails from your inbox. Please consult with your departmental IT resources for assistance in adjusting your email settings. NOTE: If you choose to divert ARROW email notifications to a separate folder, be sure to check the folder regularly to avoid missing important reminders.
Can study teams change their email addresses in ARROWNo. The email addresses in ARROW are drawn directly from the Human Resources System (HRS). If you wish to alter your contact information, please follow the guidance available here to change a business email address.
Tips on Email Notifications
- Study teams should not rely solely on email notifications to monitor their submissions and should regularly review their inboxes.
- Email notifications typically require study teams to log in to their ARROW accounts to take additional action and should NOT be replied to directly.
- Be sure the Human Resources System (HRS) has your correct email address on file.
- If you have questions about a notification, please ask the staff reviewer for that particular submission for assistance.