UAMS.EDU

FAQs for Conflict of Interest

1.  Am I required to complete an annual conflict of interest disclosure form?

 

All UAMS Officials, faculty, researchers, non-classified employees, and any employees who approve or release purchase requisitions in SAP must complete a conflict of interest disclosure annually.

UAMS Officials (Chancellor, Vice Chancellors, Deans, Department Chairs, Institute Directors and Patent & Copyright Committee Members), faculty and researchers complete the academic disclosure form in TRACKS.

Other employees complete the non-academic disclosure form.

If you aren’t sure of your status, contact your Department Administrator for assistance.

The electronic forms can be accessed at: https://secure.uams.edu/uamsforms/.

 

2.  Do I complete the academic or non-academic conflict of interest disclosure form?

 

If you are a UAMS Official, Faculty member or a Researcher, complete the academic conflict of interest disclosure in the TRACKS system (Select “YES” when you open the link to be routed to TRACKS.)

If you are not a UAMS Official, Faculty member or Researcher, select “NO” to be routed to the non-academic short form.

If you aren’t sure of your status, contact your Department Administrator for assistance.

 

 3. How often do I have to complete a conflict of interest disclosure form?

 

Conflict of interest disclosure forms must be completed within the first two weeks of employment and annually thereafter. Disclosure forms must also be updated within thirty days of a change.

 

 4. How do I log in?

 

To log in to the TRACKS, academic conflict of interest disclosure system, you must have a TRACKS account. Your log in for TRACKS is identical to your UAMS domain name and password. If you are unable to log in, email your UAMS username and SAP number to the Conflict of Interest Office (PRPrincipe@uams.edu or WLAshley@uams.edu) so we can make sure your account is set up correctly.

To log in to the non-academic conflict of interest disclosure system, enter your UAMS domain name and case-specific password. If this does not work, use your SAP number as your username and your social security number (digits only, no dashes) as your password. If you are still unable to log in, contact the Help Desk for assistance. Be sure to explain you need assistance with the non-academic COI system.

 

5. I entered my email address and password, but I am unable to log in.

 

Do not enter your entire email address as your username when you log in. Use the username only. Do not include “@uams.edu” in your username.

 

6. When I log in, there is nothing in my inbox to complete. How do I complete a new form?

 

To complete a new disclosure form, select “Create COI Disclosure Form” near the center of the page. Only items pending some sort of action on your part will appear in your inbox. For example, if you complete a disclosure and your Department Chair asks a question about the disclosure in the TRACKS system, the disclosure will appear in your inbox until you submit a response. Select the disclosure to view the question and respond by selecting either “Edit COI” on the left side of the screen (to make changes to your disclosure form), or selecting “Email COI Administrator” (to enter comments that can be viewed without making changes to your disclosure form).

 

7. How do I edit my academic conflict of interest disclosure form in TRACKS?

 

Log in to TRACKS and choose the disclosure form you wish to edit under the Inbox or My COI tab (near the center of the page). Select “Edit COI” on the left side of the screen to re-open the form. Use the “Continue” button to navigate through the pages. Make any changes needed; then check the attestation box on page 3 of the form and select “Finish” to submit the form. If you need assistance, contact the Conflict of Interest Office at 686-6447.

 

8. How do I complete my disclosure if a company name is not listed in TRACKS?

 

Select “Request new organization” to request that the organization be added to the database. You will receive an email after the organization has been added. To finalize your disclosure, log in to TRACKS and select “Edit COI” to re-open and complete the disclosure form.

 

9. How do I see my old conflict of interest disclosures in TRACKS?

 

Log in to TRACKS, and select the “My COI” tab near the center of the screen. Click on any of the disclosures shown. Then, select either the “Disclosures” tab near the center of the screen or “Printer Version” on the left side of the screen to view your prior disclosures.

 

10. Which disclosure form do I complete if I am a resident?

 

Generally, residents should complete the non-academic disclosure form. However, if a resident is also a faculty member or involved in a research project, the resident should complete the academic conflict of interest disclosure form. The resident will need to contact the COI office at 686-6447 or email PRPrincipe@uams.edu or WLAshley@uams.edu to request to have an account created in Tracks.

 

11. Who is required to take conflict of interest training?

 

Conflict of interest training is only mandatory for researchers who participate in federally-funded research projects. Training must be taken before beginning work on the project and at least every four years thereafter. If this does not apply to you, you may answer “no” to question number 3 on the academic disclosure form and continue to the next question.

 

12. How do I find out if I have taken conflict of interest training?

 

Check your record in Training Tracker at the following link:https://secure.uams.edu/TrainingTracker/frmCompletedTraining.aspx

 

13. I completed the conflict of interest training, why am I still getting emails about my conflict of interest disclosure form?

 

The conflict of interest training is different than the conflict of interest disclosure form. The conflict of interest training is a training presentation that is mandatory for federally-funded researchers, but optional for others. Training must be completed at least every four years. The disclosure form must be completed at least annually by most campus employees. A record of when you have completed both your conflict of interest disclosure form and conflict of interest training can be viewed in Training Tracker at the following link: https://secure.uams.edu/TrainingTracker/frmCompletedTraining.aspx

 

14. Who do I contact if I need assistance with TRACKS?

 

Contact the Conflict of Interest Office at 686-6447 or email PRPrincipe@uams.edu or WLAshley@uams.edu

 

15. How do I view or complete my own disclosure if I am a Department Chair, College Dean, or College Administrator?

 

If you are a reviewer in the TRACKS system (Dean, College Administrator, or Department Chair) your default role in the system is your reviewer role, since this is the role you will use most often. To change your role so you can view your personal disclosure form or complete a new form, select “UAMS Official” or “Academic Staff Member” under “My Roles” on the left side of the screen. This will take you to your personal page. To complete a new disclosure form, select “Create COI Disclosure Form”. To view prior disclosures, select the “My COI” tab near the center of the screen. Then, select the disclosure you wish to view.

 

 16. Why do I need to complete a conflict of interest disclosure form?

 

Under federal regulations and UAMS policy, conflict of interest disclosures must be completed at least annually and within 30 days of a change of discovering or acquiring a new significant interest by most employees. Failure to comply with this requirement can result in violations of state laws or federal regulations. Noncompliance can also result in sanctions to UAMS employees, including loss of computer access and prohibition from conducting research until the deficiency is cured and clearance is received from the Conflict of Interest Committee.