Once a reporter has submitted their disclosure there are several steps to the COI Review process. During this process a disclosure can be automatically assigned for review based on an institution's Unit Hierarchy, manually assigned to committee reviewers, returned to the reporter for additional clarification and ultimately approved.
Review Lifecycle of a Disclosure
Once a Disclosure is submitted for review a notification is sent to the COI Administrator alerting them that a new disclosure is ready for review. This notification can be configured by each institution. For more details on configuring the notifications listed below see the COI - Notifications article.
If a user has turned on the Automatically assign additional reviewers when disclosure is submitted, based on the reporter's primary unit setting then the disclosure will automatically be assigned to any COI Reviewers in their primary units, and all units above their primary unit in your institution's Unit Hierarchy. A notification will be sent to any automatically assigned reviewers.
Each assigned reviewer and the COI Admin can access the disclosure via the Review Disclosures screen linked in the COI portal sidebar. For more information on how to use the filters in the Review Disclosures screen see the COI - Filters article.
Once the disclosure is opened the admin can assign additional manual reviewers using the Assign Reviewers button.
The Assign Reviewers screen will display any reviewers that were automatically assigned upon submission. If the admin begins typing in the field at the top of the screen they can select additional reviewers to add to the disclosure. Only individuals configured in the COI Reviewer role will return on this search. If additional reviewers are added to the disclosure this way they will receive the COI Disclosure Assigned for your Review notification shown above.
The COI Admin and any assigned COI Reviewers can now add comments to any question, Financial Entity or other List entry by clicking on the +Comment icon next to the field or list they wish to comment on.
The admin can make a comment and then make the comment visible to to the Reporter if the Send Back to Revise action is taken. They can also make comments visible to the Reviewer upon review assignment. Reviewers do not have access to comment permissions. They will always be able to view comments they made, but they cannot make their comments visible to other reviewers or the reporter. That access must be granted by a COI admin. The title of the comment box will be the regular Field Label of the gadget. If you have setup your gadgets to display Field Label Long, be sure your regular Field Label is descriptive enough to be a comment header. To see more about how to configure your COI Form gadgets see the Form Gadgets article.
Once a comment is added the Admin can modify the permissions or text by clicking on the comment icon and making changes to the visible sections or Edit comment option to change text.
Once a comment is added to a question the comment field will appear with a number in the beginning noting how many comments are present in that particular section.
When the reviewer has made all appropriate comments on the disclosure they will press the Complete Review button to submit their review to the COI Administrator.
After pressing the Complete Review button a notification will be sent to the COI Admin alerting them that the Review is complete.
The admin can make any of the reviewer comments visible to the reporter, or other reviewers. If needed they can send the disclosure back to the reporter for revision. For more details on completing a returned disclosure see the COI - Returning Disclosures for Revision article.
When the review process is complete the COI Administrator will approve the disclosure with the Approve button.
Depending on how your system is configured the COI Admin may be required to assign a disclosure level disposition to complete the Approval process.
After the COI Admin approves the disclosure a notification is sent to the reporter letting them know their disclosure has been approved.