How far back should the initial bot send emails?

dmullen17 commented 6 years ago

How far back in time should we go for the initial round of NSF award correspondences? For instance we can look for all awards < 2 years old and send initial correspondence emails. Or we could look for all non-expired awards and set up some email conditions, for instance:

for all awards < 1 year old send an initial correspondence + annual report email
for all awards > 1 year old send annual report due date email and no initial correspondence email

Once the bot is up and running it will take care of new awards by itself, but we need to decide how to handle contacting existing NSF awards so as not to inundate them with emails at once.

mbjones commented 6 years ago

Be sure to only send emails to awards with the active flag set, and not to closed ones.

Matt

On Tue, Jul 24, 2018 at 12:45 PM, Dominic Mullen notifications@github.com wrote:

How far back in time should the initial request to the NSF API go? For instance we can look for all awards < 2 years old and send initial correspondence emails. We could also set up some conditions, for instance:

for all awards < 1 year old send an initial correspondence + annual report email

for all awards > 1 year old send annual report due date email

Even with the above conditions we still need to decide how far in the past we want to query for NSF awards.

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dmullen17 commented 6 years ago

@mbjones the bot has that logic. So you'd like us to contact all active NSF awards regardless of how far back they started? We can discuss more on the ADC friday call as well - it's on the agenda.

jagoldstein commented 6 years ago

If an award is passed its expDate according to www.research.gov/common/webapi/awardapisearch-v1.htm we consider it "closed". Otherwise, we assume it is "active". Please correct us if this logic is flawed or needs refinement.

Which emails should we send @mbjones ? Have you sent the drafts to NSF yet? Two weeks ago, you said this was a priority for NSF and to hurry to prepare the email language so it could be approved by them.

jagoldstein commented 6 years ago

https://github.com/NCEAS/awards-bot/issues/6

dmullen17 commented 6 years ago

Contact proposal:

General contact:

Send an initial congratulatory email at the start of each award, also highlights what is expected of them.
Send a reminder to submit the first annual report 8 months after the start of the award, along with a recurring reminder each subsequent year
Send a reminder to submit AON data 11 months after the start of the award, along with a recurring reminder every 6 months afterward

Initial contact for already active awards:

There are 491 active Arctic NSF awards.
Of these 44 are already referenced in the Arctic Data Center - we will not contact these immediately.
Of the remaining awards 30 expire on July 31st - contact these with a reminder that their award is expiring soon.
Of the remaining awards 138 started within the past year - contact these with the initial congratulatory email outlining what is expected of them.

This contains a summary of the active awards along with flags if they have one month remaining, started within the past year, or are already documented. active_awards.xlsx

NCEAS / awards-bot

How far back should the initial bot send emails? #9