Disclosure Timelines

New Employees: If you are joining K-State in or moving within K-State to a role that requires disclosure in Cayuse OI (e.g., faculty, University administrator, unclassified staff), you will receive instructions in PageUp on completing your initial disclosure as part of the onboarding process. It is important to complete your disclosure within 30 days of beginning your role at K-State.

Prior to Research Funding: All investigators and key personnel must submit an Annual Disclosure in Cayuse OI prior to submitting an application for research funding. You must submit your initial disclosure BEFORE you apply for research funding.

IRB Protocol Submissions: PIs, Co-Pis, and Key Personnel should submit an Annual Disclosure in Cayuse OI prior to submitting an IRB protocol.

• The Annual Disclosure process will open each year on September 30 and your Annual Disclosure will be due October 31. You must submit at least once per fiscal year during this time.
• The COI Program and Cayuse OI will track submitted disclosures during the disclosure campaign. Faculty, staff, and administrators who are required to submit disclosures will receive weekly reminder from the system until the disclosure is completed. It is important to read and follow the instructions in these email notifications.
• NOTE: You are required to submit a disclosure every 12 months even if you have no new outside activities or financial interests to disclose.

You are responsible for submitted an updated Annual Disclosure within 30 days of acquiring any new financial interest or starting a new outside activity. When you complete a new disclosure for this purpose you should also include all other previously disclosed activities and interests to the extent they are still relevant. This will allow information to carry over to your next Annual Disclosure.

Examples of activities and interests to disclose:

• Teaching for another university (also requires prior approval)
• Starting a new consulting agreement (also requires prior approval)
• Acquiring equity in a company
• Earning over $5,000 from a scholarly activity such as journal editing or through an honorarium

EXCEPTION: All individuals with proposal with and grants from the U.S. Department of Energy must disclose new outside activities and interests within 15 days.

Kansas Board of Regents and K-State University policies require all faculty and unclassified staff to request approval prior to beginning a consulting engagement or securing outside employment. Requests for prior approval are completed in Cayuse OI by submitting an updated Annual Disclosure.

Important information about prior approval requests:

• The option to request prior approval for consulting or other activities is at the bottom of the first page of questions. It asks "Are you requesting prior approval for any consulting or other activity?"
• When you complete your prior approval request you can add more than one entity in the same form - you do not need to submit more than one disclosure for multiple requests.
• Each time you submit new disclosure for purposes of prior approval, you should also include all other previously disclosed activities and interests to the extent they are still relevant. This will allow the information to carry over to your next Annual Disclosure.