COI - Disclosure Statuses and Research Administration Display

Overview

The Kuali Conflict of Interest system tracks disclosures through a number of different statuses. These statuses display in the COI application, and can also be configured to display in the Research Administration modules so OSP staff know when they have COI clearance to take certain actions on Proposals and Awards.

COI Project Statuses

Status	Definition
Disclosure Not Required	This indicates that the current project is not being funded by a sponsor that requires COI disclosure.
Update Needed	This indicates that the current project is funded by  a sponsor that requires COI disclosure, and the Investigator has a disclosure on file that needs to be updated to include details about the current project.
Up to Date	This indicates that the Disclosure with this project has been submitted for review by the researcher.
Update Not Required	This indicates that the current project does meet the requirement criteria configured by your institution, but no update is required because no new fields are added to your disclosure by the addition of this project.  This status will only display if your institution has turned on the "Do not require researchers to update their disclosure for new projects if no incomplete fields are added to the disclosure" feature.

COI Annual Disclosure Statuses

Most statuses display the same way everywhere they appear in the application.  Some statuses display different values depending on context to provide the most intuitive information possible to users. The statuses below that specify user and context display differently for different roles.  All statuses that do not include this information display the same text in all displays.

Status	Display Locations	Definition
Update Needed	Sponsored Programs COI Disclosures	This indicates that this user's annual disclosure is waiting for an Update on a project.  If the project status indicates Up to Date that means the disclosure is waiting on an update to another project.
In Progress	Sponsored Programs COI Disclosures	This indicates this person is currently working on their Annual COI Disclosure, but has not yet submitted it for review.
Submitted for Approval	Sponsored Programs COI Disclosures	This indicates this person has submitted their COI Disclosure for review, but it has not yet been approved by the COI office.
Up to Date	Sponsored Programs COI Disclosures (Reporter View)	This indicates the COI Disclosure is approved, and up to date.
Approved	COI Disclosures (COI Admin or COI Viewer View)	This indicates the COI Disclosure is approved, and up to date.
Returned	Sponsored Programs COI Disclosures	This indicates that this person's annual disclosure has been returned to them for further revision.
Send Back	Sponsored Programs COI Disclosures (COI Admin or COI Viewer View)	This indicates that this user's annual disclosure has been returned to the Reporter with specific comments or requested changes.
Revisions Required	COI Disclosures (Reporter View)	This indicates that this user's annual disclosure has been returned to the Reporter with specific comments or requested changes.
Resubmitted	Sponsored Programs COI Disclosures	This indicates that this user's annual disclosure has been resubmitted to the COI office by the reporter after a Return or Requested Revisions action.
Expired	Sponsored Programs COI Disclosures	This indicates that this user has a disclosure on file, but it has Expired and they need to update their annual disclosure.
Archived	COI Disclosures	This indicates that this is a historical disclosure and the user has created a newer disclosure.
Not Yet Disclosed	Sponsored Programs	This researcher has never created a disclosure in the COI system.

Disposition Status

The disposition is a status assigned by the COI Administrator during the review process. Dispositions are defined by each individual institution. The disposition display in the Sponsored Programs modules is controlled by the View COI Disclosure Disposition permission. Any users with this permission will see the disposition in the Proposal Development, Institutional Proposal, and Award modules. This permission is commonly given to SP and COI staff members.

Note: When the project status is Update Required then the Disposition will display Update Required as well even if there is a disposition in place.  This primarily applies to sponsor additions or changes on 700U projects.  Once a disclosure with the project has been submitted and the Project Status changes to Up To Date the disposition detail will display again.

Display in Research Administration Modules

The COI details for an individual can be configured to display in the Proposal Development, Institutional Proposal, or Award modules. The screenshots below show how the details display in each module. For more details on how to configure the various parameters that drive what displays in these sections see the article COI - Configurations between Kuali Research (monolith)

Based on a combination of the statuses in this display SP administrators can identify if they need to take followup actions based on researcher COI disclosure requirements.

Proposal Development COI Details

Institutional Proposal / Awards COI Details

While the COI details for an individual can be displayed in the other modules, the information is not stored in the SP read-replica. You will need to query the COI extract directly to access the COI Annual Disclosure Status, COI Project Status, and COI Disposition Status. 

Note: Proposal Hierarchy children will push to COI.  Proposal Hierarchy parents will not.