Previously, for a researcher to be in compliance with COI policy, they would need to complete a FID at least annually in order to update their financial interest disclosures and active research projects. With the new system, researchers will need to certify that their disclosure profile is up to date each time they are added as a Covered Individual to a research project (this includes IRB submissions and Funded Awards).
What do I do if I'm a Covered Individual on a research project?
You will receive an email notification to your UT inbox letting you know that you have been added to a research project with a link to your COI Disclosure Profile. Click the link and follow the instructions to complete or update your Disclosure Profile. If it is your first time in the COI module, you will need to include in your Disclosure Profile any disclosures you previously made in eProtocol if they are still applicable and meet disclosure requirements as well as any new financial interests and current activities. You will receive a UTRMS email notification when your Disclosure Profile has been successfully updated. Check the COI tab (on the IRB study record) or the COI Disclosure Status window (on the Award record) to confirm you and your team have completed their updates.
How can I aid the process as a Departmental Admin/Research Coordinator?
Each research project will require a new certification by the Covered Individual. In this sense, it’s not possible to get a “head start” on the COI process since it is initiated from the research project record by UTRMS and by central office staff. When a new human subjects research protocol is submitted to IRB, the system will automatically send email notifications to the study team to complete their Disclosure Profile updates. When a new award is created, central staff will trigger the email notifications to Covered Individuals to complete their Disclosure Profile updates. Check the COI tab (on the IRB study record) or the COI Disclosure Status window (on the Award record) to confirm that all Covered Individuals have completed their updates.
For more information on covered individuals, please see the Office of Research Support and Compliance website.
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