iDisclose v4.3 Quick Guide

Accessing iDisclose 

Sign On

  1. Go to https://vpr.uthscsa.edu/iDisclose
  2. Log on using your UTHSCSA email address and password 

Disclosing as a Current Employee

Step 1 - Start Here

  1. From the Dashboard, locate the section Annual Reports.
  2. To begin your annual report click the Add New button.
  3. Follow instructions if they are presented to you.
    1. If you completed a report in the previous calendar year, you will be given an option to clone last year's report, if you submitted disclosures. Cloning last year's report will populate your disclosure information and direct you to Step 3-Disclosures.  If you do not want to clone, click Cancel and continue from the Overview page.



      If you had no disclosures in the previous calendar year, you will be asked, 'If 20xx was the same, check this box...'

  4. If Cancel is selected, you will be directed to the Overview page. Answer the (4) Yes / No questions that are presented.
    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. Your conduct of research as part of employment

  5. Click Continue to the Next Step when finished. 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.  If you would like to use an Entity from last year, the Actions column contains options to edit, or to simply view your entity.  If you need to add a new entity, click the Add New button, and begin to complete the Add Entity Details page.


NOTE: 

To complete the following steps you will need to click Entity in the "breadcrumbs" along the top of the screen where it reads "Overview/Entity/Disclosures/Certify." 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 display 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. To get back to the Disclosures page click "Disclosures" in the "breadcrumbs" along the top of the page that read "Overview/Entity/Disclosures/Certify." 

Menus & Icons

Allows you to update or edit your Entity.

Allows you to Delete your Entity.

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.

Step 3 -  Disclosures

(lightbulb)If you clicked the Clone Records button, you will  be directed to the Disclosures page. If you will be adding Disclosures for Entities not listed in your Entities page, click the Entity breadcrumb below the section heading, Your 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 should be the date(s) the activity took place
  • 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 in whole dollars without the use of punctuation or symbols
    • $ to HSC
      • No; Yes
    • HSC Work Days (in days)
    • HSC Vacation
    • Entity Supports Your Research
    • Involves Intellectual Property

  • Click Save when done. You will be directed back to the Disclosures page.


Will the the activity continue?

Once a disclosure for the report is created and save is clicked, a modal asking if the activity will continue in the current year will display. Clicking Yes will create a separate Single-Disclosure, outside of this report, and will be sent to the Conflict of Interest Office for review.  



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 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 will be able to submit. 

  1. Select the disclosures you will be submitting by checking the first column. As you select Disclosures to be submitted, a numerical value will display on the Submit button indicating the number of disclosures you will be submitting.
  2. Click the Submit button if you have no other disclosures to add.

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.



The iDisclose Dashboard

Completing your disclosures of outside activities takes place through the iDisclose Dashboard. Contents in the Dashboard are EntitiesPrior Approvals, Disclosure of Activities & Financial Interests and Annual Reports

Sections Overview:

  • Entities will display entities you have previously added to iDisclose. Edit the entity and make active in order to use it in your reporting or in the future.
  • Disclosures of Activities & Financial Interests will display disclosures for the different reporting periods. 
  • Prior Approvals will display all disclosures which are designated by the COI office as Prior Approvals. During annual reporting, if in your report a disclosure is identified as a 'prior approval' you will see the single disclosure(s) in the Prior Approvals section.
  • Annual Reports will contain all past reports. Here you will have the option to view, print and email. Any reports prior to CY 2012 will not be available for viewing.


Contact Information

Questions? Email COI@UTHSCSA.EDU or call 210-562-6838 | Technical Support: 210-567-8270 / 210-562-5691