UH and RCUH employees who are investigators, co-investigators and/or senior key personnel listed on extramural projects are required to complete a conflict of interest disclosure at least annually.  This disclosure is reviewed by their immediate supervisor, as well as one level of above their immediate supervisor (chair or dean/director level review), and the COI administrator to determine if there is a potential conflict of interest that would need to be addressed.

Home screen

• From the home screen, Click on the Open Current Disclosure button.
• You will be taken to your current disclosure to review.

  

  • The page is divided into several areas.
  • The navigation – This displays the various steps required for completing a disclosure.  Depending on the answers you provide in your disclosure, you will be required to complete the following sections:
    

    

    • Instructions > Questions > Review
    • Instructions > Questions > Entities > Relationships > Review
    • The icon next to each section is there to help indicate the sections you need to complete and the ones that you have already done.
    •  – Section needs completion.
    •  – Section completed.
    • – Section is not applicable to you; no action is necessary.
  • The notification area – Just below the breadcrumb navigation bar the system may provide important messages for you.
  • The page contents – The main area of the page.  The area where you answer questions and complete information.
  • The footer – This area contains the navigation that allows you to advance through your disclosure.

• Click on the Update My Disclosure link in the navigation bar                  

 

Instructions section

On the Instructions page review the information and policies regarding financial conflicts of interest and the responsibilities you have as UH employees to report them.

• Click on the Begin my disclosure button on the bottom of the page.

Questions section

You are presented with several questions relating to various types of involvement in different forms of financial interest. Please answer them to the best of your knowledge.

• Click on the question mark box to get an explanation of the question.
• If you have previously completed a disclosure the system will pre-populate the answers that you previously provided.
• The Add Comment button is available for you to use if you want to expand on one of your answers.
• Questions that need to be completed will be outlined in red.
• If you should have any questions about what is being asked you can contact the COI administrator at: coi@hawaii.edu

• The last question is a lookup tool to locate your immediate supervisor’s email address.
  • Click in the field and a popup box appears
  • Several search fields are provided.
  • Use the fewest possible fields.
  • It is suggested to use the following (ranked in order of convenience):
    • Immediate supervisor’s username
    • An uncommon first or last name
    • Both first and last name
    • UH Email address
  • Select the appropriate person and click Return Selected.
• Click the Save and Continue button in the footer of the page.
  • If you have not completed all required fields on the page you will notice that this button instead says “Save Now, Complete later.”
  • If you are not taken to the next screen please review the page for any areas circled in red.  These areas need to be completed.

*** If you answered “No” to all of the questions on the Questions Section***

***Please skip to the Review Section information below.  If not, please continue reading.***

 

Entities Section

On the Entities page you will be asked to identify the entity(s) you are associated with based on your answers in the previous section.

• Click the Add Entity button.

• In the provided pop-up box complete all the required fields.
  • The question mark boxes will provide more information about what is being asked.
  • The entity address is a search field that uses google maps to validate to actual addresses.
    • Please type in the street address or name of the entity and select the correct entry.
    • If you are not able to find the address or entity in the search, instead search for and select a general address of the city and country the entity is located AND use the Address manual Input field to enter the entity’s full address.
• Once all nine red boxes have been completed, click the save button.
• Repeat the process of Adding Entities if you have more than one entity.
• Entities can be edited by clicking on their details or by using the Edit button.
• Comments are also available to you if you want to include further details or explanation.
• Click on the Move to next Section button at the bottom of the page.  If the button is not clickable please review your entries and address all red boxes.

 

Relationships Section

This section allows you to explain how you are financially associated to the entity(s) that you have added.  For each Entity you created you will need to add at least one relationship.  It is possible to have more than one relationship with an entity.

• Click the Add Relationship button.
  
• Complete the items marked in red.
• Repeat the process for each relationship you or your family has with each entity.
• Comments are also available to you if you want to include further details or explanation.
• Click on the Move to next Section button at the bottom of the page.  If the button is not clickable please ensure you create at least one relationship for each entity and address all red boxes.

 

Review Section

The system provides you the opportunity to review and acknowledge that the information that you have previously provided is accurate and complete before it is sent for review.

• Review the information that you have entered and scroll to the bottom.
• Review the certification and Click the box to acknowledge that you understand.
• Click “Ok,submit for approval” button.

• After the system processes your submission, you will get a confirmation message that your disclosure was submitted on the notification bar at the top of the screen.

You have completed submitting your disclosure.  You can exit the system.  The COI admin and your supervisors will be reviewing your disclosure.