Tips for navigating the electronic Conflict of Interest Disclosure (eCoI) system.
This system streamlines all CoI disclosures into one form to be completed annually.
Who is required to report a CoI? Learn more ...
The "My Roles" Tab
Your roles in the first section (Automatic Roles") are pre-chosen from your HR record or EPIC; if they are incorrect, the source (HR/ORACLE/EPIC) needs to be contacted for correction
- You can check and uncheck roles in the second section as they apply to you. They might change from one year to the next. (For example, you had some research but it's finished now, so you're no longer an OHSU researcher; or, you just started doing research at OHSU.)
Correctly choosing your roles is important because that determines which questions you are asked, ensuring that you are reporting all the outside activities and financial interests that you are required to report.
- If you are a researcher and don't choose the researcher role, for example, you may not be considered compliant for your conflict of interest in research disclosure in the eIRB, eIACUC or eIBC.
Manager/supervisor role: Note that this will be checked only if HR records indicate that you have supervisory responsibilities over other employees, whether or not you have the word manager or supervisor in your job title.
- The very first time you do a disclosure in eCoI, you'll have to fill in all the information relevant to you. After that, then each time you start a new disclosure in eCoI, the form will have been already populated with all your previous answers. That means you save lots of time not having to recreate information. However, each time you submit a form, it must capture an accurate current picture; therefore, it will be important to review the entire form, making deletions, additions and edits as necessary for accuracy.
- Note that if a form is returned to you for revisions (you will be notified by email), you will not be able to edit that returned form. Rather, you begin a new form, which will have all your previously disclosed information; you then make edits on that form and submit it for re-review.
- All the forms you previously submitted are also in your record for your review. Forms submitted in the old "CoIR Management System" – pre-dating eCoI- are there too, but notice that questions have changed in the current eCoI system, so be careful if you copy/paste.
- Important: You are expected to enter projects that are related to your financial interests all during the year, not only when you file a new disclosure. See the end of this section describing the Projects Tab. For example, if you already have a CoIR management plan and a new project (new grant, new IRB project) is started that involves a managed conflict, you are required to add this project immediately. In this way, the CoIR Committee is alerted and can revise your management plan accordingly.
- Each time you do a disclosure, you are asked to list all research projects that are potentially related to your financial interests. There are two ways to list projects, once you have clicked on "add a project" in the disclosure form.
First, you can search for the projects related to your financial interest from the list that appears. (No such list appears for anyone filing as a "non-OHSU" researcher, however. See the second option below.) Some important tidbits about that list:
- The list includes some (potentially frustrating) repetition: projects may be repeated for different years (grants) and different sponsors (IRB studies). Choose the specific project that relates directly to your potential conflict of interest (e.g., most recent grant listing; IRB study designating sponsor in which you have a financial interest).
- The list should help remind you of projects in which you are involved but for which you are not necessarily the PI (e.g., grants and IRB projects). If you don't find a particular project listed under your name in the list, try searching the list by entering the project's PI name. Then, just pick the relevant project and answer the questions.
Second, you can manually enter the projects related to your financial interest, and answer the questions about them, by clicking on "enter the project manually." This is a blue link directly above the table of projects that is presented to you to choose from. (Manual entry is the only way to enter projects for those submitting disclosures as "non-OHSU."
- The next time you do a CoI disclosure, all the projects you entered will be pre-populated on your form. You can then delete, add and edit as needed to make your list current again.
- Projects Tab: You can also add projects anytime during the year by going to the Projects Tab from your eCoI home page. From there, just click on "add a project" and follow the procedures outlined above.
- Look for the airplane at the upper right hand of your eCoI home page.
- If you are receiving PHS funding, then you must disclose travel if sponsored/reimbursed travel for any one entity exceeds $5,000 in a 12-month period. If you do not receive PHS funding, you do not need to disclose travel. These requirements are discussed in the eCoI system and also in our FAQs- travel disclosures.
- You can enter travels anytime during the year, whether or not you are filing a disclosure. NIH regulations require that travel disclosures be made within 30 days of their occurrence; you can enter it even before it occurs, just to be on the safe side.
ContactsIf you'd like to review the persons for whom you serve as contact, just go to the Reports Tab on your eCoI home page, and click on "As Contact."
Need to to look up personnel in the eCoI database? There are a few ways you will be able to do this.
- Have your faculty add you as their contact in the eCoI system
- Use the Researcher Snapshot in Cognos (note that student records are excluded). This option does not provide information on anyone other than researchers.
- Anyone who is designated by HR as a Supervisor can generate his/her department's CoI compliance record. Here's how:
- From anywhere inside or outside of OHSU, log into eCoI (https://bigrain.ohsu.edu/coi/)
- or find direct link on the Integrity Department homepage under Shortcuts
- On the home page, hover over the "Reports" tab (on the horizontal tool bar) and click on "Compliance."
- Click on one of the Mission Names
- Clicking on a specific department or organization will then list all of that department/org's members who are required to file CoI disclosures.* Included is the person's name, whether overdue or up to date ("completed"), date of last submission and due date for next submission.
*See the CoI website for a listing of individuals required to submit annual disclosures.
How to sign eCoI forms requiring your signature:
You may either click on the link provided in the email sent from eCoI notifying you that your signature is required OR, at any time you may review a report as follows:
1. Go to your own home page in eCoI (https://bigbrain.ohsu.edu/coi/ (See How to Find the eCoi System above)
2. Once on your eCoI home page, you'll see a horizontal navigation pane. Go to "Reports" and click on "As Signer."
3. There, you will find a list of all those who have designated you as signer. In the last column, a "yes" signifies persons whose forms await your review and signature. Click on the "yes" or the person's name whose form you wish to review.
4. Once at that person's record, look for "sign this form." Click on that, review form and, at the bottom, sign (or, add comments and then return form if revisions are required).
How to "check off" eCoI forms awaiting your review:
You may either click on the link provided in the email sent from eCoI notifying you that your review is required OR, at any time you may review a report as follows:
1. Go to your own home page in eCoI https://bigbrain.ohsu.edu/coi/ (or see How to Find the eCoI system above)
2. Once there, you'll see a horizontal navigation pane. Go to "Reports" and click on "As Reviewer."
3. There, you will find a list of all those who have designated you as reviewer. In the last column, a "yes" signifies persons whose forms await your review. Click on the "yes" for the person whose form you wish to review. This will take you directly to the form.
4. Once you have reviewed the form, you can close that form, click on the check box by the person's name and then click on the "Sign/Review Selected" button to "check off" that disclosure as finished. You can check several boxes and then click on "Sign/Review Selected" to clear multiple forms you have reviewed. And, you can click on the box next to "Name" to clear all outstanding reviews at once. Further instructions are provided within eCoI and also on notification emails that you will receive once a month if there are forms awaiting your review.
5. Unlike the Signer, the Reviewer cannot return a form to the employee for revisions. If you have questions or concerns, please contact the Integrity Office at email@example.com and we will facilitate any required revisions or clarifications.
Throughout the eCoI form, clarifying information is presented as rollover text (look for underlined words and hover over them) and as links to websites.
- CoI home page, which also has links to more information including but not limited to the following:
- OHSU's Policy for Conflict of Interest and Commitment 10-01-002
- Integrity Department's Conflict of Interest and Commitment Manual
Contact Us· Integrity Office phone: 503 494 7887
· Conflict of Interest in research e-mail: firstname.lastname@example.org