University of Iowa

Annual Disclosure of Outside Professional Activities and Interests: Due April 30, 2019

To: 
Deans, Directors, and Departmental Executive Officers
From: 
John Keller, Bruce Harreld, Sue Curry, Cheryl Reardon, Brooks Jackson
Date: 
January 14, 2019
Subject: 
Annual Disclosure of Outside Professional Activities and Interests: Due April 30, 2019

Cc: Associate Deans for Faculty, Associate Deans for Research, Senior HR Leadership, and Faculty HR Representatives

From: John Keller, Interim Vice President for Research and Economic Development
          Bruce Harreld, President
          Sue Curry, Interim Executive Vice President and Provost
          Cheryl Reardon, Chief Human Resources Officer and Associate Vice President          
          Brooks Jackson, Vice President for Medical Affairs and Dean, Carver College of Medicine

The following email will be sent on January 17, 2019 to al UI faculty and staff informing them of UI's conflict of interest policies and highlighting that key personnel must complete an “Annual Disclosure of Outside Professional Activities and Interests” via the eCOI online disclosure portal before April 30, 2019.  The Annual Disclosure fulfills the reporting requirements of the following UI policies:

Monitoring Annual Disclosure Compliance:

  • Employees may monitor compliance with this annual disclosure requirement via the UI Compliance and Qualifications system accessible through UI Self-Service “My Compliances” tab.  Employees who have not completed the requirement will receive reminder emails on April 1, April 25, and April 30.  Supervisors and Compliance Admins will be copied on the last two notifications.
  • Prior to the compliance due date (April 30, 2019) supervisors may access reports showing the status of employees who directly report to them: https://compliance.hr.uiowa.edu/reports/compliances_summary_by_individual.
  • College/Org-level compliance may be monitored using the "View Incomplete Compliances Report" in theCompliance and Qualifications (CQ) system under "Actions & Reports."

Please refer any questions to the contact people noted below or more generally to the Conflicts of Commitment and Interest website: http://provost.uiowa.edu/conflicts-commitment-and-interest-policies.

Thank you for your assistance in ensuring that UI academic, health care, business, research, and teaching endeavors are free of potential or actual conflicts of interest.

 

 

Campus-wide Broadcast Email to be sent on Thursday, January 17, 2019

To:           UI Faculty and Staff

From:     John Keller, Interim Vice President for Research and Economic Development
                  Bruce Harreld, President
                  Sue Curry, Interim Executive Vice President and Provost
                  Cheryl Reardon, Chief Human Resources Officer and Associate Vice President          
                  Brooks Jackson, Vice President for Medical Affairs and Dean, Carver College of Medicine

Subject: Annual Disclosure of Outside Professional Activities and Interests:  Due April 30, 2019

Date:       January 17, 2018

Please review this message to determine if you are a UI employee who is required to complete an Annual Disclosure of Outside Professional Activities and Interests by April 30, 2019.

To ensure that UI academic, health care, business, research, and teaching endeavors are free of potential or actual conflicts of interest, the University of Iowa requires all University employees to disclose any potential or actual conflicts of interest in advance of initiating an activity or when the employee, in the exercise of reasonable diligence, first becomes aware of the conflict or the potential for one.  Additionally, key UI faculty and staff members are required to complete an Annual Disclosure of Outside Professional Activities and Interests by April 30th each year.   

Completion of the eCOI Annual Disclosure of Outside Professional Activities and Interests fulfills the annual reporting requirements of the following UI policies:

Who is required to complete an eCOI Annual Disclosure?

  1. All UI employees engaged in research, which is defined as being named as “key personnel” on a UI routing form submitted to Sponsored Programs or an IRB application.
  2. All UI Health Care faculty, P&S and SEIU staff, and Merit exempt employees with 50% or greater appointments.
  3. Faculty and Staff members with 50% or greater appointments in the following categories:
    1. Regular Faculty (tenure-track, tenured, clinical-track, research-track, instructional-track),
    2. P&S compensated at Pay Levels 7 and above (see ePersonnel File in UI Employee Self Service for Pay Level),
  4. All University Officials as defined by the policy on Institutional Conflict of Interest in Human Subjects Research, including:
    1. Administrators with Faculty Appointments (e.g., Associate Provosts, Associate Vice Presidents, DEOs, Directors), and
    2. Institutional Officers (e.g., President, Executive VP & Provost, Vice Presidents, Treasurer, Deans, University Librarian).

eCOI Annual Disclosure Instructions:

To complete your Annual Disclosure, employees should use their HawkID to log into the online eCOI disclosure system: https://ecoi.uiowa.edu. Use your HawkID to log on (do not use a HealthCareID).  The online form asks several screening questions that should take less than five minutes to answer if there are no outside activities or interests to disclose.  If an employee has activities or interests to disclose, they will be asked to complete an Entity Report for each activity or interest. While very few activities are actually prohibited, disclosure allows for potential and actual conflicts to be reviewed and managed appropriately.

Please note: each new Entity Report disclosure requires a signature before the Annual Disclosure can be finalized.

Deadline: Employees who are required to complete the eCOI Annual Disclosure must do so by April 30, 2019.  All employees may use the eCOI.uiowa.edu portal to enter and update disclosures throughout the year as their situation changes.  Employees may go to their Personal tab on Employee Self Service (hris.uiowa.edu), then click “My Compliances” to view requirements that have been completed, are due now, due soon, or unfulfilled.

For more information about the eCOI Annual Disclosure or specific policies, please contact:

Faculty and Executive Questions:  Diane Finnerty, Office of the Provost, 335-3991 or email: faculty@uiowa.edu.  Website:  http://provost.uiowa.edu/conflicts-commitment-and-interest,

 

Thank you for your assistance in ensuring that UI academic, health care, business, research, and teaching endeavors are free of potential or actual conflicts of interest. For information about additional Conflicts of Commitment and Interest policies at the University of Iowa, please see http://provost.uiowa.edu/conflicts-commitment-and-interest-policies .

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