Conflict of Interest (COI) Help

Conflict of Interest (COI) Online Help

If you have a question that is not answered in this documentation, call 919-515-4267 or submit an online information request .


Quick Guide Creating and Submitting a Conflict of Interest (COI) Disclosure:

  1. MAC Users who encounter problems using this application are encouraged to use one of the following browsers: Firefox (best), Mozilla (best), Netscape (good). Other browsers may operate slowly. Call or e-mail if you have any trouble and well before you get frustrated with the system.
  2. Log into COI using your Unity (EOS) id and your Unity password.
    1. If you receive an error message, double check your Unity ID and make certain you are using your Unity password and try again.
    2. If you still receive an error message call 515-4267 or 515-2444 immediately. Alternatively, you can submit a help request.
  3. Why do I have to do this? First, disclosure does not prevent you from maintaining the disclosed circumstance. Instead, disclosure endeavors to manage the circumstance in such a way as your objectivity is not impaired. Federal regulations and Board of Governors’ policy require the disclosure of circumstances that have the potential to cause impaired objectivity by employees of NC State University. Filing a conflict of interest disclosure transfers to the university some of the burden of ensuring your objectivity is not impaired. However, you are ultimately responsible for proper conduct and decision-making.
  4. What should I disclose? The online disclosure form guides you in what kinds of circumstances you should disclose. Generally, however, you must disclose:
    1. Any relationship you have with a third party that does business with the University such as sponsors research, provides goods and services, etc.
    2. Any relationship with a third party in which you hold a significant financial interest (defined as greater than 5% equity or $10,000 value – note, the institution’s interpretation of the definition of significant financial interest was changed on August 22, 2005 to include EITHER a 5% equity interest OR a $10,000 monetary interest in an external entity the value of which could reasonably be considered subject to an employee’s university duties such as research results, etc.).
    3. Any external professional activity in which you receive $10,000 or more in remuneration of any kind (Salary, etc.).
    4. Any intellectual property (patents, trademarks, licensing agreements, etc.) contractually obligated to you or the university in which you are the author or owner.
    5. Any textbooks or other course materials – for sale – that you have authored or co-authored that you require of students enrolled in coursework under your direction.
    6. There are numerous other circumstances the COI system will guide you to consider.
  5. What happens when I click “Approve and Route for Review”? Once you click Approve and Route for Review,
    you have certified that your COI is complete and accurate and your disclosure is sent to the next level administrator’s (usually a department head or dean) queue for their review and approval.
  6. How will I know my COI is routed and/or approved? Unless you have requested your access profile be modified to not send e-mail messages, you will receive a message at every level of review (usually just one or two administrators above), one of which will be the finalization of your COI.
  7. Can I submit a proposal without an approved COI? Until a COI is approved, you may not submit any proposals OR engage in external professional activities for pay.
  8. What do the Save buttons in each section do? You can save your disclosure at anytime during the preparation process. The Save button in each section is a convenience for you and is not required of you to click after completing each section. We strongly encourage that you save your disclosure as you prepare it so as to not lose your work should you step away from your desk allowing the session to time out or if the power fails.