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  • Annual Reporting: Disclosing as a New Employee
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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. 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.  

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. 
  • 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 - 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.
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