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Table of Contents
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Accessing My iDisclose Reports

Sign On

  1. Go to https://vpr.uthscsa.edu/iDisclose
  2. Click on My iDisclose Reports
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  3. To submit your 2015 Annual Report after reporting season has closed, click on iDisclose Dashboard button on the top-right of the iDisclose webpage. 
  4. Click Begin for the Task, Complete your New Employee report
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  5. Log on using your UTHSCSA email address and password 
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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

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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:

Image RemovedBegins the reporting process and will direct you to the Overview page.
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Allows you to edit a report.

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Deletes a report.

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

 

Disclosing as a New Employee

Step 1 - Start Here

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Disclosing as a Current Employee

Step 1 - Start Here

  1. From the Dashboard, locate the section Annual Reports.
  2. To begin your annual report click the Add New button.
  3. Follow instructions if they are presented to you.
    1. If you completed a CY 2014 report, you will be given an option to clone last year's report, if you submitted disclosures. Cloning last year's report will populate your disclosure information and direct you to Step 3-Disclosures.  If you do not want to clone, click Cancel and continue from the Overview page.

  4. If you had no disclosures in CY 2014, you will be asked, 'If 2015 was the same, check this box...'Image Added
  5. If Cancel was selected, you will be directed to the Overview page. Answer the (4) Yes / No questions that are presented.
    1. Your relationship with for-profit entities
    2. Your relationship with non-profit entities
    3. Gift reporting as required by the State of Texas
  6. Your conduct of research as part of employment
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  7. Click Click Continue to the Next Step when  when finished.

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



Step 2 -

 Entities

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.  

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NOTE: As a New Employee you will have no entities displayed.  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.

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NOTE:  Any entities you add now will be available for your use in the future. If you entered disclosures for CY 2013, your entities for those disclosures will be available.

Add an Entity
  • Click Image RemovedImage Added and  complete all fields. 
  • Complete Entity Name
  • Complete the Location - Street Address and City State/Province, Country
  • Entity Category:Select an Entity Category: For-Profit, Non-Profit , Gift Sourceor Government
  • Select an Entity Type: Higher Ed Institution, Federal Agency, State/Local Agency, Home Business, Publicly Traded Co, Privately Traded Co, Professional Society, Otheroptions 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
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Edit an Entity
  • Click on the Pencil icon in the activity column of the entity you are wanting to edit.Select an entity currently listed by clicking the check box
  • Click the Edit button
  • The information about that entity will be appear display in the fields in the bottom half of the window.
  • Make your changes and select the blue blue Save button 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.Image Removed


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  • 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  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

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Allows you to edit an Entity.

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Deletes an Entity.

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

(lightbulb)If you clicked the Clone Records button, you will  be directed to the Disclosures page. If you will be adding Disclosures for Entities not listed in your Entities page, click the Entity breadcrumb below the section heading, Your Disclosures.

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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 Image RemovedImage Added 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 should be the date(s) the activity took place
  • 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
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  • Description of Activity: Suggested Text - for some disclosure types, suggested text will be provided. The available text will help guide you in completing the description of activity.
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    • Total $ Amount
    • $ to HSC
      • No; Yes
    • HSC Work Days (in days)
    • HSC Vacation
    • Entity Supports Your Research
    • Involves Intellectual Property


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  • 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.Image Removed


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  • 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

 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

Submit you Disclosures

Once you have entered at least one disclosure you will be able to submit. 

  1. Select the disclosures you will be submitting by checking the first column. As you select Disclosures to be submitted, a numerical value will display on the Submit button indicating the number of disclosures you will be submitting.
  2. Click the Submit button if you have no other disclosures to add.

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Clone a Disclosure

If you have disclosures that were approved prior to calendar 2015, you will have the ability to clone and add to your 2015 Annual Report. From Disclosures of Activities & Financial Interests or Prior Approvals. Below your rows of Disclosures a link will display, Image Added. Click the Image Addedlink to view all previously approved disclosures (both Prior Approvals and Non-Prior Approvals) that were not cloned. To close the view, click Image Added

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To clone:

  1. Click the check box to the entity row you want to clone.
  2. Click the blue clone button.
  3. You will then see the new row for the disclosure you cloned.
  4. Click one of the duplicate disclosures.
  5. Click the blue Edit button in order to customize to the additional relationship with that particular entity.

Step 4 - 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.
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  2. The The Submit button  button will activate, and a confirmation message will display.
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  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

Once signed on, you will see a Welcome message, review and click Continue.
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  • Click Begin for the Task, Complete your CY 2013 report
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    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.
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    Answer

    Was a disclosure identified as requiring prior approval?

    Clone a Disclosure

    If you have disclosures that were approved prior to calendar 2015, you will have the ability to clone and add to your 2015 Annual Report. From Disclosures of Activities & Financial Interests or Prior Approvals. Below your rows of Disclosures a link will display, Image Added. Click the Image Addedlink to view all previously approved disclosures (both Prior Approvals and Non-Prior Approvals) that were not cloned. To close the view, click Image Added

    Image Added

    To clone:

    1. Click the check box to the entity row you want to clone.
    2. Click the blue clone button.
    3. You will then see the new row for the disclosure you cloned.
    4. Click one of the duplicate disclosures.
    5. Click the blue Edit button in order to customize to the additional relationship with that particular entity.

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    Disclosing as a New Employee

    Step 1 - Start Here

    1. From the Dashboard, locate the section Annual Reports.
    2. To begin your annual report click the Add New button.
    3. Follow instructions if they are presented to you.
    4. Overview page, 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
      Your
      1. Do You conduct of research as part of employment
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    5. Click Click Continue to the Next Step when when finished.
    6. If Q1-3 answers are No, this indicates you have nothing to declare. You will advance to to Step 4- Certify.

    Step 2 -

    Entities

     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.

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    Image Added

    NOTE: As 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:Select an Entity Category: For-Profit, Non-Profit , Gift Sourceor Government
    • Select an Entity Type: Higher Ed Institution, Federal Agency, State/Local Agency, Home Business, Publicly Traded Co, Privately Traded Co, Professional Society, Otheroptions 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 SaveImage Removed

    Image Added

     

    Edit an Entity
    • Click on the Pencil icon in the activity column of the entity you are wanting to edit.Select an entity currently listed by clicking the check box
    • Click the Edit button
    • The information about that entity will be appear will display in the fields in the bottom half of the window.
    • Make your changes and select the blue blue Save button 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.
      Image Modified
    • 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 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

    Image Removed
    Image Added

    Allows you to edit an Entity.

    Image Removed
    Image Added

    Deletes an Entity.

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

    Image Added

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

    Image Added

    Add a Disclosure

    To proceed with creating a disclosure, complete all fields:

    • Click 
    Image Removed

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

      • Yes, No, Not Applicable
    Image Removed
    • Image Added 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 should be the date(s) the activity took place
    • 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
    • Description of Activity: Suggested Text - for some disclosure types, suggested text will be provided. The available text will help guide you in completing the description of activity
      Image Added
    • Total Amount
    • $ to HSC
      • No; Yes
    • HSC Work Days (in days)
    • HSC Vacation
    • Entity Supports Your Research
    • Involves Intellectual Property


    Image Added

    • 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
    • display 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.
    Image Removed


    Image Added

    • 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

    Submit you Disclosures

    Once you have entered at least one disclosure you will be able to submit. 

    1. Select the disclosures you will be submitting by checking the first column. As you select Disclosures to be submitted, a numerical value will display on the Submit button indicating the number of disclosures you will be submitting.
    2. Click the Submit button.

      Image Added

     

    Step 4 - 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.
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    2. The Submit button will activate, and a confirmation message will display.
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    2. Once you submit your report, your session in the iDisclose system will automatically end.
    3. 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.

    Was a disclosure identified as requiring prior approval?

    If your report contained disclosures identified as needing prior approval, you will see the disclosure in the Prior Approvals section of your dashboard. 

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    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

    Sections Overview:

    • Entities will display entities you have previously added to iDisclose. Reporting in 2015 provides additional fields in the entities section.  Edit the entity and make active in order to use it in your 2015 reporting or in the future.
    • Disclosures of Activities & Financial Interests will display disclosures for the different reporting periods. If you entered a disclosure in 2014 and will need to use it in 2015, you have the ability to clone.
    • Prior Approvals will display all disclosures which are designated by the COI office as Prior Approvals. If any disclosure from 2013 or 2014 was identified as a prior approval, you will be able to view in in the 2013 or 2014 area. During annual reporting, if in your report a disclosure is identified as a 'prior approval' you will see the single disclosure(s) in the Prior Approvals section.
    • Annual Reports will contain all past reports. Here you will have the option to view, print and email. Any reports prior to CY 2012 will not be available for viewing.


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    Icons

    IconDescription
    Image Added

    Allows you to edit a report.

    Image Added

    Deletes a report.

    Image Added
    Allows you to view your report within a browser window.
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    Allows you to email a PDF version of your report.
    Image Added
    When a itemlike a disclosure or entity is checked,
    the clone button will be available. This will allow you to
    clone, or duplicate the item. 
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    When you are ready to submit your disclosure for annual reporting
    or a single disclosure for prior approvals the submit button
    must be clicked. 
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    Allows you to add a new entity or new disclosure.
    Image Added
    Indicates there is missing information for a specific entity. The entity
    will not be listed as available within the Disclosure page. 
    Image Added
    Indicates an entity is active, therefore it will be listed as an option
    within the Disclosure page. 
    Image Added
    Indicates an entity is not active, therefore it will not be listed as
    available within the Disclosure page. 
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    Each section contains a help icon. Once clicked, a series of steps
    will be listed in order to assist you in completing the section. 

    Contact Information

    Questions? Email COI@UTHSCSA.EDU or call 210-567562-2340 6838 | Technical Support: 210-567-8270 / 210-562-5691