Child pages
  • iDisclose v3.0 Step By Step (Single Page)

Versions Compared

Key

  • This line was added.
  • This line was removed.
  • Formatting was changed.

Table of Contents
stylecircle

Accessing My iDisclose Reports

Sign On

  1. Go to https://vpr.uthscsa.edu/iDisclose
  2. Click on My iDisclose Reports
  3. Log on using your UTHSCSA email address and password

The iDisclose Dashboard

Completing your disclosures of outside activities takes place through the iDisclose Dashboard. Contents in the Dashboard are My Tasks and My Reports. If you are new employee to the HSC this calendar year (2014) you will only see My Tasks.
My Tasks will contain your available annual reports to complete.  New employees will see Complete your New Employee Report and current employees will see Complete your CY 2013 annual report

Menus & Icons

 

My Tasks Menu will display your available reports to complete.
My Reports Menu
displays a list of options for the current report including Download a PDF and Logout. If you completed a report for the CY 2013, the option to download and view will be available to you.  Any reports prior to the CY 2013 reporting will not be available and will be grayed out.
Action column is where you choose the period for which you are reporting
Task Status will display the status of your report, and will include a date stamp. 

The Information Bar icons are:

Begins the reporting process and will direct you to the Overview page.

Allows you to edit a report.

Deletes a report.

Allows you to view your report within a browser window.
Allows you to email a PDF version of your report.
Allows you to download a PDF version of your report.

 

Disclosing as a New Employee

Step 1 - Start Here

  1. Click Begin for the Task, Complete your New Employee report
  2. Answer the (4) Yes / No questions.
    1. Your relationship with for-profit entities
    2. Your relationship with non-profit entities
    3. Gift reporting as required by the State of Texas
  3. Your conduct of research as part of employment
  4. Click Continue to the Next Step when finished.

  5. Tip
    If Q1-3 answers are No, this indicates you have nothing to declare. You will advance to Step 3 - Certify.



Step 2 -  Entities

An entity is an individual, business, institution or organization that you interact with and with whom you have external activities to disclose. Before navigating to the disclosure page, you must have at least 1 Entity within your Entity List and it must be active.  If you would like to use an Entity from last year, the Actions column contains options to edit, or to simply view your entity.  If you need to add a new entity, click the Add New button, and begin to complete the Add Entity Details page.

Image Removed

 

Image Added

NOTE: As a New Employee you will have no entities displayed. Any entities you add now will be available for your use in the future. If you entered disclosures for CY 2012, your entities for those disclosures will be available.

Add an Entity
  • Click  and  complete all fields. 
  • Complete Entity Name
  • Complete the Location - Street Address and City State/Province, Country
  • Entity Category:
    • For-Profit, Non-Profit, Gift Source
  • Entity Type:
    • Higher Ed Institution, Federal Agency, State/Local Agency, Home Business, Publicly Traded Co, Privately Traded Co, Professional Society, Other
  • Click Save
Edit an Entity
  • Click on the Pencil icon in the activity column of the entity you are wanting to edit.
  • The information about that entity will be appear in the fields in the bottom half of the window.
  • Make your changes and select the blue Save button.
Delete an Entity
  • Click on the Trashcan icon in the Action column of the entity you want to delete.
  • A warning message will be displayed asking you to confirm your action.
  • Click on the blue Delete button to delete the entity or select Cancel if you change your mind.
  • Remember, if you simply want to stop an entity from displaying as an option when completing your Disclosure page, Inactivate the entity.

NOTES: About deleting entities:

  1. Entities that are used in a report that has been certified and submitted cannot be deleted. If you choose to delete such an entity it will be made permanently unavailable to you.
  2. Deleting an entity that has never been used in a report is permitted.
  3. If you delete an entity used in a disclosure that is part of your current report, you must either delete the disclosure or add the appropriate entity to it.
Activate/Inactivate an Entity

Remember that entities must be activated in order to use them in your disclosures. This feature is intended to provide you with a way of limiting the number of entities that are available for use in disclosures without needing to delete them.

  • If the Entity Status shows the Active button, your entity is Active.
    • To make Inactive, click the Active button.
  • If the Entity Status shows the Inactive button, your entity is Inactive.
    • To make Active, click the Inactive button.

NOTES:
If you intend to use your entity in order to document future disclosures, Inactive the entity. If you delete, you will not be able to retrieve what has been deleted.

Menus & Icons

Allows you to edit an Entity.

Deletes an Entity.

Allows you to view your Entity within a browser window.
Allow your Entity to be displayed as an option within the Disclosures page.

Prevents your Entity from being displayed within the Disclosures page as an option.

Step 3 -  Disclosures

A disclosure contains the details of your activities with an outside entity. The first time you open this window there will be no disclosures to display.

Add a Disclosure

To proceed with creating a disclosure, complete all fields:

  • Click  and  complete all fields. 
  • Disclosure For
    • Myself, Spouse, Dependent child, Parent, Unmarried Adult (living with you), Other
  • Entity Name - select from the list. All active entities will be displayed.
  • Disclosure Type
    • Compensation, Travel Only, Outside Employment, Substantial Business Interest, Fiduciary Role, Equity, Intellectual Property, Royalties, Supervisory Relationship, Gifts, Other
  • Type of Activity
    • Advisory Board / Committee, Governing Board, Consultant, Equity Holdings, Expert Witness, IP Rights, Royalty Income, Speaker, Reviewer, Travel, Volunteer, Other
  • Research related - is this activity related to you sponsored research?
  • Description of Activity
  • Amount Paid
  • Disposition
    • Kept It, Turned it In, Not Applicable, Other
  • Duration (in days)
  • Continue
    • Yes, No, Not Sure, Not Applicable

Used Vacation - do you use vacation time performing this activity?

    • Yes, No, Not Applicable


  • Click Save when done. You will be directed back to the Disclosures page.
Edit a Disclosure
  • Click on the Pencil icon in the activity column of the entity you are wanting to edit.
  • The information about that entity will be appear in the fields in the bottom half of the window.
  • Make your changes and select the blue Save button.
Delete a Disclosure
  • Click on the Trashcan icon in the Action column of the disclosure you want to delete.
  • A warning message will be displayed asking you to confirm your action.
  • Click on the blue Delete button to delete the entity or select Cancel if you change your mind.
  • Remember, if you simply want to stop an entity from displaying as an option when completing your Disclosure page, Inactivate the entity.

NOTES: About editing and deleting a disclosure:

  1. A disclosure can only be deleted if it is part of a report you are editing.
  2. Similarly, a disclosure can only be edited before you submit your report.
  3. Disclosures in reports that have been certified and submitted cannot be deleted (the trashcan button will be disabled).
  4. Similarly, disclosures cannot be edited if the report has been submitted. The Pencil button will cause the details to be displayed in the bottom half of the window but all fields will be disabled.

Step 3 - Certification

The final step is Certification.  You must check each box in order to submit your report; each certification is mandated by the policies described on this page.

  1. Check each certification box. Note: Statement 2 will only be available if you confirmed that you do conduct research as part of your employment within the Overview page, Q4.
  2. The Submit button will activate, and a confirmation message will display.


  3. Once you submit your report, your session in the iDisclose system will automatically end.
  4. If you entered disclosures, you will receive two emails. One indicating your report was received and submitted successfully, and the second email with a PDF attachment of your report.  If you did not enter disclosures, you will receive one email indicating your report was received and submitted successfully.

Disclosing as a Current Employee

Step 1 - Start Here

  1. Once signed on, you will see a Welcome message, review and click Continue.


  2. Click Begin for the Task, Complete your CY 2013 report

    1. If you completed a CY 2012 report, you will be given an option to clone last year's report. Cloning last year's report will populate your disclosure information.  If you do not want to clone, click Cancel.
  3. Answer the (4) Yes / No questions.
    1. Your relationship with for-profit entities
    2. Your relationship with non-profit entities
    3. Gift reporting as required by the State of Texas
  4. Your conduct of research as part of employment
  5. Click Continue to the Next Step when finished.

  6. Tip
    If Q1-3 answers are No, this indicates you have nothing to declare. You will advance to Step 3 - Certify.



Step 2 - Entities

An entity is an individual, business, institution or organization that you interact with and with whom you have external activities to disclose. Before navigating to the disclosure page, you must have at least 1 Entity within your Entity List and it must be active.  If you would like to use an Entity from last year, the Actions column contains options to edit, or to simply view your entity.  If you need to add a new entity, click the Add New button, and begin to complete the Add Entity Details page.

NOTE: As a New Employee you will have no entities displayed. Any entities you add now will be available for your use in the future. If you entered disclosures for CY 2012, your entities for those disclosures will be available.

Add an Entity
  • Click  and  complete all fields. 
  • Complete Entity Name
  • Complete the Location - Street Address and City State/Province, Country
  • Entity Category:
    • For-Profit, Non-Profit, Gift Source
  • Entity Type:
    • Higher Ed Institution, Federal Agency, State/Local Agency, Home Business, Publicly Traded Co, Privately Traded Co, Professional Society, Other
  • Click Save
Edit an Entity
  • Click on the Pencil icon in the activity column of the entity you are wanting to edit.
  • The information about that entity will be appear in the fields in the bottom half of the window.
  • Make your changes and select the blue Save button.
Delete an Entity
  • Click on the Trashcan icon in the Action column of the entity you want to delete.
  • A warning message will be displayed asking you to confirm your action.
  • Click on the blue Delete button to delete the entity or select Cancel if you change your mind.
  • Remember, if you simply want to stop an entity from displaying as an option when completing your Disclosure page, Inactivate the entity.

NOTES: About deleting entities:

  1. Entities that are used in a report that has been certified and submitted cannot be deleted. If you choose to delete such an entity it will be made permanently unavailable to you.
  2. Deleting an entity that has never been used in a report is permitted.
  3. If you delete an entity used in a disclosure that is part of your current report, you must either delete the disclosure or add the appropriate entity to it.
Activate/Inactivate an Entity

Remember that entities must be activated in order to use them in your disclosures. This feature is intended to provide you with a way of limiting the number of entities that are available for use in disclosures without needing to delete them.

  • If the Entity Status shows the Active button, your entity is Active.
    • To make Inactive, click the Active button.
  • If the Entity Status shows the Inactive button, your entity is Inactive.
    • To make Active, click the Inactive button.

NOTES:
If you intend to use your entity in order to document future disclosures, Inactive the entity. If you delete, you will not be able to retrieve what has been deleted.

Menus & Icons

Allows you to edit an Entity.

Deletes an Entity.

Allows you to view your Entity within a browser window.
Allow your Entity to be displayed as an option within the Disclosures page.

Prevents your Entity from being displayed within the Disclosures page as an option.

Step 3 -  Disclosures

A disclosure contains the details of your activities with an outside entity. The first time you open this window there will be no disclosures to display.

Add a Disclosure

To proceed with creating a disclosure, complete all fields:

  • Click  and  complete all fields. 
  • Disclosure For
    • Myself, Spouse, Dependent child, Parent, Unmarried Adult (living with you), Other
  • Entity Name - select from the list. All active entities will be displayed.
  • Disclosure Type
    • Compensation, Travel Only, Outside Employment, Substantial Business Interest, Fiduciary Role, Equity, Intellectual Property, Royalties, Supervisory Relationship, Gifts, Other
  • Type of Activity
    • Advisory Board / Committee, Governing Board, Consultant, Equity Holdings, Expert Witness, IP Rights, Royalty Income, Speaker, Reviewer, Travel, Volunteer, Other
  • Research related - is this activity related to you sponsored research?
  • Description of Activity
  • Amount Paid
  • Disposition
    • Kept It, Turned it In, Not Applicable, Other
  • Duration (in days)
  • Continue
    • Yes, No, Not Sure, Not Applicable

Used Vacation - do you use vacation time performing this activity?

    • Yes, No, Not Applicable


  • Click Save when done. You will be directed back to the Disclosures page.
Edit a Disclosure
  • Click on the Pencil icon in the activity column of the entity you are wanting to edit.
  • The information about that entity will be appear in the fields in the bottom half of the window.
  • Make your changes and select the blue Save button.
Delete a Disclosure
  • Click on the Trashcan icon in the Action column of the disclosure you want to delete.
  • A warning message will be displayed asking you to confirm your action.
  • Click on the blue Delete button to delete the entity or select Cancel if you change your mind.
  • Remember, if you simply want to stop an entity from displaying as an option when completing your Disclosure page, Inactivate the entity.

NOTES: About editing and deleting a disclosure:

  1. A disclosure can only be deleted if it is part of a report you are editing.
  2. Similarly, a disclosure can only be edited before you submit your report.
  3. Disclosures in reports that have been certified and submitted cannot be deleted (the trashcan button will be disabled).
  4. Similarly, disclosures cannot be edited if the report has been submitted. The Pencil button will cause the details to be displayed in the bottom half of the window but all fields will be disabled.

Step 3 - Certification

The final step is Certification.  You must check each box in order to submit your report; each certification is mandated by the policies described on this page.

The third certification is new to the 2012 reporting period. Please read it carefully.

  1. Note that the menu on this page now reads Certification Menu.
    Image Removed
  2. Check each certification box.
  3. Both the Submit button in the navigation bar and the green Submit Your Report button will activate.
    Image Removed
  4. You will see a final message that includes an opportunity to download a report about to be submitted.
    Image Removed
  5. Click on the orange Download a Report, or blue Finalize my Report button.
  6. Check each certification box. Note: Statement 2 will only be available if you confirmed that you do conduct research as part of your employment within the Overview page, Q4.
    Image Added
  7. The Submit button will activate, and a confirmation message will display.
    Image Added

  8. Once you submit your report, your session in the iDisclose system will automatically end.
  9. If you entered disclosures, you will receive two emails. One indicating your report was received and submitted successfully, and the second email with a PDF attachment of your report.  If you did not enter disclosures, you will receive one email indicating your report was received and submitted successfully.

Contact Information

Questions? Email COI@UTHSCSA.EDU or call 210-567-2340 | Technical Support: 210-567-8270 / 210-562-5691