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Frequently Asked Questions
eCOI PERSONAL ACCOUNT QUESTIONS:
How can I obtain my eCOI username and/or password?
What can I do if I forget my password?
eCOI requires both a Rutgers NetID and eCOI account. For all students, faculty and staff; you can use your Rutgers NetID to log into eCOI.
I do not work at Rutgers University.
How do I get a Rutgers NetID to use the eCOI system?
NAVIGATING THE eCOI SYSTEM:
My disclosure certification disappeared - why can I no longer see it?
|In order to make it easier to determine when something requires your action, items will only appear in your inbox when they are specifically waiting for your response, clarification or submission. However, you can always view any of your disclosure records by clicking the "My Disclosures" link located in the shortcuts section.
How do I figure out the status of my financial disclosure?
|The current status of the project is always displayed in the upper left corner of the project's workspace. Additionally, you can see who (if anyone) is currently working on the project by going to the looking in the assigned COI administrator column. To contact the current administrator, please call 732-235-8682 or email: firstname.lastname@example.org
How do I resolve the "redirect loop" error message during logon.
During logon, you get an “Error 310 (net::ERR_TOO_MANY_REDIRECTS): there were too many redirects” message. The problem is likely to be solved just by deleting cookies on your browser.
Internet Explorer 9.0 +
Use the steps below to clear cookies in Internet Explorer.
Step 1: Press Start
Step 2: Click Control Panel
Step 3: Double click Internet options
Step 4: Under the General Tab, you will see 'Delete temporary files, history, cookies, saved passwords...' Click Delete
Step 5: The Delete Browsing History dialog box will appear, click the 'cookies' checkbox
Step 6: Click the delete button at the bottom of the dialog box
Step 7: You will be taken back to the Internet properties dialog box. Click 'ok'
Use the steps below to clear cookies in Google Chrome.
Step 1: At the top right side of your browser toolbar, click on the Chrome icon
Step 2: Click on Settings
Step 3: Scroll to the bottom and click 'Show advanced settings'
Step 4: Under 'Privacy', you will see 'Content Settings', click on this
Step 5: Under 'Cookies', you will see 'All cookies and site data', click on this. Please note that you can block cookies altogether from being set on your browser by clicking 'Block sites from setting any data.' Unfortunately, many websites you browse will stop working if you do this. It is better if you just periodically clear your cookies manually instead of preventing them from being set by your browser.
Step 6: You will see a full listing of all your cookies. You can click REMOVE ALL to clear all your cookies or you can pick a particular website and clear your cookies from that site.
Use the steps below to clear cookies in Safari.
Please note that if you change your cookie preferences in Safari or remove the cookies in your browser, this might remove or change the cookie settings in your other applications including your Dashboard. This guide is for OSX Lion
Step 1: Open Safari.
Step 2: Click Safari then Preferences. Click on 'Privacy.'
Step 3: Click on 'Details.'
Step 4: You will see a lit of websites that store cookies. You can remove single sites by clicking the 'Remove' button and selecting a site. If you want clear all cookies, click 'Remove All.'
Step 5: When you have finished removing sites, click 'Done.'
Before going through the steps below, make sure you are using the latest version of Firefox for your OS. Doing this ensures that you benefit from the latest security updates offered by your browser. Keep in mind that the more popular a browser is, the higher the chance that it is being targeted for spyware or malware infection.
Step 1: Look at the top end of your Firefox window and you will see a 'Firefox' button. Click it and click 'Options'
Step 2: Click on 'Privacy'
Step 3: You will see 'Firefox will:'. Set it to 'Use custom settings for history.'
Step 4: Click on the 'Show Cookies' button on the right side
Step 5: If you want to delete cookies set by individual sites, enter the complete domain or partial domain name of the site you want to manage in the search field. Your search will retrieve the list of cookies set for that site. Click 'Remove Cookie'
Step 6: If you want to delete all cookies, click the top of your Firefox window and click on your Firefox button. Click the History menu and pick out 'Clear Recent History...' Select 'Everything' for the 'Time Range To Clear' option. Click on the downward arrow located next to 'Details'. This will open up the list of items. Click 'Cookies' and make sure all the other items are unselected. Click on the 'Clear Now' button at the bottom. Close your 'Clear Recent History' window.
Why am I receiving a "-1" error message?
|An error message containing a -1 usually means that whatever action the system was taking timed out before it could complete. This can occur during times when traffic on the Rutgers network is high. Trying the activity again in a few minutes usually resolves the problem.
Please contact eCOI support at eCOI@ored.rutgers.edu if you are consistently receiving -1 errors at a particular spot that does not seem related to network traffic.
PERFORMING ACTIONS IN THE eCOI SYSTEM:
How do I withdraw my disclosure certification record?
|Navigate to the project you wish to withdraw and click on it to open its workspace. Look for an activity button called "Withdraw" under "My Activities" on the left side of the page. If you do not see this activity, it is because a reviewer currently has ownership of the item. Contact the COI office and have them send the item back to you so you can withdraw it.
How do I make and submit changes?
|Whenever the COI office requests changes your submission, you can enter the changes directly to the project form. This is similar to the process when you initially entered information to create the application. In order to do so: Navigate to the project's workspace, and click on the "View/Edit" button located on the left side of the page. Enter the changes on the form, then use the "save" and "exit" links to save your changes and exit the form. When you are done, use the "Submit Changes" activity button to send the item back to your COI administrator.
You can check the "Change Log" tab in the project's workspace to see a log of all the changes you've made after initially submitting the project for review.
How do I submit my disclosure certification for review?
|Click on the "inbox" tab in your study staff workspace to view all projects currently in the "Draft" state. Click on the project to open its workspace. Look for an activity labeled "Submit" on the left side of the page.
QUESTIONS REGARDING FINANCIAL CONFLICT OF INTEREST:
What is a financial conflict of interest?
|A conflict of interest is a situation in which the potential exists for an individual’s personal financial interests to impair his/her judgment in the execution of his/her responsibilities to Rutgers University.
Why do I need to disclose?
Rutgers University Policy 90.2.5 requires that PIs and personnel working on research projects, regardless of source of funding or lack thereof , disclose financial information that may reasonably be perceived to influence their work. This policy is intended to implement:.
* Responsibility of Applicants for Promoting Objectivity in Research
* The reasonable expectation that the design, conduct, and reporting of the research will be free from bias resulting from Investigator financial conflicts of interest.
Please note that having a conflict of interest does not necessarily imply wrong-doing or inappropriate activities. The emphasis is on disclosure of financial interests to comply with regulations, University Policy, journal requirements, etc.
Who needs to disclose?
The Investigator Conflict of Interest Policy 90.2.5 applies to all University faculty, non-faculty employees, students (graduate and undergraduate, part-time or full-time) and other individuals who, in the course of their association with the University:
(1) apply for or receive funds for any research or training purpose, by grant or sub-grant, or by contract or subcontract, or by cooperative agreement , or are engaged in research as personnel (i.e.: are responsible for the design, conduct, or reporting of research. E.g., an undergraduate student entering data must disclose because they are engaged in the conduct of the study) ; or
(2) conduct unsponsored/unfunded research.
What do I need to disclose?
The Investigator Conflict of Interest policy applies to all research, regardless of source or lack of funding.
A “financial interest” is defined as the following:
a financial or other personal involvement of the investigator [defined broadly as anyone who is involved in the design, conduct, administration, collaboration, analysis, and/or reporting of the research], or his or her immediate family that are related to the individual’s Institutional responsibilities.
Financial interest means anything of monetary value, whether or not the value is readily ascertainable. Interests include, but are not limited to: income; honoraria or other payment for services; equity such as stock, stock options or other ownership rights (except interests of any amount in publicly traded, diversified mutual funds, pension funds, or other institutional investment funds over which the faculty member does not exercise control); patents and copyrights; contracts, licensing and other agreements; royalties (including those royalties distributed by the University); employment; reimbursed travel or sponsored travel; and services, relationships or positions, even if uncompensated.
Excluded from the disclosure requirement are:
income from seminars, lectures, or teaching engagements, reimbursed travel or sponsored travel, and service on advisory or review panels sponsored by a federal, state, or local government agency, an Institution of higher education as defined at 20 U.S.C. 1001(a), an academic teaching hospital, a medical center, or a research institute that is affiliated with an Institution of higher education.
(Rutgers University Policy 90.2.5 “Investigator Conflict of Interest”, p.3-4)
For more information on the type of interests to disclose, review Rutgers Policy 90.2.5 “Investigator Conflict of Interest”.
What are the deadlines for disclosing?
Who gets to see the financial information I provide in my disclosure?
A financial Conflict of Interest Disclosure must be submitted to Rutgers University:
• At Proposal Submission: A Financial Conflict of Interest Disclosure must be submitted and be active (research certification made within the past 12 months) at the time a proposal is submitted for sponsor funding.
• At Award Set-up: For a new award, a Research Certification must be created in the eCOI system once the award is received. If a disclosure has never been submitted before, the Investigator must submit a disclosure now. The award will not be processed for set-up until all study team members have certified in the eCOI system. A Research Certification does not need to be created for incoming awards that are not new.
• Annually: Your disclosure must be submitted at least annually (within 12 months of your last submission/update).
• Within 30 days of a new Significant Financial Interest (SFI): A revised COI disclosure must be made within thirty days of discovering or acquiring a new significant financial interest (e.g., through purchase, marriage, or inheritance).
Examples are provided below:
• Example A: Dr. Smith has no financial interests. Dr. Smith must still log-in to eCOI and submit a disclosure that indicates Dr. Smith has nothing to disclose.
• Example B: Dr. Smith plans to submit a proposal on August 31, 2015, but Dr. Smith has never submitted a disclosure before. Dr. Smith must submit a disclosure before the proposal submission deadline, even if Dr. Smith has nothing to disclose.
• Example C: Dr. Smith submitted a COI disclosure on July 1, 2015. Dr. Smith submitted a proposal on October 5, 2015. No update to Dr. Smith’s COI disclosure was needed.
• Example D: On December 1, 2015, Dr. Smith receives an award letter. Dr. Smith’s administrator creates a Research Certification in the eCOI system. Dr. Smith and the identified study team log into the eCOI system and verify their disclosures are accurate.
• Example E: Dr. Smith got married and Dr. Smith’s spouse is the CEO for a pharmaceutical company. Dr. Smith must submit an updated disclosure within 30 days to include any financial interests held by Dr. Smith’s spouse.
|Within the University, the information provided in your disclosure is confidential and is only used for the purposes of administering the policy by the Conflict of Interest Committee and other University offices with oversight responsibilities, as appropriate. Under certain circumstances, the University is required to make personal financial information publicly available to comply with federal and state law.
Are all significant financial interests considered a conflict of interest?
No, many significant financial interests do not create a conflict of interest. You are required to disclose all financial interests. The University is responsible for determining whether the significant financial interest creates a conflict of interest.
What are the Conflict of Interest training requirements?
The Office of the Vice President for Research and Economic Development will create training content and be responsible for the implementation of a University-wide web-based training module. Each investigator must complete the COI training prior to engaging in sponsored or unsponsored research and at least every four years, or immediately if the University’s conflict of interest policy changes in a manner that affects investigator requirements, an investigator is new to the University, or the University finds an investigator noncompliant with the University’s COI policy.
What is the Conflict of Interest Committee (COIC)?
Conflict-of-Interest Committee (COIC) is a University-wide committee whose role is to review disclosures of significant interests and determine if these constitute a conflict of interest and, if so, to decide how such conflicts will be managed, reduced or eliminated. The Committee is appointed by the Executive Vice President for Academic and Clinical Affairs, and comprises the Senior Vice President and General Counsel (or designee), the Vice President for Research and Economic Development (or designee), Senior Vice President/Chief Ethics & Compliance Officer (or designee), University Chief Financial Officer (or designee), and Executive Director, Office of Technology Transfer and Business Development, three faculty members (at least one engaged in clinical research and one engaged in laboratory research) from the New Brunswick/Piscataway Campus, three faculty members (at least one engaged in clinical research and one engaged in laboratory research) from the Newark Campus, one faculty member from the Stratford Campus, and one faculty member from the Camden Campus. At its inception, one-half of the faculty members and all of the non-faculty members of the COIC shall serve three (3)-year terms, and the other half of the faculty members shall serve two (2)-year terms. All subsequent terms shall be for three (3) years. At its first meeting, the Chair of the Committee shall be selected from among the faculty members of the Committee by majority vote.
Where can I view the Investigator Conflict of Interest policy?