Adobe Portfolio – Electronic Recruitment Mailout

General Information: PDF and non-PDF file types can be combined into a secure Adobe Portfolio and used as an electronic recruitment mailout via Outlook.

1.  Send the confidentiality agreement (R:\SRP-DEAS-SHARED\Standard-Documents\Sorted_by_Training_Module\Conflict of Interest\AI-PreMtg_Confidentiality_PreCert.doc) and receive responses from potential reviewers prior to sending the electronic mailout

2.  Create a secure Adobe Portfolio with the files necessary for the mailout (instructions: R:\SRP-DEAS-SHARED\Tools and Technical Guides\Adobe9-Portfolio+SecurityEnv-Create.doc)

Ø  Options for Mailout pack attachments:

Ä  Standard documents for these can be used, including the fillable versions of the Attachment 1 NIH Pre-Cert Instructions and Form and Attachment 3 Reviewer Personal Information Form in this folder: R:\SRP-DEAS-SHARED\Standard-Documents\Sorted_by_Phase\PreMtg\PreMtg_COI

Ä  Excel versions of the Attachment 2 (Conflict of Interest) and Attachment 4 (Reviewer Expertise Checklist) are available for export from SRDMS

Ä  Some SROs are using the doodle calendar instead of sending the Attachment 5 (R:\SRP-DEAS-SHARED\Brown-Bags\2011\110217Doodle.doc)

3.  Email the Adobe Portfolio with instructions for how to use it.

Ø  Sample instructions:

Dear {Reviewer},

Thank you for returning the confidentiality agreement to me with your “signature.”

I am attaching the conflict-of-interest package to this email, it is in an Adobe “Portfolio” (electronic folder) that is password protected.

You will need to have Adobe Acrobat or Reader Version 8 or higher. If a higher version is needed, go to http://www.grants.gov/web/grants/applicants/adobe-software-compatibility.html to download Acrobat Reader.

I will send you the password for the portfolio in an email that will follow this one.

The portfolio includes several files, including a list of involved personnel and institutions, an expertise check list for self-identifying your expertise, and a calendar for availability.

Here are instructions for how to access, save and return the portfolio documents:

1)  Save this attached portfolio to your computer’s desktop.

2)  Open the portfolio with the password provided in the next email from me.

a.  Mac Users: Please open the Adobe Acrobat program first, then locate the Portfolio on your desktop from the Acrobat menu options (File > Open…). Do not use ‘Preview’ or any non-Adobe program to view/update the PDF files.

3)  Open the files in their native applications using the ‘Open’ button in the right-hand corner of the portfolio window (if you only “preview” them, you will not be able to fill them in).

4)  Provide the required information electronically (you can type your name in the name/signature areas).

5)  Click the save button (do not save them to a different location). This will automatically save the files back to the portfolio.

6)  When you are done, save and close the portfolio.

7)  Then simply return the saved portfolio to me as an attachment to an email. It will now contain your completed documents and it will still be secured/password protected!

If you have any trouble, you can always fax the completed forms to me. And if you unable to open the portfolio, I can fax it to you instead.

4.  Send an email with the password for the Adobe Portfolio (separately from the mailout email).