Arizona State University has implemented a new Conflicts of Interest (COI) solution to consolidate and manage institutional COI, individual COI, conflicts of commitment (COC) and business/personal conflicts for faculty, staff, and researchers. This solution is an upgrade to the Enterprise Research Administration (ERA) system that researchers have used for reporting external interests. Soon, all university employees responsible for reporting external interests will submit those reports through the MyDisclosures portal in ERA. The implementation of the new reporting process incorporates research disclosures as well as notifications of consulting, disclosure of substantial interests through the Office of General Counsel, and other external affiliations that are currently completed using paper forms.
The roll out of this initiative for RESEARCHERS began May 15, 2023, with roll out to the rest of the University community TBD.
For any questions contact MyDisclosures@asu.edu.
WHAT'S NEW
- One single user-friendly ASU-wide conflicts of interest (COI) and outside activity reporting system (MyDisclosures)
- Pre-approval of consulting and other outside activities (Note: Functionality not currently available; continue using current department practices)
- Replaces disclosure of substantial interests through the Office of General Counsel and other external affiliations that are currently completed using paper forms (currently available for researchers only)
TRAINING GUIDES / VIDEOS
Summaries of the training videos below can be found here.
- Navigate the Discloser Profile Workspace
- Update Your Disclosure Profile - Nothing to Disclose
- Update Your Disclosure Profile - No Changes
- Update Your Disclosure Profile - Changes
- Submit a Pre-Approval Request (Note: Functionality not currently available; continue using current department practices)
- Review and Accept Management Plans
- Respond to a Clarification Request
TASKS FOR REPORTING IN MyDisclosures:
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FOR RESEARCHERS: Complete CITI COI training. Instructions to log into CITI and start COI training with your ASURITE can be found at COI Training Information
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PLEASE NOTE: CITI COI training is required for all individuals who are identified as being responsible for the design, conduct, reporting or purpose of research on any sponsored project, regardless of sponsor. The training takes less than an hour to complete, is good for 4 years and intended to reach the broadest ASU researcher audience possible thus some content (e.g. COI requirements for PHS and DOE funded research) may not specifically apply to you. The third CITI COI training module is ASU specific and covers Federal, State of Arizona, and ASU policies and requirements related to COI.
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Gather information on your outside activities/external interests and any documents such as consulting agreements and foreign sponsored travel information to make reporting in MyDisclosures easy.
- Review the tutorials, trainings, resources, and FAQs on this page prior to reporting your outside activities/external interests.
FREQUENTLY ASKED QUESTIONS
Q - Where can I find more information about Conflict of Interest and Conflict of Commitment?
A – For Faculty and Staff: Academic Affairs Manual—ACD 204–08, "Conflict of Interest." and ACD 510-01, “Notification of Consulting or Other Outside Business Activities or Arrangements for Faculty and Academic Professionals”
For Researchers: Academic Affairs Manual—ACD 204–08, "Conflict of Interest", ACD 510-01: Notification of Consulting or Other Outside Business Activities or Arrangements for Faculty and Academic Professionals, and Research and Sponsored Projects Manual, RSP 206, "Objectivity in Research—Disclosure of Financial Interests and Management of Conflicts of Interest."
Q – Who is required to disclose in the MyDisclosures portal?
A – All researchers with outside activities/external interests are required to use the ERA MyDisclosures portal. Outside activities are activities you perform outside of your ASU responsibilities.
Q – How frequently am I required to update my Disclosure Profile in MyDisclosures?
A – All individuals designated on a sponsored project as being responsible for the design, conduct, reporting, or purpose of the research will be required to disclose at least annually and at the time of proposal application, and within 30 days of discovering or acquiring (e.g. through purchase, marriage, or inheritance) a new significant financial interest.
All non-research personnel have a responsibility to disclose once a conflict arises and when changes to existing disclosures occur (see Academic Affairs Manual - ACD 204-08 "Conflict of Interest" for more information.)
Q – What is the process to complete a disclosure?
A – All disclosures must be made via MyDisclosures in ERA. Researchers with active awards should have received an email notification with a link to the portal and instructions to update their Disclosure Profile. Researchers will receive an annual disclosure notification if their disclosures have not been updated in the past year.
Q – What is ERA?
A – ASU's Enterprise Research Administration system (ERA) provides an integrated platform for the administration of research and sponsored projects at ASU. Development and submission of proposals, management of awards and integrity and assurance activities are managed in one system allowing for efficient and effective support of our investigators. The ERA system MyDisclosures portal is being utilized as the platform for all University employees including faculty, staff, and researchers to disclose their outside activities/external interests.
Q – How do I obtain access to ERA?
A – If you are a new ERA user, access to the system will be provisioned to you in advance of the implementation of the new disclosure process. Users access ERA using their ASURITE and password. You do not need to submit a request for system access.
Q – When will the new process be effective?
A – Phase 1 rolled out for Researchers on May 15, 2023. Researchers with active awards can update their Disclosure Profile in MyDisclosures now. Phase 2 roll out is TBD for the rest of the University community.
Q – Will I be required to add my current disclosure information and outside activities into the new MyDisclosures portal?
A – Yes, all information must be added to the MyDisclosures portal.
Q - When will the Pre-Approval Request functionality for reviews/approvals of consulting and other outside activities be available in the MyDisclosures portal?
A - Roll out of this functionality is planned for Phase 2. For now, continue using current department practices.
Q - I received an email notification to review information in MyDisclosures. What do I do?
A - To facilitate the review process, reviewers will receive email notifications when their input is required. This email will contain a link to the information that requires review along with review instructions. Additionally, a personalized dashboard in MyDisclosures will be available to reviewers, where they can track items that necessitate their attention. The "My Reviews" tab will provide a filtered view of all items requiring review, while the "My Inbox" tab will display all items requiring action, including updating their own disclosure profile. See Huron COI Reviewers Guide for additional information.
Q – In addition to the information on this webpage, what additional resources are available in MyDisclosures?
A - Context-Specific Help & Help Text: Context-specific help and help text is available on every page in MyDisclosures. To access context-specific help, click on "Help" in the top right corner and then select the task that you need help on. To view help text, click on "?".
Help Center: The Help Center on the MyDisclosures portal provides additional resources for disclosers and reviewers, including step by step instructions and videos. To access the Help Center, click on the COI tab on the MyDisclosures page and then "Help Center".
Q – Who can I contact if I have additional questions regarding this communication?
A - Please email MyDisclosures@asu.edu with any questions you may have regarding using the MyDisclosures portal.