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Conflict of Interest
Frequently Asked Questions
Below you will find our frequently asked questions, which provide essential information regarding Financial Conflicts of Interest for Sponsored Programs.
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Individual departments must designate administrative personnel who will be responsible for coordinating FCOI at the departmental level. These individuals will be given admin permissions in COI-Smart which will allow them to add users to the system, assign disclosures to investigators, and search disclosure completion dates.
Contact the Research Conflict of Interest Officer (firstname.lastname@example.org) to have administrative personnel added to the system.
Sponsored Programs Disclosures under OSU policy 4-0130: COI-Smart is to be used for sponsored programs COI disclosures only. Department-level administrators can add faculty, staff, and students who are involved in sponsored programs to the COI-Smart system as needed.
General COI Disclosures required by the OSU/A&M Board of Regents’ Ethics Policy: General COI disclosures are required when an individual OSU person makes business, policy or other decisions from which he/she may directly or indirectly receive a substantial benefit. These disclosures are to be made promptly when a potential conflict is identified and submitted to the immediate supervisor of the person with a potential conflict. The form is available here, although colleges and departments may wish to create an online form utilizing the same questions.
All administrators, faculty, staff, post-doctoral fellows and students who apply for, receive or serve as key personnel on a sponsored program must submit a disclosure questionnaire via the COI-Smart system before proposal submission and at least annually during the period of award. Updates to Disclosures must be submitted within 30 days of discovering or acquiring a new financial interest.
General reminders for sponsored programs disclosures are sent according to the following schedule:
- Spears School of Business – June
- Veterinary Medicine – July
- Arts and Sciences – August
- Agricultural Sciences and Natural Resources – September
- Education and Human Sciences – September
- Engineering, Architecture, and Technology - October
- Others (not listed above) - June
Departments with faculty/staff/students who apply for and/or perform sponsored research or programs are required to use the system for submission of sponsored programs COI disclosures.
Unfortunately, this email address is part of the COI-Smart software and cannot be changed.
Department administrators are responsible for adding individuals who need to complete the COI disclosure for sponsored programs and for removing individuals who are no longer associated with OSU.
Click here for instructions on running a report of all users associated with a chosen college of department.
COI training dates can be retrieved from the CITI Training webpage. Click here for instructions on gaining administrative access to the CITI Training Program.
Investigators and research staff should answer the questions about conflicts of interest in Cayuse (soon to be launched) and work with the Research Conflict of Interest Officer to meet the funding agency requirements related to COI. The Research Conflict of Interest Officer can be reached at RCIO@okstate.edu or by phone by calling University Research Compliance at 405-744-1676. Also, information about COI managements plans will be available to Associate Deans for Research via COI-Smart.
This software is only for sponsored programs COI; departments should maintain or develop a process for other General COI disclosures handled at the department or college level.