COI - Disclosure Archiving

Overview

There may be times when a user leaves an institution (becomes inactive) or an active user no longer requires a disclosure because their participation in research has completed.  Within Kuali Research COI you have the ability of filtering out inactive users via the User Active filter/column and also COI Administrators have the ability to manually deactivate a disclosure via the Disclosure Active filter/column.  Within the Filters option you can select these options in the 'Chose Columns':

Please note, these filters/columns are available in both the Review Disclosures and View Disclosures screen but only those users with the COI Administrator role will have the ability to change the Disclosure Active status.  Below outlines how to utilize these filter/column options.

User Active

The User Active filter/column option will reflect the user's active status in their user profile in Kuali.  This information is populated by a nightly job from Kuali user information.  For example, in the below you'll notice that user Elba Byler is marked as 'No' for User Active:

 

This is because this user is inactive in their User profile:

This User Active flag will allow you to create saved views to filter out inactive users so you can ignore users that are no longer at the institution when reviewing disclosures.  More information on creating saved views can be found in the COI - Filters article.

Please also note that any user that is inactive in the system will not receive any system notification emails (like expiration notices, expiration reminders, etc.).

Disclosure Active

The Disclosure Active filter/column option allows COI Administrators to manually inactivate a disclosure even for a user that is active.  A common example is when a graduate student who was involved in grant research and required a disclosure but after graduation got a job at the university but no longer participates in research.  They no longer need to complete a disclosure so as a COI Administrator you can click the 'Deactivate' option in the column:

Once you 'Deactivate' you will then have the option to 'Reactivate' the disclosure as desired.  When a disclosure is deactivated (Disclosure Active set as 'No') it means if the User is still active they will not get Expiration notifications (specifically the 'A disclosure has expired', 'An annual disclosure is about to expire', and 'A disclosure has expired reminder' notifications).  However, if they were ever added to a project that required a disclosure they will get a notification to update their disclosure and once they initiate the disclosure update it will automatically update the Disclosure Active flag back to 'yes'.

This Disclosure Active flag will allow you to create saved views to filter out active users that no longer require a disclosure.  More information on creating saved views can be found in the COI - Filters article.  And please note, only COI Administrators have the option to 'Deactivate' or 'Reactivate' via the Disclosure Active column.