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eDisclose User Guide

  • For the best experience use one of the following recommended browsers:

    • Microsoft Windows (all versions) Internet Explorer 7 or later, Firefox 7 or later, Chrome* 9 or later
    • Apple Mac OS X 10.4x or later Safari 4 or later, Firefox 3 or later
  • The eDisclose system is located at: Users can login using their JHEDID and password. If you have trouble logging in for the first time, it may be because you do not have an account. Please contact Laura Evans at or 410‐516‐4820 for assistance.
  • The eDisclose Help Desk page is available in the system (after login) and contains guides, resources, and FAQs to help you become acquainted with the eDisclose system. It is recommended that you review these documents prior to using the system as well as any time you have a basic question.

    eDisclose User Guide - FAQs

    If your questions are not answered by the Help Desk resources or you need regulatory/process assistance, please contact Laura Evans at or 410‐516‐4820.

  • As a Faculty, when you log into eDisclose you will be taken to the “My Disclosures” workspace, which contains the disclosures you created as well as allows you to start a new disclosure. This can be considered your “home page” or “Inbox”. To get to this page at any time, click on the “My Home” tab
    on the upper right corner of the screen.

    The screenshot below points out key areas of this workspace:

    eDisclose User Guide - Workspace Overview

    Below is a description of each numbered item indicated on the workspace above:

    1. My Disclosures: This tab contains disclosures that you created. It is broken into groups (Pending My Action, Active Relationships, and Inactive Relationships). Check this tab frequently to see if any disclosures are pending your action.
    2. My Gift Disclosures: This tab contains gift disclosures that you created.
    3. Name: The ‘Name’ is the ID Number of the disclosure. If you click on the number, you will be taken to the workspace of that disclosure, where you can perform various activities.
    4. Entity: The ‘Entity’ is the name of the Entity you have selected on that Disclosure form.
    5. State: The ‘State’ indicates where the disclosure is in the review/workflow process. “User Submission Prep” state means this disclosure has not yet been submitted for review.
    6. Filter bar: This feature allows you to filter the contents of a section by the headings it contains, such as keywords in the ‘Name’, Disclosure ID #, State. The percentsign (%) is used as a “wildcard” to search for a part of a word or phrase. Ex. To search for disclosuresin the Waiting User Response state, you could search by “%Wait”.
    7. Create Disclosure: This activity button allows you to create aNew Disclosure. Only the Faculty Member/Researcher can create and submit his or her own disclosure.
    8. Create Gift Disclosure: This activity button allows you to create a New Gift Disclosure. Only the Faculty Member/Researcher can create and submit his or her own gift disclosure.
    9. HelpDesk: This area of the system contains guides,resources, and FAQs to help you become acquainted with the system.
    10. My Home: ‘My Home’ is located at the top‐right corner of any screen in the system. You may use My Home at any time to be returned to your workspace, or “home page”.
  • Please first refer to the eDisclose Getting Starting Guide above before continuing.

    NOTE: Only the Faculty Member/Researcher can create and submit his or her own disclosure.

    Follow the steps below to submit a new disclosure:

    STEP 1. Close all open web browsers.

    STEP 2. Open a new browser and go to:

    STEP 3. Login using your JHED ID and password. If you have trouble logging in for the first time, it may be because you do not have an account in eDisclose. Please contact Laura Evans at or 410‐516‐4820 for assistance.

    STEP 4. Select the “CreateDisclosure” button on the left.

    eDisclose User Guide: New Disclosure

    STEP 5. Section 1 of the Smart Form will appear.

    • In Question 1, you must select the name of the entity for which you wish to disclose. When searching for your entity,the percentsign (%) can be used as a “wildcard” to search for a part of a word or phrase. Ex: To search for the entity “Society of Electrical Engineering”, you could search by “%Electric”.
      eDisclose User Guide: Search
    • If your entity is not listed, type “unlisted” in the text box. Select one of the unlisted optionsthat appear. The type in the name of the entity in Question 1.1. (Please note that you may only select the specific unlisted option ((ex: Unlisted Entity 1)) for one disclosure until your disclosure is updated by a staff member with the actual entity name. You may then reuse the unlisted entity if needed.)
      eDisclose User Guide: Unlisted Entity
    • Answer questions pertaining to your activity using the SmartForm. If you provide more than one service to an entity, all services should be disclosed under the single disclosure for that entity.
    • All required questions (indicated with a red asterisk*). Section 1 must be answered in order for the disclosure to be created and saved in the system.

    STEP 6.
    Select “Continue” to proceed through the remaining sections of SmartForm.

    • Every time you select “Continue” your work is automatically saved.
    • If you select “Back” your work will NOT be saved. Select “Save” before you click the “Back” button
    • You may select “Save” at any time and exit the SmartForm.

    e-Disclose User Guide: Save

    NOTE: The SmartForm has not yet been submitted for review at this point.

    If you need to make additional changes to the disclosure, select the “View/Edit Form” button on the right side to open the SmartForm again and resume working on it until it is complete.

    eDisclose User Guide: View/Edit Form

    STEP 8. Select the “Submit” activity button, located on the left side to check for errors and warning messages.

    NOTE: Only the Faculty Member/Researcher can create and submit his or her own disclosure.

    eDisclose: Submit Disclosure

    • If the system does not display any errors, proceed to Step 9.
    • If the system finds errors they will be displayed for you. Resolve all warning/error messages that are listed by selecting the Section Number from the “Jump To” list. You will be taken directly to the section of the SmartForm that contains the required question(s) that have been left unanswered or where there is a problem with your response.
    • Once all warning/error messages have been resolved, click “Finish” and “Submit” again. Then proceed to Step 9.

    eDisclose: Error Messages

    STEP 9. Read the Certification text, complete the form by answering Question 1.0, and if needed, 2.0. Then click “OK”.

    • You will note that the Status on the top left of the application workspace changes from “User Submission Prep” to “Submitted”.
    • The Disclosure will now appear in the appropriate COI Staff’s workspace where they can begin processing your submission.

     You will receive an email that confirms the submission of the Disclosure.

    eDisclose: Status Submitted

    After you disclose

    Disclosures are reviewed for conflict of interest and, for full‐time and salaried part‐time faculty, conflict of commitment. You will be contacted via e‐mail or telephone if additional information is needed. Every effort is made to review disclosures in a timely way. Timing of review depends on a
    number of factors, including, but not limited to, review by the Committee on Outside Interests and submission during high‐volume periods. If you need immediate review of a disclosure, please contact Laura Evans at

    When the review of a disclosure is completed, the discloser will receive an e‐mail notification that the review outcome is available in their eDisclose account. Outcomes and decisions can be appealed by rejecting the electronic management plan that is sent via eDisclose. Appeals must be submitted within 30 days of receipt of an outcome (10 days if the disclosure involves federal funding). Appeals should be accompanied by an explanation of the reason for the appeal. You may be asked to submit more material and/or meet with the Committee.

  • Use of Reviewer Notes: When the COI Staff need additional information from the researcher/owner of the disclosure, the questions/comments can be relayed via the system using electronic notes called Reviewer Notes. The staff reviewer enters their notes directly onto the relevant page of the disclosure (called a ‘SmartForm’) to request a change to the form. The Researcher/Owner of the Disclosure must then respond to each reviewer note, as well as make the required changes in the SmartForm.

    Follow the steps below to respond to reviewer notes from the COI Staff:

    STEP 1. You will receive an email notification when the COI Staff have requested additional information of you via Reviewer Notes. Click the Link to Workspace within the email to be taken to the disclosure that requires your attention. If you are not already logged in, you will be prompted to do so. Use your JHEDID and password.

    eDisclose: Additional Info Needed

    STEP 2. Select the “View/Edit Form” button to open the disclosure SmartForm.

    eDisclose: View/Edit Form

    STEP 3. ReviewerNotes will appear at the top of the form, under the yellow bar. Where the message “Response Required!” appears, you must provide a response.

    STEP 4. Select the “Click here to respond…” link to provide your response in the pop‐up form.

    eDisclose: Response Required

    STEP 5. Select “Next”, on the yellow bar to view the next Reviewer Note. (Tip: The “Next” and “Previous” buttons will allow you to navigate back and forth to pages containing Reviewer Notes, while skipping pages that do not have any notes.)

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