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Disclosing as a New Employee

Step 1 - Start Here

  1. Click New Employee Report from the iDisclose homepage
    1.  A window listing additional things to consider will be displayed.
    2. Click the blue Continue button.
    3. Sign in using your HSC email address and domain password.
  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
    4. You conduct of research as part of employment
  3. Click Continue to the Next Step when finished.

  4. 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. 
  • 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
    • Suggested Text - for some disclosure types, suggested text will be provided. The available text will help guide you in completing the 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.



Submit you Disclosures 

Once you have entered at least one disclosure you must select the disclosures you would like to submit. From the Disclosure of Activities & Financial Interest page: 

  1. Select the disclosures you will be submitting by checking the first column.
  2. Click the Submit button


Clone a Disclosure

If you have multiple relationships with an Entity, complete 1 full disclosure then Clone it. Once you clone a report, you can then edit the required fields to accommodate for the additional relationship.

  1. Click the check box to the entity you will 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.
    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.

Was a disclosure identified as requiring prior approval?

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

 

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