1. P RIOR A PPROVAL OF E XTERNAL A CTIVITIES Submitting your Requests for External Employment, Consulting, Board Membership or Related Activities in iDisclose 10/1/2015

2. O VERVIEW Request for approval of external activities will now be completed in iDisclose as a single disclosure. This process will replace the paper form that is currently is use.

3. O VERVIEW Submitting your single disclosure Brief review of submitting a disclosure Review Process Routing Department / Division actions Final Review by VP&CFO

4. W HAT REQUIRES PRIOR APPROVAL ? Outside activities including employment, consulting or board service. A decision matrix can be found on the iDisclose website. https://vpr.uthscsa.edu/iDisclose/

5. C OMMON & O THER A CTIVITIES To guide an individual on what is or is not a Prior Approval Request, view the two lists, Common & Other Activities. Select an activity from the lists to begin the process.

6. L OG INTO I D ISCLOSE From the website, click a hyperlinks within Common or Other activities. Review the Additional Considerations... Page Click the blue continue button to proceed to the log in page.

7. E NTITY / D ISCLOSURE / S UBMIT To begin, Add the entity (company, organization, etc.) you will disclose for, if it is not already listed. An entity must show a status of active in order to be used in the next page. Click Continue

8. E NTITY / D ISCLOSURE / S UBMIT To enter a disclosure, click Add New and complete the Add Disclosure Details page. Click Save

9. E NTITY / D ISCLOSURE / S UBMIT - CERTIFY Check the Disclosure and click Submit. Check each certification box. Click Finalize & Submit. Once you submit the session in the iDisclose system will automatically end. An email notification will be routed to the individual confirming their request.

10. A PPROVAL S TEPS Departments / Divisions & Chief Financial Officer

11. P RIOR A PPROVAL P ROCESS – R OUTING 1. COI manager Reviews COI office flags the disclosure as a Prior Approval (PA). Comments are entered. Assigns the next reviewer. 2. Go-To Reviews Will receive a notification indicating action must be taken. Go-To has the ability to route to the next appropriate individual, Dean or Chair.

12. P RIOR A PPROVAL P ROCESS – R OUTING 3. Dean or Chair Reviews Will receive a notification indicating action must be taken. Reviews the Prior Approval disclosure. After review, the Prior Approval disclosure must be routed to the VP & CFO. 4. VP & CFO Will receive a notification indicating action must be taken. The VP & CFO will be the final review. Once approved, notification will be sent to the user.

13. A CCESSING P RIOR A PPROVAL R EQUESTS Log into iDisclose Click Prior Approval Requests Received/Ready for Review are Prior Approval Requests waiting for your review.

14. P RIOR A PPROVALS – R EADY FOR R EVIEW All disclosures marked as a Prior Approval (PA) will display. To view, click details, The Actions column serves as a legend to provide a quick reference for determinations made or if there are comments.

15. P RIOR A PPROVALS – D ISCLOSURE D ETAILS Areas in the Disclosure Details Reviewer Ledger – displays name of previous reviewer Determinations – Prior Approval; COI;COC; UT 180;MP Report Summary – summary of $, time, CY and FY totals Comments – comments entered by the COI office or any other reviewer Details – information as it was entered by the discloser (form-filler) Action Buttons – Assign to another reviewer; Return to User; Disapprove; Final Approval; PDF Sample

16. D ISCLOSURE D ETAILS Disclosure details are read-only. Except: Comment Determination with COI or COC

17. A PPROVE / N EXT R EVIEWER Approve/Next Reviewer Allows you to select an individual to be the next reviewer. Allows you to select the VP & CFO for Final Approval.

18. R EVIEWER L IST iDisclose Reviewers Lists all Go-To Contacts; Department/Division Reviews; Deans and Chairs.

19. A SSIGN TO A R EVIEWER OR CFO The reviewer you select will receive an email notification indicating they have an item waiting for their review. A department / division can hand off a disclosure for review as many time as they feel necessary. Once a department/division review is complete, the disclosure must be routed to the VP & CFO.

20. A SSIGN TO A R EVIEWER OR CFO Once a Prior Approval is assigned to the CFO, the CFO will receive an email notification indicating there is action to be taken. The CFO can assign a disclosure back to the COI manager or Division/Department, if necessary OR send back to the user. To Approve : click the ‘Final Approval’ button. To Disapprove : enter comments, then click ‘Disapprove’.

21. A FTER F INAL A PPROVAL Once the disclosure has a Final Approval, the Discloser (user) will receive an email notification. The Prior Approval will display in the individuals' iDisclose dashboard, Prior Approval of External Activity Requests.

22. A PPROVED P RIOR A PPROVALS From Review Summary, click Prior Approval Requests tab From Approved / Finalized, click All Disclosures A list of all Prior Approvals that have been approved will be listed.

23. R ETURN TO U SER Return to User A notification will be sent to the Discloser. The disclosure will be reset and will go through the approval cycle. Once submitted by the Discloser it will be routed to the COI office. Comments are encouraged by the individual who is returning the disclosure to the Discloser. A reviewer can return a disclosure to the user at any point in the review process.

24. D ISAPPROVE Disapprove Comments are encouraged before disapproving. The review process stops and the Discloser is notified. If you Disapprove in error, the COI manager must be contacted.

25. R ECAP From Dashboard- click tab, Prior Approval Requests. Enter comments, if needed and before routing to VP&CFO. Route to another reviewer in your department/division, if needed. Final Approval – once the Division/Department review is complete, assign to the VP & CFO. VP & CFO is always the Final Approval for disclosures with a Determination of Prior Approval.

26. Q UESTIONS ? Prior Approval Review Documentation https://vpr.uthscsa.edu/confluence/x/CQCEAQ Contact: COI Manger @ coi@uthscsa.educoi@uthscsa.edu VPR IT @ 210-562-5691 or vprit@uthscsa.eduvprit@uthscsa.edu O NLINE H ELP

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