Frequently Asked Questions

• What is a Disclosure Profile?

  A Disclosure Profile is the name of your disclosure record in the myResearch Conflict of Interest module.  A Disclosure Profile consists of reportable external interests, activities and commitments.   

• What is the Annual Certification requirement?

  Disclosers are required to go into the myResearch Conflict of Interest module during the period of May 1 to May 31 to confirm that their Disclosure Profile is up to date.   

  Disclosure Profiles are supposed to reflect the previous 12 months activity as well as any anticipated activity, so Disclosure Profiles should also be updated throughout the year as appropriate.

• What are reportable external interests, activities and commitments?

  All financial, personal and professional interests, activities and relationships that you or an immediate family member have with any non-University entities that create, or could be perceived to create, a conflict of interest or commitment that:

  • Might be reasonably perceived to be related to your institutional responsibilities; or
  • May otherwise present a conflict of interest or conflict of commitment, or the perception of such a conflict, with your duties to the University.
• Is there a dollar threshold for disclosure?

  No, there is no threshold for disclosure.   However, there is a threshold for determining that an actual financial conflict of interest exists. 

• How is "institutional responsibilities" defined?

  An individual's professional responsibilities on behalf of the University, including, but not limited to, activities such as research, research consultation, teaching, professional practice, and membership/service on University committees and panels (e.g.: Institutional Review Boards, Data and Safety Monitoring Board, accreditation committees, etc.).

  Generally,  income received from consulting or speaking on behalf of an entity is always related because the investigator has been retained as a consultant based on their overall expertise in the field.

• Do I need to report outside academic appointments in my Disclosure Profile?

  Yes, an outside academic appointment would be considered related to your institutional responsibilities. 

• Do reporting requirements differ if it is a U.S. based entity or an international entity?

  No, reporting requirements are the same for all entities and activities whether U.S. or internationally based. 

• I am presenting at a conference and my travel is being supported by the conference organizers, do I need to report this?

  Yes,  travel paid on your behalf (whether paid directly to you or paid on your behalf) to attend or present at professional conferences is required to be disclosed. 

• I consult for company that does not support my research, do I need to disclose this activity?
  Yes, if the consulting activity is related in any way to your institutional responsibilities then it should be disclosed.    Remember that the threshold for disclosure is:

  • Might be reasonably perceived to be related to your institutional responsibilities; or
  • May otherwise present a conflict of interest or conflict of commitment, or the perception of such a conflict, with your duties to the University.
• I own stock in Microsoft, Google, Oracle, Amazon - do I need to report this financial relationship?
  Faculty and research staff that own these types of stocks do not need to include them in their disclosure simply because they use their services to conduct their institutional responsibilities.  
• Do I need to disclose income from service as an expert witness?
  Income from service as an expert witness should be disclosed if it relates to your institutional responsibilities.
• I started a company based on intellectual property from my research. It doesn't have any value yet, do I need to report this?
  Yes,  there is no dollar threshold for disclosure. 
• I own stock in a company that may be interested in licensing the results of my research - do I need to report this financial relationship?
  Faculty and staff that own stock in companies that may be interested in licensing the results of their research should disclose these relationships. 
• I created a company to handle my consulting activities, how do I disclose this?
  The individual consulting activity along with the entity that paid for it should be disclosed.   Any potential conflicts would be evaluated in conjunction with the entity that paid for the services. 
• Do I need to disclose mutual funds or other investments?

  Investments such as mutual funds, in which you do not have control over the individual securities held do not need to be disclosed. If you own other investments, such as stock in an individual corporation, even if held in a retirement account, and those investments can be bought or sold at your discretion, you will need to evaluate each such investment in order to determine whether it is reasonably related to your institutional responsibilities.

• When is it required to report a change in external interests, activities or commitments?

  • Within thirty (30) days of discovering or acquiring a new external interest or commitment. 

  • At the time of establishing a faculty owned company.

  • At the request of the Designated Institutional Official (DIO), where new external interests or commitments have come to the attention of the DIO. 

  • Travel must be disclosed within thirty (30) days of said travel. Alternatively, travel that is anticipated can be disclosed anytime in advance and would satisfy the thirty (30) day requirement.

• What are some examples of scenarios that present conflicts of interest?

  A researcher  has a significant non-University obligation to either:

  • an individual or a private organization that provides support for a University research, educational or public service activity; or

  • an organization (or individual) with which (whom) the University has an agreement to provide support for the conduct of a program project, activity or service supervised by the researcher.

  A researcher has a consulting arrangement with a business enterprise that either:

  • supports, or is supported by, University programs involving the researcher; or

  • is licensed to commercialize University technologies invented by the researcher.

  A  researcher  has significant external interest  in a business enterprise that either:

  • supports, or is supported by, the researcher's University research; or

  • owns, or has applied for the patent, or manufacturing or marketing rights to a drug, device, product, or procedure that either:

  - is a subject of, or will predictably result from, the researcher's University research, or

  - can reasonably be expected to compete with a drug, device, product or procedure that will predictably result from the researcher's University research.

  A researcher holds a position as consultant, officer, director, trustee or owner of a non-University business enterprise that supports or is supported by the researcher's University research.

• How does a researcher satisfy the COI training requirement

  The University uses the Collaborative Institutional Training Initiative (CITI) web-based program to meet our training needs.

  Select "SUNY - University at Stony Brook" as your institution and then use your NetID and password.

• Are there examples of management plans?

  Yes, there are examples in the Standard Operating Procedures

• I have a question, who should I contact?

  Contact the OVPR COI Administrator at ovpr_coi_admin@stonybrook.edu