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Accessing My iDisclose Reports

Sign On

  1. Go to https://vpr.uthscsa.edu/iDisclose
  2. Click on Annual Reporting for 2014 or New Employee
  3. An information window will display, click Continue.
  4. Log on using your UTHSCSA email address and password 

Disclosing as a Current Employee

Step 1 - Start Here

  1. Click Annual Reporting for 2014 from the iDisclose website. A window listing additional things to consider will be displayed.
  2. Click Continue.
  3. Click the blue Continue button.
  4. Sign in using your HSC email address and domain password.
  5. If you completed a CY 2013 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.
  6. 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
  7. Your conduct of research as part of employment
  8. Click Continue to the Next Step when finished.

  9. If Q1-3 answers are No, this indicates you have nothing to declare. You will advance to Step 4- 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. 
  • Select an Entity Category: For-Profit, Non-Profit or Government
  • Select an Entity Type: options are based on the Entity Category you selected
  • Select an Entity Industry: options are based on the Entity Category you selected
  • Complete Entity Name
  • Complete the Location - Street Address and City State/Province, Country
  • Click Save


Edit an Entity
  • Select an entity currently listed by clicking the check box
  • Click the Edit button
  • 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
  • Select an entity currently listed by clicking the check box
  • 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 Type
    • Uncompensated Activity, Equity, Intellectual Property, Substantial Business Interest or Gift.
  • Activity Type
    • Advisory Board / Committee, Governing Board, Officer, Consultant, Expert Witness, Family Member Employment, Administrative Support, Reviewer, Seminar/Lecture, Speaker, Financial Services, Legal Services, Professional Services, Retail, Sales, Volunteer, or Other.
  • Relates to Job Function
  • Disclosure For
    • Myself, Spouse, Dependent child, Parent, Unmarried Adult (living with you), Other
  • Start and End date
  • Entity Name - select from the list. All active entities will be displayed.
  • Description of Activity
  • Total $ Amount
  • Disposition
    • Kept It, Turned it In, Not Applicable, Other
  • Duration (in days)
  • Work Days
  • Vacation Days
  • Research related - is this activity related to you sponsored research?
  • Involves Intellectual Property
  • Uses University Resources


  • 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 - Certify

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 New Employee

Step 1 - Start Here

  1. Click New Employee Report from the iDisclose website. A window listing additional things to consider will be displayed.
  2. Click Continue.
  3. Sign in using your HSC email address and domain password.



  4. 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. If Q1-3 answers are No, this indicates you have nothing to declare. You will advance to iDisclose v2.0 Step By Step (Single Page) Step 4- 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.  


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.

Add an Entity
  • Click  and  complete all fields. 
  • Select an Entity Category: For-Profit, Non-Profit or Government
  • Select an Entity Type: options are based on the Entity Category you selected
  • Select an Entity Industry: options are based on the Entity Category you selected
  • Complete Entity Name
  • Complete the Location - Street Address and City State/Province, Country
  • Click Save

 

Edit an Entity
  • Select an entity currently listed by clicking the check box
  • Click the Edit button
  • 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
  • Select an entity currently listed by clicking the check box
  • 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.
 If the tag icon is highlighted, this indicates that you have incomplete fields regarding your entity. Click the tag to complete
any of the three fields: category, type, and industry.

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 Type
    • Uncompensated Activity, Equity, Intellectual Property, Substantial Business Interest or Gift.
  • Activity Type
    • Advisory Board / Committee, Governing Board, Officer, Consultant, Expert Witness, Family Member Employment, Administrative Support, Reviewer, Seminar/Lecture, Speaker, Financial Services, Legal Services, Professional Services, Retail, Sales, Volunteer, or Other.
  • Relates to Job Function
  • Disclosure For
    • Myself, Spouse, Dependent child, Parent, Unmarried Adult (living with you), Other
  • Start and End date
  • Entity Name - select from the list. All active entities will be displayed.
  • Description of Activity
  • Total $ Amount
  • Disposition
    • Kept It, Turned it In, Not Applicable, Other
  • Duration (in days)
  • Work Days
  • Vacation Days
  • Research related - is this activity related to you sponsored research?
  • Involves Intellectual Property
  • Uses University Resources


  • 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 - Certify

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.

The iDisclose Dashboard

Completing your disclosures of outside activities takes place through the iDisclose Dashboard. Contents in the Dashboard are EntitiesPrior Approvals, Disclosure of Activities & Financial Interests and Annual Reports


Annual Reports will contain your available annual reports to complete and a view of prior year's reports.  New employees will see Complete your New Employee Report and current employees will see Start your CY 2014 annual report

Dashboard Menus & Icons

 

Entities  will display all your entities, active and inactive, that can then be used when completing your disclosures.
Prior Approvals will display all disclosures which require prior approval
Disclosure of Activities & Financial Interests 
will display all disclosures
Annual Reports  will 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.


Report Status/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.

Edit

Delete

View
Email
Download
Clone
 Submit
Help is available in each area of iDisclose and will provide you with inform

Contact Information

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