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Annual Reporting

Once annual reporting has ended, the Conflict of Interest Manager will review submitted annual reports.

  • Reports containing 0 disclosures - all reports will automatically be approved and the reportee will receive an automated email concluding the review process.
  • Reports containing at least 1 disclosure - all reports will be reviewed by the Conflict of Interest Manager. If a disclosure(s) is deemed a Conflict of Interest the activities will be reviewed by the COI Committee and the COI Manager will provide you with the Committee decision once it has been made.  If the disclsoure(s) is deemed as a Conflict of Commitment, approval is at the discretion of the department. The decision of a COC by the COI Manager is for information purposes only.

At the end of the review process, each department will receive a report of the prior year's reporting activity. When interactions are reported that have the appearance of a conflict of interest, the HSC Conflict of Interest Committee will provide additional review and make a determination as to whether a real or potential conflict exists.

As a reminder, these reports provide a retrospective accounting of an individual’s outside activities in the prior year. Because these activities have already taken place, should a department require an individual
to make changes to their outside activities, any adjustments should be for future activities.

Prior Approvals

Once your disclosure is submitted through the iDisclose system, it will be screened by the Conflict of Interest Manager and then sent for review to your Supervisor, Department Chair or Dean (or equivalent positions for non-faculty).

When interactions are reported that have the appearance of a conflict of interest, the HSC Conflict of Interest Committee will provide additional review and make a determination as to whether a real or potential conflict exists.

Table of Contents

 

Throughout the year, individuals will have the ability to proactively disclose their outside activities of the Health Science Center and requests for approval of External Employment, Consulting, Board Membership, or Related Activities submit such requests via iDisclose.  

Once an individual has submitted their request, the COI Manager will receive the submission, review and forward to the appropriate department. If it is deemed as a Prior Approval (Requests for approval of External Employment, Consulting, Board Membership, or Related Activities) the department/division must route the request to the universities Chief Financial Officer (CFO).  If the submission is not identified as a Prior Approval, the department/division has the final approval.

 

Review and Approve Disclosures

Once the COI manager reviews the disclosure and has made determinations (COI, COC, PA, Mgmt Plan, UTS 180), the COI manager will assign to the next reviewer. The reviewer is determined by the Discloser's department id.

Info
titleFinal Approvals
  1. Prior Approvals:  If the disclosure was flagged as a Prior Approval, it must be routed to the CFO office. The CFO office will be the final approval.
    1. *If you are in the School of Medicine, once the department/division has completed their review the Prior Approval(s) must be routed to Gabriel Hernandez
  2. Non-Prior Approvals: If you are the final approval of your department/division, click  Image Added.

 

  1. Reviewer is notified via email

    1. one of two emails will be sent from UTHSCSA iDisclose System 
      1. iDisclose – Disclosure – reviewer assignment 
        1. Single Disclosure not including a Prior Approval determination
      2. iDisclose – Prior Approval – reviewer assignment
        1.  Prior Approval (Requests for approval of External Employment, Consulting, Board Membership, or Related Activities)
    2. The email will direct you to log into iDisclose and will include instructions to navigate through the approval process.

  2. Log into iDisclose 

    1. From Review Summary, go to either Disclosures or Prior Approval Requests tab, depending on the email notification you received.

    2. If the COI Manager determined the single disclosure is a Prior Approval, the disclosure will be in the Prior Approval Requests tab.

    3. Within each of the tabs you will see Received/Ready for Review.  Click an available hyperlink to view thedisclsoure list.(Example: Click All Disclosures)

       

      Disclosures tab view

       

      Image Added

      Prior Approval Requests tab view

      Image Added

       

  3.  Ready for Review

    1. Disclosures or Prior Approvals - Ready for Review  will display all disclosures that are ready to be reviewed by the department/division.
    2. Click the view icon to open the disclosure and review its content of the disclosure along with determinations and comments. Image Added

      Disclosures - Ready for Review view

      Image Added

      Prior Approvals - Ready for Review view

      Image Added


  4. Review the Disclosure

    1. Once you are viewing the Disclosure Details, you can:
      1. Enter comments or to view the COI Office's comments. Click Image Added to add comments.
      2. Update a determination if this is a COI or COC, click the COI or COC icons. Image AddedImage Added.

      3. View the previous reviewers through, Ledger Summary.
      4. Assign to another individual.
      5. Send back to the User.
      6. Disapprove. *Note: a comment should be entered before the Disapprove button is clicked.
      7. Be the Final Approval (only for Non-Prior Approvals)

Assign to a Reviewer

    1. If another individual in your department is required to review disclosures or disclosures flagged as Prior Approvals (Deans & Chairs) you can route the disclosure to them. 
      *If you must reroute to the COI Manager, select Zuniga-Rapp, Melanie from iDisclose Reviewers.
       
    2. Click 'Next Reviewer' button Image Added
      Image Added
    3. iDisclose Reviewers - individuals already identified and confirmed to review in iDisclose.
    4. Select the individual to be assigned.
    5. Click Image Added.
    6. The individual will receive an email notification from UTHSCSA iDisclose indicating they have been assigned as a reviewer.

Final Approval

    1. Prior Approvals:  If the disclosure was flagged as a Prior Approval, it must be routed to the CFO office. The CFO office will be the final approval.
      1. *If you are in the School of Medicine, all Prior Approvals must be routed to Gabriel Hernandez once the department/division
        has completed their review.
      2. Assign a Prior Approval to the CFO 

          1. Only if the disclosure has a determination of Prior Approval, the final approval should be the CFO, Andrea Marks, MBA.
          2. To assign to the CFO, click Image Added
          3. Locate Marks, Andrea (B5000 VP, CFO) from iDisclose Reviewers drop down.
          4. Click Image Added.
          5. The CFO will receive an email notification from UTHSCSA iDisclose indicating they have been assigned as a reviewer. 
    2. Non-Prior Approvals: If you are the final approval, click  Image Added.

Disapprove

    1. The disclosure can be disapproved by the COI manager, department/division or the CFO.
    2. To disapprove, first enter comments as to why the disclosure is being disapproved and make available to the Discloser.
    3. Click Image Added.
    4. The individual will receive an email notification from UTHSCSA iDisclose and direct the Discloser to iDisclose to view their disclosure.

Email notifications

  1. Final Approval - After final approval, the discloser will receive 2 email notices describing actions which have been taken.
  2. Assign Reviewer - After you select a reviewer to route the disclosure to, the next reviewer you have assigned will receive an email notice indicating action must be taken on either a Disclosure or Prior Approval. That individual will then review the disclosure within their dashboard.
  3. Disapprove actions – an email notification will be routed to the user (discloser) indicating action has been taken. The notification will direct that individual to log back into iDisclose. At that time, the user can review comments.
  4. Return to User – an email notification will be routed to the user (discloser). The user will log back into iDisclose and make necessary edits.  At that time, the user can review comments if any were entered by the reviewer.

Tips/Reminders

  • The department/division reviewers and the CFO have the ability to route the disclosure back to the COI Manager.
  • The department/division reviewers can route the single disclosure to one another as many times as necessary, before forwarding to Gabriel Hernandez or Andrea Marks.
  • The department/division reviewers and the CFO have the ability to route the disclosure back to the Discloser, the individual who submitted the disclosure.
  • The department/division reviewers and the CFO have the ability to disapprove the request. Prior to disapproving, a comment should be entered in order to communicate back to the Discloser why the request was disapproved.
  • Disclosures marked as Prior Approvals must be routed to the CFO. The CFO has the final approval.

Legend

Actions

Icon

COI Office

Department/Division

Chief Financial Officer

Comment

Image Added Image Added

x

x

x

COC - Conflict of Commitment

Image Added

x

x

 

COI - Conflict of Interest

Image Added

x

x

 

PA - Prior Approval

Image Added

x

  

UTS 180

-

x

  

Management Plan

Image Added

x

  

Reroute to COI or Reviewer

-

x

x

x

Return to User

-

x

x

x

Final Approval w/ out Prior Approval

-

 

x

 

Final Approval w/ Prior Approval

-

  

x

Disapprove

-

x

x

x