Annual Disclosure

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Annual Disclosure

The Reporter’s Annual Disclosure screen consists of one tab (Disclosure). There is a Questionnaire subsection in this tab, which is empty unless locally configured (questions created, questionnaire created, questionnaire assigned for use in this disclosure type). . The reporter can update previously answered questionnaires, update financial entity relationships, and submit the annual disclosure to the COI office.

Composition of an annual disclosure: The reporter’s annual disclosure contains all of the reporter’s approved manual and project event disclosures. The system uses the reporter’s master disclosure (which is an aggregation of all of the reporter’s approved manual and event disclosures) to create the annual disclosure. Disapproved disclosures are not included in the annual disclosure. Undisclosed events and manual disclosures (with exclude from annual checkbox set) deserve a special mention.

Ø Undisclosed events: If the reporter has undisclosed events at the time of the annual, these events appear within the annual disclosure. The reporter can disclose for these events from within the annual without needing to submit a separate disclosure for these events.

Ø Manuals disclosures within Annual: Manual projects appear in the reporter’s annual disclosure if the “Exclude from Annual Disclosure” checkbox has been set within the Maintenance record for the manual project. The Maintenance record can be accessed through Maintenance> COI Disclosure Event Type and editing the manual project.

Annual Disclosure date setup: Based on institutional practices, annual disclosures can be set up as either on a fixed date or a rolling date basis.

Setting up annual disclosure as fixed or rolling:

Ø Fixed date annuals: This date set-up for annual disclosures is used when the implementing institution has a well-defined time period as to when annual disclosures should be submitted. The system provides a date parameter ANNUAL_DISCLOSURE_RENEWAL_DATE that needs to be populated with the date in MM/DD/YYYY format. The date can also be specified in the MM/DD format.

Figure 496 System Admin/Parameter/ANNUAL_DISCLOSURE_RENEWAL_DATE

Ø Rolling Annuals: This date set-up for annual disclosures is used when the implementing institution requires reporters to submit an annual a year from the approval of the last annual disclosure. The system provides a date parameter ANNUAL_DISCLOSURE_RENEWAL_DATE that needs to be populated with “0” to indicate that annual date set up is of the rolling annual disclosure type.

Informing reporters that annual is due: Irrespective of whether the implementing institute sets up the annual disclosure as a fixed date annual or a rolling annual disclosure, a parameter can be set to inform the reporter that their annual disclosure is due.

Ø The system provides the parameter ANNUAL_DISCLOSURE_ADVANCE_NOTICE that takes in input in the form of a number.

Figure 497 System Admin/Parameter/ANNUAL_DISCLOSURE_ADVANCE_NOTICE

The number (e.g. 30) represents the days in advance of the due date for the next annual disclosure, from when a message informing the reporter that their annual disclosure is due will be displayed to the reporter in the KC landing page.

• For fixed date annuals, the system displays the message “Your annual disclosure is due.” from 30 days prior to the date specified in the parameter ANNUAL_DISCLOSURE_RENEWAL_DATE

• For rolling date annuals, the system displays the message “Your annual disclosure is due.” from 30 days prior to the current years date when the annual disclosure is due.

The system stops displaying the message when the reporter submits an annual disclosure.

Figure 498 Researcher/Conflict of Interest/Annual Disclosure due message

Figure 499 COI Disclosure > Create Annual Disclosure> Disclosure Screen - Overview

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