The UF COI Program is implementing UF’s new eDisclose system in two phases. Note that eDisclose includes two modules: Pre Approval Requests (PAR) and Disclosure Profiles (disclosure of actual interests with an annual certification requirement).
Phase I: Summer 2025
Pre Approval Requests:
- In-unit faculty must continue to submit requests for their Outside Activities and Financial Interests via UFOLIO to comply with Article 26 of the Collective Bargaining Agreement. In-unit faculty must seek advance permission for all Outside Activities and financial interests as outlined in Article 26.
- All other faculty and staff (with .26 or greater FTE) will begin to submit Pre Approval Requests via eDisclose if advance permission is required by the new, consolidated UF COI and COC Policy. The new policy requires prospective approval from UF in limited circumstances. Details available in eDisclose Resources on coi.ufl.edu.
Disclosure Profiles:
- Regardless of in-unit status, all researchers need to complete a Disclosure Profile to avoid delays myIRB protocol and UFIRST proposal and award processing beginning in mid-September.
Phase II: Fall 2025-Spring 2026
Disclosure Profiles and Annual Certification Requirement:
In accordance with the schedule found below, unit leadership, in coordination with the UF COI program, will distribute information to unit employees regarding policy requirements and guides, system resources, training session details (including for supervisors), and the date employees can expect to receive eDisclose system notifications.
On the date announced by unit leadership, eDisclose system notifications will be sent to employees who are subject to the new policy (.26 and greater FTE and researchers). The notification will alert each employee that their Disclosure Profile requires action and include a link to log into the system. If an employee includes a Disclosable Interest on the Disclosure Profile, the supervisor will receive it for review.
| October 6, 2025 – November 28, 2025 | December 1, 2025 – January 9, 2026 | January 12, 2026 – February 6, 2026 | February 9, 2026 – March 6, 2026 | TBD for Areas with “In Unit” Faculty (Details below) |
| 10/6/25 – 10/16/25 UF Scripps 10/20/25 – 11/26/25 College of Medicine College of Medicine, Jacksonville 10/27/25 – 11/26/25 Health Affairs (UFHCC, McKnight Brain Institute, Fixel Institute, Administration) | College of Veterinary Medicine College of Nursing College of Pharmacy College of Public Health and Health Professions College of Dentistry | IFAS College of Agricultural Sciences College of Law UF Research Centers and Institutes | Central Administrative Units, for example: Academic Affairs Enrollment Management Human Resources Office of the Chief Financial Officer Office of the General Counsel Advancements Communications UFIT Full List of Administrative Units below | College of the Arts College of Business Distance and Continuing Education Design, Construction and Planning College of Education Engineering Journalism and Communications International Center Libraries College of Liberal Arts and Sciences College of Health and Human Performance Natural History and Harn Museums Student Health Care Center Whitney Marine Laboratory |
Additional Information for Units with In-Unit Faculty
“In-unit” refers to faculty who are part of the United Faculty of Florida bargaining unit. Membership in the bargaining unit is dependent upon position title and upon your college. Colleges, centers, and programs within the bargaining unit include: Arts, Business, Counseling and Wellness Center, Distance and Continuing Education, Design Construction and Planning, Education, Engineering, Health and Human Performance, Journalism and Communications, International Center, Digital Worlds, Academic Spoken English, Writing Program, Dial Center for Written and Oral Communication, Libraries, Liberal Arts and Sciences, Natural History and Harn Museums, Student Health Care Center, Whitney Marine Laboratory. Professional positions within the bargaining unit are specified in the Collective Bargaining Agreement, Appendix A. (source: https://uff-uf.org/membership-faq/).
“Out-of-unit” includes all other UF employees (in general, this includes administrative and/or non-faculty positions).
Why is the roll out date for areas with “In-Unit Faculty” TBD?
While bargaining is ongoing, in-unit faculty must use UFOLIO to seek approval to engage in Outside Activities pursuant to Article 26 of the Collective Bargaining Agreement (CBA). In-unit faculty will only use eDisclose, if needed, to meet research requirements.
What do “Out of Unit” employees who work in an area listed as “TBD” do while CBA negotiations are still ongoing?
Out-of-unit employees will use Pre Approval Requests in eDisclose to request advanced approval if required by the new UF COI and COC Policy. PDF disclosure forms are no longer available and must not be used.
Notifications to complete a Disclosure Profile annually will be sent to all employees in the college/area at the same time. The Disclosure Profile for out-of-unit employees in these areas will remain in the “No Action Required” state until bargaining is complete, and an implementation date is set.
Administrative Units: February 9-March 6, 2026 Target Rollout Date
| Business Affairs | J Wayne Reitz Union |
| Business and Economic Development | Office Enrollment Management |
| Business Services | Office Of President |
| Chief Financial Officer | Office Of Provost / Academic Affairs |
| Construction, Facilities and Real Estate | Office Of Student Life |
| Division of Housing | Office of the General Counsel |
| Emergency Management | Small Business Vendor Services |
| Environmental Health & Safety | Stephen C O’Connell Center |
| Facilities Services Department | Student Financial Affairs |
| Finance – Accounting | Student Government |
| Florida Virtual Campus | UF Advancement |
| Graduate School | University and Governmental Relations |
| Human Resources | University Police |
| Information Technology | University Press of Florida |