Procedures Significant Financial Interest Disclosure Review and Management Process for USF System Research Projects Funded by PHS or Certain gencies, Foundations & Extramural Sponsors University of South Florida Office of Research & Innovation Division of Research Integrity & Compliance Conflict of Interest Program
USF CONFLICT OF INTEREST PROGRM USF Conflict of Interest Program Disclosure Review and Management Process Revision 1 pproved by: Date:
Table of Contents PRT I GENERL INFORMTION... 1 1. Overview... 1 2. Conflict of Interest Office and dministrator... 1 PRT II INTEREST INVENTORY... 4 3. Interest Inventory... 4 PRT III FINNCIL CONFLICT OF INTEREST (FCOI): NEW WRDS BY PHS OR CERTIN GENCIES, FOUNDTIONS & EXTRMURL SPONSORS... 6 4. Proposal for Funding for a USF System Research Project Funded by PHS or Certain gencies, Foundations & Extramural Sponsors... 6 5. Notice of ward of a USF System Research Project Funded by PHS or Certain gencies, Foundations & Extramural Sponsors... 6 6. Identification by COI Program of a USF System Research Project Funded by PHS or Certain gencies, Foundations & Extramural Sponsors... 7 7. Comparison to Interest Inventory... 7 8. Relatedness Review Process.... 8 9. FCOI Determination Process... 11 10. FCOI Management Process... 13 11. FCOI Reporting Process... 17 PRT IV FINNCIL CONFLICT OF INTEREST (FCOI): ONGOING WRDS BY PHS OR CERTIN GENCIES, FOUNDTIONS & EXTRMURL SPONSORS FINNCIL CONFLICT OF INTEREST (FCOI)... 19 12. USF System Disclosure Review... 19 13. Interim Management Plan... 20 14. FCOI Reporting Process (Ongoing wards)... 20 PRT V RETROSPECTIVE REVIEW... 21 15. Retrospective Review... 21 PRT VI MITIGTION REPORT... 23 16. Mitigation Report... 23 17. Remedies for Investigator Noncompliance... 24 PRT VII PUBLIC CESSIBILITY... 25 18. Written Response to Requestors... 25 19. Response to Request from PHS or Certain gencies, Foundations & Extramural Sponsor... 26 PRT VIII INVESTIGTOR TRINING 20. Training: Content & Timing... 26 i
PRT IX SUBRECIPIENTS 21. Subrecipients... 28 EXHIBITS INDEX... 30 Exhibit 1. List of cronyms... 30 Exhibit 2. Glossary of Terms... 31 Exhibit 3. Table of uthority... 38 ii
PRT I GENERL INFORMTION 1. Overview Introduction B Purpose C Use of Certain Terms This is the Significant Financial Interest Disclosure Review and Management Process for USF System Research Projects Funded by PHS or Certain gencies, Foundations & Extramural Sponsors to be used by the Conflict of Interest Program (COI Program), Division of Research Integrity & Compliance (DRIC). The purpose of this document is: To provide guidance to the COI dministrator and administrative staff of the COI Program in the receipt, assignment, review, management, distribution and maintenance of Significant Financial Interest Disclosures of Investigators participating in USF System Research Projects per USF Policy 0-309, Individual Conflicts of Interest in USF System Research Projects and USF System Financial Conflicts of Interest (FCOI) Policy ( USF Policy 0-309 ). Unless otherwise noted, for ease of reference, the term Investigator refers for purposes of these procedures only to Investigators participating in USF System Research Projects Funded by PHS or Certain gencies, Foundations & Extramural Sponsors. dditionally, the term USF System Research Project will refer for purposes of these procedures only to USF System Research Projects Funded by PHS or Certain gencies, Foundations & Extramural Sponsors unless otherwise noted. 2. Conflict of Interest Program & dministrator Conflict of Interest Office The Conflict of Interest Program is housed in the USF Office of Research & Innovation (ORI), Division of Research Integrity & Compliance. The Conflict of Interest Program is responsible for implementing the provisions of USF Policy 0-309, Individual Conflicts of Interest in USF System Research Projects and USF System Financial Conflicts of Interest (FCOI) Policy. The Conflict of Interest Program is also the home of the USF Conflict of Interest Committee ( COI Committee ) and the Relatedness and FCOI Determination Committee ( RFD Committee ). 1
B Conflict of Interest dministrator The Conflict of Interest dministrator is the institutional official designated by the USF System to solicit and review disclosures of Significant Financial Interests from each Investigator who is planning to participate in, or is participating in, a USF System Research Project Funded by PHS or Certain gencies, Foundations & Extramural Sponsors. The Conflict of Interest dministrator also has the following responsibilities: Oversee implementation of USF Policy 0-309. Develop proposed management plans in cooperation with the Investigator, if applicable. Gather additional information as needed. Handle all communications between Investigator, COI Committee, the Division of Sponsored Research (DSR) and the USF Institutional Review Board (IRB) (for research involving human subjects) concerning disclosures pertaining to Investigators who are University employees or subcontractors on USF System Research Projects. Create systems to monitor conflict of interest (COI) management plans for individual COI cases as required. Plan and organize meetings of the COI and RFD Committees and develop agenda and materials in advance of meetings. Provide background information on disclosures and recommendations on management controls at Committee meetings. Prepare minutes of Committee meetings. Enter COI Committee determinations in the ecoi system. Draft/update and distribute policies, procedures and operating guidelines for the COI and RFD Committees. Monitor regulatory changes/articles of interest in COI in research and communicate same to research community as needed. Conduct investigations of noncompliance and resolve as appropriate or communicate issues to Committee for input and resolution. Oversee COI aspects of the Human Research Protection Program s accreditation (i.e. accreditation by the ssociation for the ccreditation of Human Research Protection Programs, Inc. (HRPP)). Obtain feedback from users of COI Committee services and implement quality control and improvements to COI Program as needed. 2
C Conflicts of Interest Committee The COI Committee reviews financial relationship disclosures of persons who are USF employees and who have a financial interest or external commitment related to a USF System Research Project (in the broad sense). The COI Committee also reviews Significant Financial Interest disclosures of Investigators who are participating in USF System Research Projects Funded by PHS or Certain gencies, where the Significant Financial Interest has been determined to be an FCOI by the RFD Committee. (See USF COI Committee Operating Procedures, PRINCIPLES, ROLES & RESPONSIBILITIES.) D Relatedness and FCOI Determination Committee The Relatedness and FCOI Determination Committee ( RFD Committee ) compares the Interest Inventory of an Investigator with a proposal for a USF System Research Project Funded by PHS or Certain gencies, Foundations & Extramural Sponsors for which a Notice of ward has been received to determine whether any of the disclosed interests are related to the USF System Research Project. If so, the RFD Committee determines whether the interest creates a Financial Conflict of Interest ( FCOI ). The RFD Committee will include the COI dministrator, the Chair of the COI Committee, a representative from the General Counsel s Office, and a representative from DSR. d hoc participants may be invited as may be required for a complete review of an individual project. E Requirements Met This section I.2 implements the following requirements of the PHS Objectivity in Research Rule: 42 CFR 50.604(d) 1. 1 50.604 Responsibilities of Institutions regarding Investigator financial conflicts of interest. Each Institution shall: (d) Designate an institutional official(s) to solicit and review disclosures of significant financial interests from each Investigator who is planning to participate in, or is participating in, the PHS-funded research. 3
PRT II INTEREST INVENTORY 3. Interest Inventory Interest Inventory B Time to File Interest Inventory C Status of Interest Inventory The disclosure review process begins with an Investigator filing an Interest Inventory in the ecoi System. The Interest Inventory is a report of all of the Investigator s activities, financial interests or business relationships that are related to the Investigator s Institutional Responsibilities. The Interest Inventory is not tied to any specific research project. The Investigator should file an Interest Inventory upon becoming aware of funding or a potential for funding by PHS or Certain gencies, Foundations & Extramural Sponsors. dditionally, Submission of Proposal. The Investigator must have an Interest Inventory on file at the time of application for the USF System Research Project (submission of a proposal for funding) if the Investigator is listed as an Investigator on the proposal. [USF Policy 0-309, section II.B.1.a.] t Notice of ward. If the Investigator s financial interests or business relationships have changed since the proposal was submitted, the Investigator must update his/her Interest Inventory at the time of Notice of ward for the USF System Research Project. [USF Policy 0-309, section II.B.1.b.] During Period of ward. ny Investigator who is added to the USF System Research Project after Notice of ward must file an Interest Inventory, if the Investigator has not already done so. n Investigator must update the Interest Inventory on file within thirty (30) days of acquiring a new interest related to the Investigator s Institutional Responsibilities. [USF Policy 0-309, section II.B.1.c.] nnual Updates. The Investigator must update the Interest Inventory annually to reflect any change in the value or status of the Investigator s interests. Such update shall include any information that was not disclosed initially to the USF System at the time of the proposal submission or in an Interest Inventory update during the period of award. [USF Policy 0-309, section II.B.1.d.] The Investigator s Interest Inventory will remain in the ecoi System indefinitely and can be updated by the Investigator at any time as new interests are acquired or previously disclosed interests change. 4
D Requirements Met The procedures in this section II.3 implement the following requirements of the PHS Objectivity in Research Rule: 42 CFR 50.604(e)(1)-(3) 2. The procedures in this section also implement USF Policy 0-309, Section II.B.i. 2 50.604 Responsibilities of Institutions regarding Investigator financial conflicts of interest. Each Institution shall: (e)(1) Require that each Investigator who is planning to participate in the PHS-funded research disclose to the Institution s designated official(s) the Investigator s significant financial interests (and those of the Investigator s spouse and dependent children) no later than the time of application for PHS-funded research. (2) Require each Investigator who is participating in the PHS-funded research to submit an updated disclosure of significant financial interests at least annually, in accordance with the specific time period prescribed by the Institution, during the period of the award. Such disclosure shall include any information that was not disclosed initially to the Institution pursuant to paragraph (e)(1) of this section, or in a subsequent disclosure of significant financial interests (e.g., any financial conflict of interest identified on a PHS-funded project that was transferred from another Institution), and shall include updated information regarding any previously disclosed significant financial interest (e.g., the updated value of a previously disclosed equity interest). (3) Require each Investigator who is participating in the PHS-funded research to submit an updated disclosure of significant financial interests within thirty days of discovering or acquiring (e.g., through purchase, marriage, or inheritance) a new significant financial interest. 5
PRT III FINNCIL CONFLICT OF INTEREST (FCOI): NEW WRDS BY PHS OR CERTIN GENCIES, FOUNDTIONS & EXTRMURL SPONSORS 4. Proposal for Funding for a USF System Research Project Funded by PHS or Certain gencies, Foundations & Extramural Sponsors Proposal for Funding B Communication of Proposal to COI Program The Division of Sponsored Research (DSR) in the USF Office of Research & Innovation (ORI) receives all proposals for funding for submission to funding agencies and extramural sponsors. ccordingly, all proposals for funding, including proposals for PHS-funded USF Systems Research Projects, will be directed to DSR and received in the DSR office. Upon receipt of a proposal from an Investigator, DSR will promptly forward the proposal or statement of research; and the Internal Form (or a link to the Internal Form) ( Proposal Package ) to the COI dministrator. 5. Notice of ward of a USF System Research Project Funded by PHS or Certain gencies, Foundations & Extramural Sponsors Notice of ward The Division of Sponsored Research (DSR) also has the responsibility of communicating with funding agencies and extramural sponsors regarding USF System Research Projects. ccordingly, notification to the USF System of an award by a sponsor of a USF System Research Project will be directed to DSR and received in the DSR office. B Communication of Notice of ward to COI Program Upon receipt of a Notice of ward for a USF System Research Project, DSR will promptly forward the Notice of ward to the COI dministrator. 6
6. Identification by COI Program of a USF System Research Project Funded by PHS or Certain gencies, Foundations & Extramural Sponsors Identification of USF System Research Project Funded by PHS or Certain gencies, Foundations & Extramural Sponsors Upon receipt of a Notice of ward for a USF System Research Project (in the broad sense), the COI dministrator will review the Notice of ward to determine whether the funding is by PHS or Certain gencies, Foundations & Extramural Sponsors. 7. Comparison to Interest Inventory Comparing the Notice of ward to the Interest Inventory If a Notice of ward reveals that the USF System Research Project is funded by PHS or Certain gencies, Foundations & Extramural Sponsors, the COI dministrator will identify the Investigators listed on the proposal or Internal Form, and will determine whether all listed Investigators have an Interest Inventory on file in the ecoi Disclosure System. B Final Notification to Investigators to Complete Interest Inventory If no Interest Inventory is identified for a listed Investigator, the COI dministrator will promptly contact the listed Investigator to request that the Investigator complete an Interest Inventory. 7
8. Relatedness Review Process Relatedness Determination by COI dministrator Once Interest Inventories have been submitted for all Investigators listed on a Notice of ward, the COI dministrator will review each Interest Inventory to determine whether it qualifies for a Relatedness Determination by the COI dministrator. The Relatedness Determination may be performed by the COI dministrator if: The Interest Inventory does not disclose any interests related to the Investigator s Institutional Responsibilities; or The interest(s) disclosed is/are obviously not related to the USF System Research Project. If there is any question about the qualification of the Interest Inventory for a Relatedness Determination by the COI dministrator under this Section 8.., the COI dministrator will assign the Interest Inventory to the formal Relatedness Determination process as described in Section 8.B.-C. B ssignment to Formal Relatedness Determination Process The COI dministrator will assign any Interest Inventories associated with a Notice of ward that do not qualify for a Relatedness Determination by the COI dministrator under section 8.. to the next scheduled meeting of the RFD Committee. 8
C Relatedness Determination by RFD Committee For each USF System Research Project Funded by PHS or Certain gencies, Foundations & Extramural Sponsors for which the USF System has received a Notice of ward and that does not qualify for a Relatedness Determination by the COI dministrator, the RFD Committee will review the details of the project and determine whether the Investigator disclosed a Significant Financial Interest in the Investigator s Interest Inventory that is related to the USF System Research Project. Significant Financial Interest will be considered to be related if the Significant Financial Interest: (1) could be affected by the USF System Research Project; or (2) is in an entity whose financial interest could be affected by the research. In order to make the appropriate determination of relatedness, the RFD Committee may: Request that a scientist from a related field participate with the RFD Committee in making the relatedness determination; Request that an independent scientist read the specific aims of the research protocol or grant and determine whether a company s product is a tool used to study an aim (and thus incidental to the aim) or is the actual subject of the research; Determine whether any company sponsor or manufacturer listed in the grant or protocol is a wholly owned subsidiary or direct competitor of a company listed in an Investigator s Interest Inventory; If only drug compounds are listed (without an associated manufacturer), determine whether those compounds reflect a drug that is marketed or licensed by a company that is represented on an Investigator s Interest Inventory; Coordinate with the Office of Patents and Licensing to determine whether the research, as described in the protocol or grant, would impact any existing intellectual property rights or create any new intellectual property rights that might be impacted by the research; and Seek clarifying information from the Investigator as necessary throughout the relatedness determination process. D Documenting Relatedness Determination by RFD Committee The relatedness determination of the RFD Committee and the rationale for the Committee s decision will be documented in the minutes of the RFD Committee and kept on file within the COI Program. 9
E Requirements Met The procedures in this Section III.8 implement the following requirements of the PHS Objectivity in Research Rule: 42 CFR 50.604(f), (i) 3. The procedures in this section also implement USF Policy 0-309, Section II.B.iii. 3 50.604 Responsibilities of Institutions regarding Investigator financial conflicts of interest. 10
9. FCOI Determination Process nalysis and FCOI Determination Subsequent to Relatedness Determination If the RFD Committee determines that a Significant Financial Interest is related to a USF System Research Project pursuant to the process in Section III. 8.C., then the RFD Committee will immediately thereafter make an initial determination as to whether the SFI rises to the level of a Financial Conflict of Interest. n SFI will be considered an FCOI if, in the opinion of the RFD Committee, the SFI could directly and significantly affect the design, conduct or reporting of the USF System Research Project. Direct effect occurs where the outcome of the research will be directly relevant to the development manufacturing or improvement of products or services of the business entity (secondary interest). Significant impact occurs where the value of the business entity, its earnings or the sales of its products (or its proposed subcontractor or participant in the federally funded project) will be materially affected by the outcome of the research. Example: a direct effect/significant impact should be presumed in circumstances where the purpose of the research is to test the safety or efficacy of a product or invention in which the Investigator has a stake either as the inventor of the product or as an owner or investor in the business entity licensing or manufacturing the product. B Determination of No FCOI If the RFD Committee determines that an SFI related to a USF System Research Project is not an FCOI, then the Investigator will be instructed by the COI dministrator to complete a project-specific disclosure through the ecoi system and the SFI will be reviewed and managed in the same manner as financial interests associated with other non-phs-funded USF System Research Projects. Each Institution shall: (f) Provide guidelines consistent with this subpart for the designated institutional official(s) to determine whether an Investigator s significant financial interest is related to PHS-funded research and, if so related, whether the significant financial interest is a financial conflict of interest. n Investigator s significant financial interest is related to PHS-funded research when the Institution, through its designated official(s), reasonably determines that the significant financial interest: could be affected by the PHS-funded research; or is in an entity whose financial interest could be affected by the research. The Institution may involve the Investigator in the designated official(s) s determination of whether a significant financial interest is related to the PHSfunded research. (i) Maintain records relating to all Investigator disclosures of financial interests and the Institution s review of, and response to, such disclosures (whether or not a disclosure resulted in the Institution s determination of a financial conflict of interest) and all actions under the Institution s policy or retrospective review, if applicable, for at least three years from the date the final expenditures report is submitted to the PHS or, where applicable, from other dates specified in 45 CFR 74.53(b) and 92.42 (b) for different situations. 11
C Determination of FCOI If the RFD Committee initially determines that an SFI related to a USF System Research Project is an FCOI, then the Investigator will be asked to complete a PHS-Funded project-specific disclosure through the ecoi system and, if the COI Committee agrees with the RFD Committee s determination, the SFI will be reviewed and managed in accordance with the standards for management of an FCOI. D Requirements Met The procedures in this Section III.9 implement the following requirements of the PHS Objectivity in Research Rule: 42 CFR 50.604(f) 4. The procedures in this section also implement USF Policy 0-309, Section II.B.iii. 4 50.604 Responsibilities of Institutions regarding Investigator financial conflicts of interest. Each Institution shall: (f) Provide guidelines consistent with this subpart for the designated institutional official(s) to determine whether an Investigator's significant financial interest is related to PHS-funded research and, if so related, whether the significant financial interest is a financial conflict of interest. n Investigator's significant financial interest is related to PHS-funded research when the Institution, through its designated official(s), reasonably determines that the significant financial interest: could be affected by the PHS-funded research; or is in an entity whose financial interest could be affected by the research. The Institution may involve the Investigator in the designated official(s)'s determination of whether a significant financial interest is related to the PHSfunded research. financial conflict of interest exists when the Institution, through its designated official(s), reasonably determines that the significant financial interest could directly and significantly affect the design, conduct, or reporting of the PHS-funded research. 12
10. FCOI Management Process Receipt of Project Specific Disclosure in ecoi System If an initial determination of FCOI has been made per Section III.9.C., then the COI dministrator will instruct the Investigator to complete a PHS-Funded project-specific disclosure through the ecoi system. The COI dministrator will be alerted that the project-specific disclosure for the study has been completed when the disclosure appears in the COI dministrator s inbox in the ecoi system. B COI dministrator Review of Project Specific Disclosure and Preparation of FCOI Management Plan The COI dministrator will review the PHS-Funded project-specific disclosure and the proposal or statement of research and will prepare a proposed FCOI Management Plan for presentation to the COI Committee, consulting the Investigator in this process as may be required. 13
C Elements of the FCOI Management Plan The FCOI Management Plan prepared by the COI dministrator will include, at a minimum, the following specific elements, which elements shall also be included in the FCOI Report to the PHS or Certain gencies, Foundations & Extramural Sponsors as required under Section III, 11., below: (i) Project Number; (ii) PD/PI or Contact PD/PI if a multiple PD/PI model is used; (iii) Name of the Investigator with the FCOI; (iv) Name of the entity with which the Investigator has an FCOI; (v) Nature of the financial interest (e.g., equity, consulting fee, travel reimbursement, honorarium); (vi) Value of the financial interest (dollar ranges are permissible: $0-$4,999; $5,000-$9,999; $10,000-$19,999; amounts between $20,000-$100,000 by increments of $20,000; amounts above $100,000 by increments of $50,000), or a statement that the interest is one whose value cannot be readily determined through reference to public prices or other reasonable measures of fair market value; (vii) description of how the financial interest relates to the PHS-funded research and the basis for the USF System s determination that the financial interest conflicts with such research; and (viii) description of the key elements of the USF System s management plan, including: () Role and principal duties of the conflicted Investigator in the research project; (B) Conditions of the Management Plan; (C) How the Management Plan is designed to safeguard objectivity in the research project; (D) Confirmation of the Investigator's agreement to the Management Plan; (E) How the Management Plan will be monitored to ensure Investigator compliance; and (F) Other information as needed. D ssignment of FCOI Management Plan to COI Committee In the ecoi System, the COI dministrator will assign the PHS-Funded projectspecific disclosure and associated FCOI Management Plan to the next scheduled meeting of the COI Committee. 14
E Review and Management of FCOI by COI Committee t its next scheduled meeting, and prior to the USF System s expenditure of any funds under a USF System Research Project Funded by PHS or Certain gencies, Foundations & Extramural Sponsors, the COI Committee will review the PHS-Funded project-specific disclosure and associated FCOI Management Plan and determine 1) whether it concurs with the RFD Committee s assessment that the SFI represents an FCOI; and 2) whether the FCOI Management Plan is sufficient to maintain objectivity of the research. Examples of conditions or restrictions that the COI Committee might impose to manage an FCOI include, but are not limited to: (i) *Public disclosure of financial conflicts of interest (e.g., when presenting or publishing the research); (ii) *For research projects involving human subjects, disclosure of financial conflicts of interest directly to participants; (iii) ppointment of an independent monitor capable of taking measures to protect the design, conduct, and reporting of the research against bias resulting from the financial conflict of interest; (iv) Modification of the research plan; (v) Change of personnel or personnel responsibilities, or disqualification of personnel from participation in all or a portion of the research. dditionally, the COI Committee may require that the interest be reduced or eliminated and may impose the following conditions prior to allowing the research to proceed: (vi) Reduction or elimination of the financial interest (e.g., sale of an equity interest); or (vii) Severance of relationships that create financial conflicts. *NOTE: Disclosure alone is not sufficient to manage an FCOI. F Documentation of COI Committee ction Following a COI Committee meeting at which an FCOI Management Plan has been reviewed, the COI dministrator will document the actions taken by the COI Committee and upload the approved FCOI Management Plan, if any, to the ecoi System. G Monitoring Required Whenever the COI Committee implements an FCOI Management Plan pursuant to Section III.10, the COI Committee shall monitor Investigator compliance with the Management Plan on an ongoing basis until the completion of the USF System Research Project. 15
H Requirements Met The procedures in this Section III.10 implement the following requirements of the PHS Objectivity in Research Rule: 42 CFR 50.604(g); 50.605 (a)(1),(4) 5. The procedures in this section also implement USF Policy 0-309, Section II.B.iii. 5 50.604 Each Institution shall: (g) Take such actions as necessary to manage financial conflicts of interest, including any financial conflicts of a subrecipient Investigator pursuant to paragraph (c) of this section. 50.605 Management and reporting of financial conflicts of interest. (a) Management of financial conflicts of interest. (1) Prior to the Institution's expenditure of any funds under a PHS-funded research project, the designated official(s) of an Institution shall, consistent with 50.604(f): review all Investigator disclosures of significant financial interests; determine whether any significant financial interests relate to PHS-funded research; determine whether a financial conflict of interest exists; and, if so, develop and implement a management plan that shall specify the actions that have been, and shall be, taken to manage such financial conflict of interest. Examples of conditions or restrictions that might be imposed to manage a financial conflict of interest include, but are not limited to: (i) Public disclosure of financial conflicts of interest (e.g., when presenting or publishing the research); (ii) For research projects involving human subjects research, disclosure of financial conflicts of interest directly to participants; (iii) ppointment of an independent monitor capable of taking measures to protect the design, conduct, and reporting of the research against bias resulting from the financial conflict of interest; (iv) Modification of the research plan; (v) Change of personnel or personnel responsibilities, or disqualification of personnel from participation in all or a portion of the research; (vi) Reduction or elimination of the financial interest (e.g., sale of an equity interest); or (vii) Severance of relationships that create financial conflicts. (4) Whenever an Institution implements a management plan pursuant to this subpart, the Institution shall monitor Investigator compliance with the management plan on an ongoing basis until the completion of the PHS-funded research project. 16
11. FCOI Reporting Process Reporting of FCOIs to the Funding gency by the COI dministrator Prior to the USF System s expenditure of any funds under a USF System Research Project Funded by PHS or Certain gencies, Foundations & Extramural Sponsors, the COI dministrator shall provide to the PHS or Certain gencies, Foundations & Extramural Sponsors an FCOI report regarding any Investigator's FCOI found by the USF System to be conflicting. In cases in which the USF System identifies an FCOI and eliminates it prior to the expenditure of funds, the COI dministrator shall not submit an FCOI report to the PHS or Certain gencies, Foundations & Extramural Sponsors. B Required Elements in an FCOI Report C Manner and Timing of FCOI Report D Requirements Met The COI dministrator will include the elements identified in Section III. 10. C. in any FCOI Report to PHS or Certain gencies, Foundations & Extramural Sponsors. In all instances, the FCOI Report shall include sufficient information to enable the PHS or Certain gencies, Foundations & Extramural Sponsors to understand the nature and extent of the financial conflict, and to assess the appropriateness of the USF System s Management Plan. For new awards, the COI dministrator will submit the FCOI Report to the PHS or Certain gencies, Foundations & Extramural Sponsors in the manner directed by such sponsor prior to the expenditure of funds. The procedures in this Section III.11 implement the following requirements of the PHS Objectivity in Research Rule: 42 CFR 50.604(h); 50.605 (b)(1),(3) 6. The procedures in this section also implement USF Policy 0-309, Section II.B.iii. 6 50.604 Responsibilities of Institutions regarding Investigator financial conflicts of interest. Each Institution shall: (h) Provide initial and ongoing FCOI reports to the PHS as required pursuant to 50.605(b). 50.605 (b) Reporting of financial conflicts of interest. (1) Prior to the Institution s expenditure of any funds under a PHS- funded research project, the Institution shall provide to the PHS warding Component an FCOI report regarding any Investigator s significant financial interest found by the Institution to be conflicting and ensure that the Institution has implemented a management plan in accordance with this subpart. In cases in which the Institution identifies a financial conflict of interest and eliminates it prior to the expenditure of PHS- awarded funds, the Institution shall not submit an FCOI report to the PHS warding Component. (3) ny FCOI report required under paragraphs (b)(1) or (b)(2) of this section shall include sufficient information to enable the PHS warding Component to understand the nature and extent of the financial conflict, and to assess the appropriateness of the Institution s management plan. Elements of the FCOI report shall include, but are not necessarily limited to the following: (i) Project number; (ii) PD/PI or Contact PD/PI if a multiple PD/PI model is used; (iii) Name of the Investigator with the financial conflict of interest; (iv) Name of the entity with which the Investigator has a financial 17
conflict of interest; (v) Nature of the financial interest (e.g., equity, consulting fee, travel reimbursement, honorarium); (vi) Value of the financial interest (dollar ranges are permissible: $0 $4,999; $5,000 $9,999; $10,000 $19,999; amounts between $20,000 $100,000 by increments of $20,000; amounts above $100,000 by increments of $50,000), or a statement that the interest is one whose value cannot be readily determined through reference to public prices or other reasonable measures of fair market value; (vii) description of how the financial interest relates to the PHS- funded research and the basis for the Institution's determination that the financial interest conflicts with such research; and (viii) description of the key elements of the Institution's management plan, including: () Role and principal duties of the conflicted Investigator in the research project; (B) Conditions of the management plan; (C) How the management plan is designed to safeguard objectivity in the research project; (D) Confirmation of the Investigator's agreement to the management plan; (E) How the management plan will be monitored to ensure Investigator compliance; and (F) Other information as needed. 18
PRT IV FINNCIL CONFLICT OF INTEREST (FCOI): ONGOING WRDS BY PHS OR CERTIN GENCIES, FOUNDTIONS & EXTRMURL SPONSORS 12. USF System Review of Disclosure Disclosure by Investigator New to a USF System Research Project B Disclosure of New SFI by Existing Investigator on a USF System Research Project C SFI Not Disclosed/ Reviewed Timely D Requirements Met Whenever, in the course of an ongoing USF System Research Project Funded by PHS or Certain gencies, Foundations & Extramural Sponsors, an Investigator who is new to participating in the research project completes an Interest Inventory, the COI dministrator shall, within sixty (60) days complete the procedures set forth in Section III.8-9 in order to determine whether any SFIs disclosed are related to the USF System Research Project and to determine whether an FCOI exists. Whenever, in the course of an ongoing USF System Research Project Funded by PHS or Certain gencies, Foundations & Extramural Sponsors, an existing Investigator updates an Interest Inventory with a new SFI, the COI dministrator shall, within sixty (60) days complete the procedures set forth in Section III.8-9 in order to determine whether the SFI is related to the USF System Research Project and to determine whether an FCOI exists. Whenever, in the course of an ongoing USF System Research Project Funded by PHS or Certain gencies, Foundations & Extramural Sponsors, the USF System identifies an SFI that was not disclosed timely by an Investigator or, for whatever reason, was not previously reviewed by the USF System (e.g., was not timely reviewed or reported by a subrecipient), the COI dministrator shall, within sixty (60) days complete the procedures set forth in Section III.8-9 in order to determine whether the SFI is related to the USF System Research Project and to determine whether an FCOI exists. The procedures in this Section IV.12 implement the following requirements of the PHS Objectivity in Research Rule: 42 CFR 50.605 (a)(2) 7. The procedures in this section also implement USF Policy 0-309, Section II.B.v. 7 50.605 (a) Management of financial conflicts of interest. (2) Whenever, in the course of an ongoing PHS-funded research project, an Investigator who is new to participating in the research project discloses a significant financial interest or an existing Investigator discloses a new significant financial interest to the Institution, the designated official(s) of the Institution shall, within sixty days: review the disclosure of the significant financial interest; determine whether it is related to PHS-funded research [and] determine whether a financial conflict of interest exists[.] 19
13. Interim Management Plan Interim Management Plan B Requirements Met If an FCOI is found in connection with the review in Section IV.12, the COI dministrator and/or COI Committee shall implement, on at least an interim basis, a Management Plan that shall specify the actions that have been, and will be, taken to manage the FCOI. Depending on the nature of the SFI, the COI dministrator and/or COI Committee may determine that additional interim measures are necessary with regard to the Investigator's participation in the USF System Research Project between the date of disclosure and the completion of the USF System s review. The procedures in this Section IV.13 implement the following requirements of the PHS Objectivity in Research Rule: 42 CFR 50.605 (a)(2)-(3) 8. The procedures in this section also implement USF Policy 0-309, Section II.B.v. 14. Ongoing FCOI Reporting Process Subsequent FCOI Reports B Requirements Met For any SFI that the USF System identifies as conflicting subsequent to the initial FCOI report submitted under Section IV.11 during an ongoing USF System Research Project, the COI dministrator shall provide to PHS or Certain gencies, Foundations & Extramural Sponsors, within sixty (60) days, an FCOI report regarding the FCOI and ensure that the USF System has implemented an FCOI Management Plan. The procedures in this Section IV.14 implement the following requirements of the PHS Objectivity in Research Rule: 42 CFR 50.605 (b)(2) 9. The procedures in this section also implement USF Policy 0-309, Section II.B.iii. 8 50.605 (a) Management of financial conflicts of interest. (2) [If] a financial conflict of interest exists implement, on at least an interim basis, a management plan that shall specify the actions that have been, and will be, taken to manage such financial conflict of interest. Depending on the nature of the significant financial interest, an Institution may determine that additional interim measures are necessary with regard to the Investigator's participation in the PHS-funded research project between the date of disclosure and the completion of the Institution's review. 9 50.605 (b) Reporting of financial conflicts of interest. (2) For any significant financial interest that the Institution identifies as conflicting subsequent to the Institution's initial FCOI report during an ongoing PHS-funded research project (e.g., upon the participation of an Investigator who is new to the research project), the Institution shall provide to the PHS warding Component, within sixty days, an FCOI report regarding the financial conflict of interest and ensure that the Institution has implemented a management plan in accordance with this subpart. 20
PRT V RETROSPECTIVE REVIEW 15. Retrospective Review Retrospective Review: Triggering Events If an FCOI is found in connection with the review in Section IV.12, and it is determined by the COI dministrator that the FCOI was not identified or managed in a timely manner including, but not limited to: (i) failure by the Investigator to disclose the SFI that was determined by the USF System to be an FCOI; or (ii) failure by the USF System to review or manage such FCOI; or (iii) failure by the Investigator to comply with an FCOI Management Plan, then the COI Committee shall, within one hundred and twenty (120) days of such determination by the COI dministrator, complete a Retrospective Review of the Investigator's activities and the USF System Research Project to determine whether any research funded by PHS or Certain gencies, Foundations & Extramural Sponsors, or portion thereof, conducted during the time period of the noncompliance, was biased in the design, conduct or reporting of such research. B Retrospective Review: Documentation/ Key Elements The COI dministrator will document the Retrospective Review. Such documentation shall include, but not necessarily be limited to, all of the following key elements: (1) Project number; (2) Project title; (3) PD/PI or contact PD/PI if a multiple PD/PI model is used; (4) Name of the Investigator with the FCOI; (5) Name of the entity with which the Investigator has a financial conflict of; (6) Reason(s) for the retrospective review; (7) Detailed methodology used for the retrospective review (e.g., methodology of the review process, composition of the review panel, documents reviewed); (8) Findings of the review; and (9) Conclusions of the review. C Update FCOI Report Based on the results of the Retrospective Review, if appropriate, the COI dministrator shall update the previously submitted FCOI report, specifying the actions that will be taken to manage the FCOI going forward. 21
D Requirements Met The procedures in this Section V.15 implement the following requirements of the PHS Objectivity in Research Rule: 42 CFR 50.605 (a)(3) 10. The procedures in this section also implement USF Policy 0-309, Section II.B.vi. 10 50.605 (a) Management of financial conflicts of interest. (3) Whenever an Institution identifies a significant financial interest that was not disclosed timely by an Investigator or, for whatever reason, was not previously reviewed by the Institution during an ongoing PHS-funded research project (e.g., was not timely reviewed or reported by a subrecipient), the designated official(s) shall, within sixty days: review the significant financial interest; determine whether it is related to PHS-funded research; determine whether a financial conflict of interest exists; and, if so: (i) Implement, on at least an interim basis, a management plan that shall specify the actions that have been, and will be, taken to manage such financial conflict of interest going forward; (ii)() In addition, whenever a financial conflict of interest is not identified or managed in a timely manner including failure by the Investigator to disclose a significant financial interest that is determined by the Institution to constitute a financial conflict of interest; failure by the Institution to review or manage such a financial conflict of interest; or failure by the Investigator to comply with a financial conflict of interest management plan, the Institution shall, within 120 days of the Institution s determination of noncompliance, complete a retrospective review of the Investigator s activities and the PHS-funded research project to determine whether any PHS-funded research, or portion thereof, conducted during the time period of the noncompliance, was biased in the design, conduct, or reporting of such research. (B) The Institution is required to document the retrospective review; such documentation shall include, but not necessarily be limited to, all of the following key elements: (1) Project number; (2) Project title; (3) PD/PI or contact PD/PI if a multiple PD/PI model is used; (4) Name of the Investigator with the FCOI; (5) Name of the entity with which the Investigator has a financial conflict of interest; (6) Reason(s) for the retrospective review; (7) Detailed methodology used for the retrospective review (e.g., methodology of the review process, composition of the review panel, documents reviewed); (8) Findings of the review; and (9) Conclusions of the review. (iii) Based on the results of the retrospective review, if appropriate, the Institution shall update the previously submitted FCOI report, specifying the actions that will be taken to manage the financial conflict of interest going forward. 22
PRT VI MITIGTION REPORT 16. Mitigation Report Mitigation Report B Interim Measures If bias is found in connection with the Retrospective Review conducted under Section V.15, the COI dministrator will notify the PHS or Certain gencies, Foundations & Extramural Sponsors promptly and will submit a mitigation report to the sponsor. The mitigation report must include, at a minimum, the key elements documented in Section V.15.B. and a description of the impact of the bias on the USF System Research Project and the USF System s plan of action or actions taken to eliminate or mitigate the effect of the bias (e.g., impact on the research project; extent of harm done, including any qualitative and quantitative data to support any actual or future harm; analysis of whether the research project is salvageable). Depending on the nature of the FCOI, the USF System may determine that additional interim measures are necessary with regard to the Investigator s participation in the USF System Research Project between the date that the FCOI (or the Investigator s noncompliance) is determined and the completion of the COI Committee s retrospective review. C nnual FCOI Reports D Requirements Met Following completion of the procedures in this Section VI.16, the COI dministrator will submit FCOI reports annually, as provided in Section III.11. The procedures in this Section VI.16 implement the following requirements of the PHS Objectivity in Research Rule: 42 CFR 50.605 (a)(3)(iii) 11. The procedures in this section also implement USF Policy 0-309, Section II.B.vii. 11 50.605 (a) Management of financial conflicts of interest. (3)(iii) If bias is found, the Institution is required to notify the PHS warding Component promptly and submit a mitigation report to the PHS warding Component. The mitigation report must include, at a minimum, the key elements documented in the retrospective review above and a description of the impact of the bias on the research project and the Institution's plan of action or actions taken to eliminate or mitigate the effect of the bias (e.g., impact on the research project; extent of harm done, including any qualitative and quantitative data to support any actual or future harm; analysis of whether the research project is salvageable). Thereafter, the Institution will submit FCOI reports annually, as specified elsewhere in this subpart. 23
17. Remedies for Noncompliance Notification to PHS or Certain gencies, Foundations & Extramural Sponsors Where Bias is Found Due to Noncompliance B Training Requirement C Sanctions If the failure of an Investigator to comply with the USF System FCOI Policy or an FCOI Management Plan (hereinafter noncompliance ) appears to have biased the design, conduct, or reporting of the USF System Research Project, the COI dministrator shall promptly notify the PHS or Certain gencies, Foundations & Extramural Sponsors of the corrective action taken or to be taken. Upon discovery of an Investigator s noncompliance, the COI dministrator will require the Investigator to submit to training as required by Section VIII.20. Noncompliance of an Investigator, including a subrecipient Investigator, will be referred to the COI Committee for appropriate handling in accordance with the Operating Procedures for the COI Committee. [See USF COI Committee Operating Procedures, INTERESTED PERSON NONCOMPLINCE.] D Requirements Met The procedures in this Section VI.17 implement the following requirements of the PHS Objectivity in Research Rule: 42 CFR 50.604(k) and 50.606 (a) 12. The procedures in this section also implement USF Policy 0-309, Section II.B.ii.3.c. 12 50.604 Responsibilities of Institutions regarding Investigator financial conflicts of interest. Each Institution shall: (k) Establish adequate enforcement mechanisms and provide for employee sanctions or other administrative actions to ensure Investigator compliance as appropriate. 50.606 Remedies. (a) If the failure of an Investigator to comply with an Institution's financial conflicts of interest policy or a financial conflict of interest management plan appears to have biased the design, conduct, or reporting of the PHS-funded research, the Institution shall promptly notify the PHS warding Component of the corrective action taken or to be taken. The PHS warding Component will consider the situation and, as necessary, take appropriate action, or refer the matter to the Institution for further action, which may include directions to the Institution on how to maintain appropriate objectivity in the PHS-funded research project. PHS may, for example, require Institutions employing such an Investigator to enforce any applicable corrective actions prior to a PHS award or when the transfer of a PHS grant(s) involves such an Investigator. 24