Financial Conflict Of Interest (FCOI) Policy for Public Health Service (PHS) Funding
1. Statement of PolicyPhylloTech, Inc. (PhylloTech) is committed to objectivity of Research for all projects, including those performed under grants, cooperative agreements, or contracts funded by any agency of Public Health Services (PHS), including the National Institutes of Health (NIH). The company has instituted this Financial Conflict of Interest (FCOI) Policy to ensure that any funded research is performed without bias and undue influence and with the highest ethical standards, in accordance with 42 CFR Part 50. This policy is effective as of January 1, 2022 and will be updated annually, maintained, and made publicly accessible in compliance with current FCOI regulations.
2. ScopeAll PhylloTech investigators, personnel, and collaborators must comply with this policy. This policy and all FCOI guidance are also available at https://www.phyllotech.com/FCOI so that all interested parties, including the general public, have access to this policy. This policy may be updated or amended as required or deemed necessary.
3. DefinitionsA. Investigator: the project director or principal Investigator and any other person, regardless of title or position, who is responsible for the design, conduct, or reporting of research funded by the PHS, or proposed for such funding, which may include, for example, collaborators or consultants.B. Institutional Responsibilities: an Investigator’s professional responsibilities on behalf of PhylloTech, which may include: activities such as research, research consultation, Institutional committee memberships, and service on panels such as Institutional Review Boards or data and safety monitoring boards.C. Institutional Official: the Research Integrity Officer of PhylloTech, who is responsible for enforcing this Policy, reviewing disclosures of SFIs, determining if disclosures constitute a Financial Conflict of Interest, and managing such conflicts. D. Financial Interest: anything of monetary value, whether or not the value is readily ascertainable.E. Financial Conflict of Interest: a significant financial interest (SFI) that could directly and/or significantly affect the design, conduct, or reporting of PHS-funded Research, as determined by the Institutional Official. F. Significant Financial Interest (SFI): a financial interest consisting of one or more of the following interests of the Investigator, the Investigator’s spouse/domestic partner, and the Investigator’s dependent children that reasonably appears to be related to the Investigator’s Institutional Responsibilities:a. With regard to any publicly traded entity, a SFI exists if the value of any remuneration received from the entity in the twelve months preceding the disclosure and the value of any equity interest in the entity as of the date of disclosure, when aggregated, exceeds $5,000. For purposes of this definition, remuneration includes salary and any payment for services not otherwise identified as salary (e.g., consulting fees, honoraria, paid authorship); equity interest includes any stock, stock option, or other ownership interest, as determined through reference to public prices or other reasonable measures of fair market value.b. With regard to any non-publicly traded entity, a SFI exists if the value of any remuneration received from the entity in the twelve months preceding the disclosure, when aggregated, exceeds $5,000, or when the Investigator (or the Investigator’s spouse or dependent children) holds any equity interest (e.g., stock, stock option, or other ownership interest.c. Intellectual property rights and interests (e.g., patents, copyrights), upon receipt of income related to such rights and interests.d. The occurrence of any reimbursed or sponsored (i.e., paid on behalf of the Investigator and not reimbursed to the Investigator so that the exact monetary value may not be readily available) travel, related to their Institutional responsibilities, provided, however, that this disclosure requirement does not apply to travel that is reimbursed or sponsored by excluded sources provided in regulation.e. A significant financial interest does not include the following: 1. salary, royalties, or other remuneration paid by PhylloTech to the Investigator if the Investigator is currently employed or otherwise appointed by PhylloTech;2. Intellectual Property Rights assigned to PhylloTech and agreements to share in royalties related to such rights;3. any ownership interest in PhylloTech held by the Investigator;4. income from investment vehicles, such as mutual funds and retirement accounts, as long as the Investigator does not directly control the investment decisions made in these vehicles;5. income from seminars, lectures, or teaching engagements sponsored by a federal, state, or local government agency, an Institution of higher education as defined at 20 U.S.S. 1001(a), an academic teaching hospital, a medical center, or a research institute that is affiliated with an Institution of higher education;6. income from service on advisory committees or review panels for a federal, state, or local government agency, Institution of higher education as defined at 20 U.S.C. 1001(a), an academic teaching hospital, a medical center, or a research institute that is affiliated with an Institution of higher education; or 7. travel that is reimbursed or sponsored by a federal, state, or local government agency, an institution of higher education, an academic teaching hospital, a medical center, or a research institute that is affiliated with an institution of higher education.G. Research: Any systematic investigation, study or experiment designed to develop or contribute to generalizable knowledge relating broadly to public health, including behavioral and social-sciences research. This includes basic and applied research (e.g., a published article, book or book chapter) and product development (e.g., a diagnostic test or drug). The term includes any such activity for which research funding is available from a PHS Awarding Component through a grant, cooperative agreement, or contract, whether authorized under the PHS Act or other statutory authority, such as a research grant, career development award, center grant, individual fellowship award, infrastructure award, institutional training grant, program project, or research resources award.H. PHS Awarding Component: the organizational unit within the Public Health Service that funds the research, including NIH and its sub-agencies. 4. Disclosures, Reviews, and ReportingA. Responsibilities of the Institution1. In compliance with PHS FCOI Regulations, the PhylloTech Institutional Official (IO) will ensure that all Investigators are informed of and in compliance with this Policy regarding financial conflicts of interest, the Investigator’s responsibilities of disclosing SFIs, and with PHS FCOI Regulations.2. As applicable, the IO will maintain records of all Investigator disclosures of financial interests and the company’s review of, and response to, such disclosures under PhylloTech’s Policy or retrospective review, regardless of whether a disclosure resulted in the Institution’s determination of FCOI:a. For at least three years following the submission date of the final expenditures report or from the date of submission of the quarterly or annual financial report; orb. From other dates stipulated by 45 C.F.R. 74.53(b) and 92.42(b).3. All records of Investigator disclosures of financial interests and PhylloTech’s review of, and response to, such disclosures will be maintained in hard copy and electronically. B. Policy Application to Subawardees, Subcontractors, and PhylloTech AffiliatesSubawardees, subcontractors, and other PhylloTech affiliates collaborating on PHS-funded research must either: 1. Have a FCOI policy that meets the requirements of the PHS FCOI Rules or 2. Comply with this PhylloTech Policy.
C. Mandatory Training Requirements1. Per PHS FCOI Regulations, all Investigators will be required to complete FCOI training on both Federal and Institutional policies. This training must be completed prior to engaging in research related to any PHS-funded grant and at least every four years, and immediately if any of the following circumstances apply:a. The PhylloTech FCOI Policy or procedures contained within or the PHS Financial Disclosure Form are revised in any manner that affects the requirements of Investigators;b. An Investigator joins PhylloTech; orc. PhylloTech is made aware of an Investigator who is not in compliance with this FCOI Policy or management plan.2. To fulfill the Institutional training requirement, PhylloTech Investigators will be required to read through this FCOI Policy for PHS Funding and sign to attest to the fact that they have read and understood all policies, rules, and regulations contained within this document, and that they understand their responsibilities as an Investigator to disclose any and all significant financial interests.3. To fulfill the Federal training requirement, PhylloTech Investigators must complete the NIH Office of Extramural Research’s web-based “Financial Conflict of Interest Online Tutorial” (http://grants.nih.gov/grants/policy/coi/tutorial2011/fcoi.htm). At the end of the tutorial, each person should fill out the Certificate of Completion.4. All records of completion of training requirements will be maintained in the “Financial Conflict of Interest” folder at PhylloTech.D. Investigator Disclosure Requirements1. Per PHS FCOI Regulations, it is PhylloTech’s Policy that any and all SFIs be disclosed to the PhylloTech IO:a. At the time of application for funding by each Investigator, including sub-recipient Investigators as applicable, planning to be involved in PHS/NIH- funded research.b. Annually by each Investigator, including sub-recipient Investigators as applicable, involved with the award for the award period so as to update disclosures of SFIs.c. Within 30 days of an Investigator, including sub-recipient Investigators as applicable, discovering or acquiring (e.g., through purchase, marriage, or inheritance) a new SFI.2. PhylloTech will solicit and review disclosures of SFI(s) of all Investigators and their immediate family (including spouse/domestic partner and/or dependent children) related to the Investigator’s institutional responsibilities. All Investigators will utilize the “Financial Disclosure Form for Investigators in PHS Research” to either disclose SFIs or declare that there are no SFIs.
5. Management of Financial Conflicts of InterestA. Review of SFI disclosureAll disclosures of SFIs will be reviewed by PhylloTech’s IO in a prompt manner such that within 60 days of receipt of the disclosure, the SFI can be assessed, a management plan developed, and all reviews and approvals necessary can be obtained.The IO will: 1. Record and review all “Financial Disclosure for Investigators in PHS Research” forms from PHS-funded Investigators at PhylloTech; 2. Assess the nature of the SFI to determine whether the Investigator working on the PHS-funded research has a FCOI; 3. Provide information concerning FCOIs to the expenditure of PHS funds, which will be updated at least annually and within 60 days of changes to Statement of Financial Interest Disclosure forms, whichever occurs first.B. Management of FCOIsThe IO will develop a management plan based on the nature of the FCOI and will monitor investigator compliance with the management plan on an ongoing basis until the completion of the PHS-funded research project. Examples of conditions or restrictions that could be established include, but are not limited, to:1. Public disclosure of FCOIs;2. Appointment of independent monitor(s) who will be able to prevent the FCOI from biasing the design, conduct, and reporting of PHS-funded research;3. Modification of the research plan;4. Change of Investigator(s) or roles/responsibilities of Investigator, or exclusion of Investigator from participating in all or a portion of research;5. Reduction or elimination of the financial interest (e.g., sale of an equity interest); and6. Severance of relationships that create FCOIs.C. PhylloTech Reporting Requirements1. Per PHS FCOI Regulations, PhylloTech will submit to the NIH through the eRA Commons FCOI Module both initial and ongoing FCOI reports:a. Prior to the expenditure of funds;b. Within 60 days of identifying a new FCOI during the period of the award; andc. Annually when grantee is required to submit the annual progress report, including multi-year progress report, or at time of extension, to report on the status of FCOI and any changes in the management plan.2. As per the PHS FCOI Regulations, FCOI reports will include:a. Grant number;b. PD/PI or contact PD/PI;c. Name of Investigator with FCOI;d. Name of entity with which Investigator has FCOI;e. Nature of FCOI;f. Value of the financial interest, reported as a range ($0-4,999; $5,000-9,999; $10,000-19,999), in increments of $20,000 if between $20,000-100,000, in increments of $50,000 if above $100,000, or a statement that the value cannot be readily determined.g. Description of how the SFI relates to PHS-funded research and basis for PhylloTech’s determination that the SFI conflicts with this research; andh. Key elements of PhylloTech’s management plan.D. Public availability of FCOI disclosureAs per the PHS FCOI Regulations, disclosure of SFIs that are still held by the Investigator for the PHS-funded research project, determined by PhylloTech to be related to the PHS-funded research, and determined by PhylloTech to be a FCOI disclosure of FCOIs will be made available as a written response within five business days of a request. The information made available by PhylloTech in a written response will include the following information:1. Name of Investigator with FCOI;2. Title and role of the Investigator in the PHS-funded research project;3. Name of entity with which Investigator has FCOI;4. Nature of the FCOI;5. Value of the financial interest, reported as a range ($0-4,999; $5,000-9,999; $10,000-19,999), in increments of $20,000 if between $20,000-100,000, in increments of $50,000 if above $100,000, or a statement that the value cannot be readily determined through references to public prices or other reasonable measures of fair market value.
6. Enforcement of Policy and NoncomplianceA. All Investigators and relevant PhylloTech personnel and collaborators are required to comply with this Policy in full. Violations of this policy may result in disciplinary or other appropriate action.B. If an FCOI is not identified or managed in a timely manner (including Investigator failure to disclose SFI(s), PhylloTech failure to review or manage FCOI(s), or failure to comply with the management plan), PhylloTech will within 120 days of the determination of noncompliance notify the NIH and submit a retrospective review, as per PHS FCOI Regulations. The retrospective review will include the following information:1. Grant number;2. Grant title;3. PD/PI or contact PD/PI;4. Name of Investigator with FCOI;5. Name of entity with which Investigator has FCOI;6. Reason(s) for retrospective review;7. Detailed methodology used for retrospective review (e.g., details of review process, composition of the review panel, documents reviewed);8. Findings and conclusions of the review; and9. If warranted by the retrospective review, update and revise the previously submitted FCOI report.C. In the case that a retrospective review finds that Investigator non-compliance with this FCOI Policy, the PHS FCOI Regulations, or a management plan appears to have biased the design, conduct, or reporting of PHS-funded research, PhylloTech will promptly submit a mitigation report to the NIH Awarding Component.The mitigation report will include:1. Key elements documented in the retrospective review;2. Description of the impact of bias on the research project; and3. Management plan(s) to eliminate or mitigate the bias on the design, conduct, or report of research.D. After a mitigation report is filed, FCOI reports must be submitted annually.
7. Policy ContactQuestions regarding this policy can be directed to the Research Integrity Officer at firstname.lastname@example.org