A prior approval (single disclosure) must be approved by your department chair, Dean (or VP) and the President’s delegate before the activity begins. Activities that require prior approval are approved annually on a fiscal year basis (September 1 – August 31).

iDisclose will be used to submit your disclosures of prior approval. Once you submit your request, it will be routed to the appropriate individual for approval. You can review the status of your request by viewing your dashboard, section Prior Approvals.

Submitting Prior Approvals (Single Disclosure)

Step 1 - Start Here

  1. From the home page, 4 common activities are available: Compensation, Board Service, Outside Employment or Reimbursed Travel. 
  2. Click an option to continue. A window listing additional considerations will be displayed.
  3. Click the blue continue button.
  4. Sign in using your HSC email address and domain password.



     

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: If you have previously submitted an annual disclosure you will see a list of entities. You have the ability to use (editing may be required) an existing entity, or add a new entity.

Add an Entity

 

Edit an Entity
Delete an 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.

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. If in 2014 you submitted an annual report and disclosure(s) were identified as requiring Prior Approval, you will see the disclosure in in the Prior Approvals section for year 2014.  From this section, you will have the ability to clone previous year's prior approvals. 

Add a Disclosure

To proceed with creating a disclosure, complete all fields:


Edit a Disclosure
Delete a Disclosure

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 or Continue to the Next Step 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.