COI/Financial Disclosure System

Important Instructions

 

Acess to the Financial Disclosure Statement is available through the Research Gateway: http://researchgateway.wustl.edu

The system is best-viewed on-line using Internet Explorer Version 5.0 or 6.0 or Netscape Version 4.79. If you use another browser, you may have problems accessing and navigating the system. We do not recommend using Internet Explorer Version 7. For Mac users: If you have problems using the system with your Mac, please try the Mozilla Firefox web browser.

 

System Hours:

The system is operational 24 hours a day, 7 days a week, EXCEPT: 4:00 a.m. - 6:00 a.m. on Mondays, 9:00 p.m. - 9:20 p.m. Monday through Friday, and from 5:00 p.m. Saturday through 8:00 a.m. Sunday. Support for the system is available from 9:00 a.m. - 5:00 p.m. by calling the Systems and Procedures Helpdesk at 935-5707.

 

Accessing the Disclosure System:

Log In to the Research Gateway by entering your WUSTLKey ID and password. If you have not yet created your WUSTLKey, you can log in using your six-digit Employee ID and the temporary password consisting of the last two digits of your birth year, the first letter of your last name (in lower case) and the last four digits of your social security number. Your Employee ID number and temporary password can only be used once and you will be required to create a WUSTLKey ID and password as soon as you log-in.

If you need assistance with your log in information, please call the Systems and Procedures Helpdesk at 314-935-5707 between 9:00 a.m. and 5:00 p.m. The Helpdesk will require specific identifying information to verify the ID of the caller before granting assistance.

 

Completing the Disclosure Statement:

Once you log in, scroll down the page, entitled “Menu of Activities,” to the “Compliance” section, and click on “Complete/Review COI Financial Disclosure Statement.” The Financial Disclosure Statement home page will display.

To begin completing a new form, select "New/Annual Update." You may also choose to copy a previous disclosure, provided the disclosure was submitted after October 7, 2006 . To copy your most recent disclosure, select “Copy.” To copy other disclosures submitted after October 7, 2006 , select “Review” and then select the “Copy” button next to the disclosure date of the disclosure you would like to copy.

There are numerous sections within the form. Follow the instructions at the top of each section and be sure to complete all required fields. When you have completed a section, click the "Next" button at the bottom of the screen. The system will lead you through the sections you need to complete based on the answers you provide.

You do not have to complete the entire form in one session. At the bottom of each section there is a “Save for Later” button, which you can use to save your current entries and then go back to the form at a later time. When you re-enter the system to complete the form, you will need to select the “Continue” button to finish your form. You will be able to update any entered data until you press the “Submit” button on the last page.

Once you reach the Submission section, you have to mark the box “I accept and agree to the above terms” and click the “Submit” button in order for your form to be processed through the system. Once you have submitted your form by completing the Submission section, you cannot make any modifications. Please note: Newly submitted disclosures will need to be processed before they can be available for review. Processing should be completed within 30 minutes after submitting your disclosure.

 

Copying a Previous Disclosure:

In addition to the “New/Annual Update” option, you now have the option to “Copy” a previous disclosure provided you have submitted a disclosure after October 7, 2006 . You may click on the “Copy” button to create a copy of the most recent disclosure statement you submitted, or you may click “Review” and select a different disclosure to copy (only disclosures submitted after October 7, 2006 are available to be copied). The system will display the disclosure questions with the answers you gave in the previous disclosure unless a new question has been added to the disclosure. You must view each question on the disclosure. You may either change the answer(s) or click “Next” to accept the answer(s) already displayed and proceed to the next page.

 

Access to Previous Disclosure Statements:

You can access and review your previously submitted on-line disclosure statements using the Financial Disclosure System. You will need Adobe Acrobat Reader to view your previous on-line disclosures. If you do not have Adobe Acrobat Reader, you may download a free copy at http://aishelp.wustl.edu/ or click on this link: Adobe Acrobat Reader.

Once you have logged in and navigated to the Financial Disclosure Statement main screen, choose the “Review” option to view a previously submitted disclosure. Your previous on-line disclosures will appear in a list sorted by submission date. Click on the "Review" button next to the date of the disclosure you wish to review, and then click on “Click here to view the Financial Disclosure”. If the file does not open, you may need to temporarily disable your pop-up blocker. If there are any attachments to the disclosure, they will appear in a list on the review screen with links to open and view each attachment. You can review additional disclosures on your list by clicking "Return" and then clicking on the "Review" button next to another disclosure.

 

Other important information:

All individuals with an active University employee ID number automatically have access to the Financial Disclosure System. This includes all faculty, Post Docs, graduate students, and undergraduate students who have an Employee ID number.

You are required by University policy to complete the Financial Disclosure Statement. Your dean/department head will be notified should you fail to submit a disclosure statement within the allotted timeframe. Please be aware that failure to submit a Financial Disclosure Statement to the DRC could result in the restriction of research funding, human studies protocols, and/or animal studies protocols.

The on-line system eliminates the need to submit paper forms. Paper forms will not be accepted by the Disclosure Review Committees.

Questions regarding how to complete this form or other issues related to the Financial Disclosure Statement can be addressed to the DRC office at 747-2904 or drc@msnotes.wustl.edu.

Refer to the FAQs (http://htcoi.wustl.edu/faq.htm) for additional information about the system.