DEPA reporting Jan. 15 - March 31: What you need to know

January 27, 2014

As the new semester begins, all faculty members, all research personnel, as well as staff who support department compliance reporting processes, and students engaged in research (i.e. all personnel responsible for the design, conduct, or reporting of research) are reminded of the requirement to complete a Disclosure of External Professional Activities (DEPA) annually, and to update DEPAS, as needed, within 30 days of any status change.

Failure to report can result in a delay in the establishment, renewal and continuation of speedtypes; delayed processing of grant/contract proposals; delayed approval from compliance review committees such as IRB, IACUC, etc. In addition, following the required processes helps to safeguard you, your department, and the University, as a whole, in the event of an outside audit. Please read this message in its entirety. The CU-Boulder COI website has additional details and helpful links.http://www.colorado.edu/vcr/coi It is also important to remember the following:

1. Self- authored teaching materials that are required or recommended for the author’s course must receive departmental approval in order to be in compliance with the Conflicts of Interest Policy. Please use the form located at: http://www.colorado.edu/vcr/coi/forms-checklists

2. Regular and periodic consulting activities (per the 1/6th rule) require department approval:http://www.colorado.edu/vcr/coi/forms-checklists

3. PHS/NIH Investigators have additional (federal) requirements:
a. Travel Reporting. All PHS/NIH research personnel must report specific kinds of sponsored/reimbursed travel throughout the year.http://www.colorado.edu/vcr/coi/public-health-services-agencies-nih-requirements/travel

b. Educational Training. All PHS/NIH research personnel must complete COI educational training once every four years in order be compliant. If you are involved in PHS/NIH research, your DEPA will not progress forward for review until your training is recorded in the system. If you have already completed the training, your information will pop up as you answer the questions. The quick tutorial specifically developed for the Boulder campus, and which does not require testing, is available via SkillSoft: http://www.colorado.edu/vcr/coi/public-health-services-agencies-nih-requirements

Specific groups affected by the general DEPA reporting requirement include:

  • All Tenured and Tenure-track faculty; Adjunct, Research and Visiting faculty (all levels) and select Retired faculty
  • All PRAs (all levels), Instructors (all levels), Librarians, Museum Associates
  • Graduate students/Fellows - IF they are responsible for the design, conduct or reporting of research
  • Undergraduate students, volunteers and consultants - ONLY IF they are responsible for the design, conduct or reporting of research data
  • The following groups typically DO NOT need to report: Lecturers, TAs, Professional Exempts and Adjoint faculty

Please contact the COIC Office, or the department administrator with which you are affiliated, if you have questions about your reporting responsibilities.

We recommend using the following browsers: Explorer, Firefox, Safari. In order to better prepare for the questions asked on the reporting form you may want to view the Sample Form available via the FAQs on the left-hand side of the reporting page. The Getting Started link will assist you in moving through the form using the proper keys/buttons.

Instructions for entering the reporting site located at:

https://portal.prod.cu.edu/MyCUInfoFedAuthLogin.html
Log in with your CU Login Name and Identikey password.

Once you are logged in: 

  1. Click on the tab at the top of the page: CU Resources
  2. Scroll down and Click on Faculty Reporting & DEPA tab (BOTTOM left side, do not confuse with Reporting option at the top left of page)
  3. Scroll down past the FRPA option until the Login to DEPA link becomes visible, then click that link

For Assistance:

  • You must be established in the CU personnel system with either an Employee ID number (EIN) or a Person of Interest ID number (POI) in order to access the DEPA reporting site. For information about these types of IDs please contact the Personnel Payroll Liaison (PPL) for the department with which you are affiliated.
  • IT Help: If you have technical difficulties logging into MyCUInfo, accessing the CU Resources tab, or accessing the link to the DEPA form, please email: help@colorado.edu or call: 303-735-4357 (5-HELP)
  • Content Help: If you have questions about the DEPA form, please see the Sample DEPA Form or email the Compliance Director, Conflicts of Interest and Commitment in the Office of the Vice Chancellor for Research: Pamela.Rosse@colorado.edu or, simply, coi@colorado.edu. Or call 303-492-3024.
Thank you for your assistance in helping us to remain audit ready. For questions please contact: Pam Rosse, Compliance Director, Office of Conflict of Interest & Commitment at Pamela.Rosse@colorado.edu.
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