The COI Administrator will be out of the office from Tuesday, August 18, 2015 through Tuesday, September 1, 2015, returning on Wednesday, September 2, 2015.  Answers to frequent inquiries can be found below.  If you have questions that are not addressed, please contact the COI Officer, Dr. Adam Schultz, through the ORI administrative assistant, Molly McFerran, at 541-737-3683.

Frequently Asked Questions

Security:

  1. Is this a legitimate email?
  2. How do I login to the COI system if I don't have an ONID/can't remember my password?

Disclosure:

  1. Do I have to complete a COI disclosure?
  2. How do I complete a COI disclosure?
  3. How do I remove a financial interest that occurred over 12 months ago?
  4. I've completed my form; why won't the system allow me to submit it?
  5. I am not an OSU employee; how do I complete an OSU disclosure form?
  6. I have already completed a COI disclosure/training; why did I receive an email indicating I haven't?

Training

  1. Do I have to take COI training?
  2. Can I take an alternative COI training?
  3. How do I complete COI training?
  4. I have already completed a COI disclosure/training; why did I receive an email indicating I haven't?

Cayuse:

  1. How do I answer the COI questions on Cayuse proposals?

 

Other frequently asked COI questions and their answers can be found at http://research.oregonstate.edu/coi/about-conflict-interest-program/faculty-guidance-and-frequently-asked-questions-faqs

 

Is this a legitimate email?

The COI online system facilitates COI disclosure for OSU investigators.  When an investigator must complete a COI disclosure form for the first time or a previous disclosure form has expired, the COI system sends automated notifications using template email messages.  If the email came from “Conflict of Interest System” and asks you to login to https://secure.oregonstate.edu/research/coi/ to complete some action, it is a legitimate email and it can be trusted.

Remember, notifications from the COI system will never ask for any personal information, including your ONID password.  These notifications will only indicate that you have to perform some action and provide a link to the system to enable you to do so.

 

How do I login to the COI system if I don’t have an ONID account/can’t remember my password?

ONID accounts are administered by the Community Network and questions regarding how to set them up can be addressed by the OSU Computer Helpdesk at 541-737-3474 or at the ONID website, http://onid.oregonstate.edu/.

To reset your password, go here: https://secure.onid.oregonstate.edu/cgi-bin/chpw?type=want_auth.

 

Do I have to complete a COI disclosure?

The following individuals have to complete an annual COI declaration:

  1. All Professorial Faculty 
  2. Research Associates 
  3. Post-Doctoral Scholars and Fellows 
  4. Individuals who serve or intend to serve as an investigator on a sponsored project regardless of sponsor 
  5. Any other individual who is requested to complete a form by a unit head, dean or the COI Officer

Note: An "investigator" is any individual who is responsible for the design, conduct or reporting of OSU research and is not defined by faculty rank or title.

If you are professorial faculty, a research associate or a post-doctoral fellow/scholar, you should have received a notification from the online system indicating your requirement to complete a Declaration. All other individuals can self-identify the need to complete a Declaration or will be individually set to complete a form as they fall into any of the above categories.

 

How do I complete a COI disclosure?

Login to the COI online system using your ONID credentials at https://secure.oregonstate.edu/research/coi/.

Individuals Required to Complete a Form: Once logged in, select “Create Draft” in the left-hand navigation panel to start a new disclosure form.  If you have submitted a COI form after August 1, 2012, your previous disclosures will be copied to the new form.

Individuals Not Set to Complete a Form: If you are not automatically set to complete a form, you can self-indicate the need to fill out a Declaration.  Once you’ve logged in, the home page includes the ability to self-indicate under the “Need to Complete a Declaration?” heading.  Select “Create a declaration” and you will be directed to the COI disclosure form.

 

 

How do I remove a financial interest that occurred over 12 months ago?

The COI declaration form is designed to automatically remove the disclosures that you make when they have occurred prior to 12 months ago.  For any disclosure that is now outdated, please update question #4 on the "entities" page to indicated that it "occurred over 12 months ago".  When you submit your next COI form, the disclosure will be automatically removed from your form.

 
I've completed my form; why won't the system allow me to submit it?

The COI form was designed to automatically copy disclosures you made in previous years and to link certain responses on the first page to subsequent pages.  As a result, sometimes there are errors in the form that do not allow you to submit it.

First, any financial interests that you disclosed in previous years must be removed automatically by the form instead of by you manually. (See: How do I remove a financial interest that occurred over 12 months ago?)

Second, there are periodic “bugs” in the system that may have affected your form.  The best way to address the bug is to delete your current form and create a new one – “Delete Draft” and “Create Draft” in the left-hand navigation panel. 

Finally, if you are still experiencing issues, email COI@oregonstate.edu with your name and a brief description of the problem and the COI Administrator will respond when next in the office.

 

I am not an OSU employee; how do I complete an OSU disclosure form?

In some cases, non-OSU employees have to complete an OSU COI disclosure form.  If you are a sub-recipient on a Public Health Service (PHS) award, are an in-coming faculty member who is submitting a proposal in Cayuse, or are otherwise identified as needing to complete a COI form but do not have access to the COI online system, please contact the Office of Sponsored Programs for more information.

Please contact the appropriate Grant and Contract Specialist in Sponsored Programs (main line 541-737-4933) and indicate that you are not an OSU employee and therefore cannot access the COI system to make a COI disclosure and he or she will provide further instructions.

 

I have already completed a COI disclosure/training; why did I receive an email indicating that I haven't?

The Policy on Research Conflicts of Interest has two requirements: (1) an annual COI disclosure form that is completed through OSU’s COI online system; and (2) COI training that is facilitated through the CITI Program, an external site.

Both requirements must be met by “investigators”, who are individuals responsible for the design, conduct and reporting of OSU research, including supervising or advising OSU students involved in OSU research.

If you received an email from “Conflict of Interest System”, then you have been notified that your annual COI disclosure form has expired or has not yet been submitted.  See: How do I complete a COI disclosure?

If you received an email from your unit head or from a COI staff member (email address: COI@oregonstate.edu) referencing training, then you have not yet completed COI training.  COI training must be completed every four years if you receive funds from a Public Health Service (PHS) agency, including the National Institutes of Health (NIH); otherwise, for all other investigators, training is a one-time requirement.  See: How do I complete COI Training?

 

Do I have to take COI Training?

An individual who must complete an annual COI declaration must also complete COI training.  Those required to complete the annual form (and therefore training) are:

  1. All Professorial Faculty 
  2. Research Associates 
  3. Post-Doctoral Scholars and Fellows 
  4. Individuals who serve or intend to serve as an investigator on a sponsored project regardless of sponsor 
  5. Any other individual who is requested to complete a form by a unit head, dean or the COI Officer

 Instructions on how to complete the COI training can be found at /coi/conflict-interest-training.

 

Can I take an alternate COI Training?

OSU Employees:  No; OSU policy and federal regulation require that two aspects of COI training be specific to OSU - training on OSU's policy and training on OSU disclosure responsibilities.  Only training offered through OSU's conflict of interest program can satisfy the COI training requirement.

Courtesy Faculty: Maybe; if your primary employment is with an institution of higher education or a government agency, you may have completed a COI-specific training through your primary employer that could count toward OSU's COI training requirement.  Email COI@oregonstate.edu with documentation of your completed training or contact information for your primary employer who can confirm completion of training.

 

How do I complete COI Training?

COI training is facilitated through the CITI (pronounced “city”) training modules, which are also used for IRB and IACUC training.  Instructions for new and returning users to CITI on how to complete COI training through CITI can be found at /coi/conflict-interest-training.

 

How do I answer the COI questions on Cayuse proposals?

First COI Question: This refers to whether all appropriate individuals on the proposal have completed an annual COI disclosure form as identified above in Do I have to complete a COI disclosure?

Second COI Question: This refers to whether any of the investigators on the proposal have a financial interest that relates to the proposed project.  If you or any of your research team have a financial interest that in some way relates to the project (including investigators with an identified COI and management plan), check "yes".  If you have answered "yes", please email the COI Officer, Dr. Adam Schultz, at Adam.Schultz@oregonstate.edu with the following information:

  1. Cayuse proposal number
  2. PI and title of the project
  3. Name of the investigator with the financial interest
  4. Nature of the financial interest
  5. How the project relates to the financial interest

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