Where can you find your received requests? What can you expect after you receive a request for a resource?
Managing Received Requests
You can find received requests by navigating to My Account > Requests. Under the Received Requests tab you can find a list of all the received requests which are currently active.
If you are listed as the contact for a resource, you will also receive an email notifying you of the new request, and you are automatically assigned to the request.
You can reassign a different Team member to the request by clicking on the dropdown on the request card titled Assigned To and choose a different member of your team. All members have the permission to reassign requests.
There are a maximum of 6 stages in the request cycle, sometimes less depending on the request requirements specified for the resource. Below is the description of each stage and what is expected of you as the sharer at each stage.
All new requests and requests which haven't yet received a response are in the ‘Open’ state.
At this stage you are expected to review the materials submitted and accept or reject the request.
If you have required an MTA, IRB or Payment information, they will be asked to provide those once you have accepted the request.
If you choose to reject a request, please specify your reasons for rejecting the request.
Awaiting Additional Information
Once you accept a request, the request will move to this stage only if the resource requires an MTA, IRB or shipping payment information from the Requester; otherwise it will directly go to the ‘In Fulfillment’ stage.
At this stage, you are not required to take any action. You will be notified via email when the Requester provides the requested information.
If an MTA is required, you will need to download the partially-signed MTA, sign it, and upload it. You can also review other materials submitted by the Requester.
If an MTA is not required, the request will directly go to the ‘In Fulfillment’ stage.
This stage indicates to the Requester that you are working on fulfilling their request.
If the resource needs to be shipped, you can find the shipping information on the request details page, as shown below:
Once done, click on ‘Mark Fulfilled’. You will be prompted to add a Fulfillment Note. You can provide tracking information or instructions on how to open/process the files for use, etc.
After you mark a request as Fulfilled, the request is moved to the Fulfilled stage. At this point, the CCRR Portal considers the request closed.
When the Requesters receive the resource, they may verify it, in which case you will see a little check mark next to the request. Requesters can also report an issue (For example: the cells arrived dead), in which case it will be bumped back to the ‘In Fulfillment (issue reported)’ stage.
In Fulfillment (issue reported)
At this stage, the Requester has reported an issue with the resource they have received. You can see the description of the issue they have provided, and you can also reach out to them for more details.
Once it is resolved, you can click on ‘Mark as Fulfilled’ and provide the relevant details in the Fulfillment Note.
You can reject the request at any stage. You can find the reject button at the bottom of the Request Details page as shown below
Requesters can cancel a request at any stage before ‘In Fulfillment’.