H&S Conflict of Interest and Commitment Information

June 2025 Update

A reminder that Stanford has implemented a change to the annual COI disclosure process in OPACS, shifting from a fixed May deadline to a rolling 12-month certification cycle. This change is intended to reduce peak workload and better align disclosure timelines with actual activity. Here’s what it means for H&S personnel:

New Faculty (Joined After May 15, 2024): These individuals will receive a prompt to complete their first OPACS disclosure shortly after joining Stanford. Their next certification will be due 12 months after that submission (e.g., if submitted in August 2025, the next is due August 2026).
Key Personnel New to OPACS: Any key personnel on sponsored projects (funded awards or proposals) who haven’t previously disclosed will also receive a notification to complete their first certification. Like new faculty, they’ll follow the rolling 12-month cycle going forward.
Everyone Else: Faculty and key personnel who have historically submitted in OPACS will continue on a 12-month renewal cycle based on their most recent certification. For example, a July 2024 submission will require renewal by July 2025.

If you have any questions, please reach out to Derek Brown, School of Humanities and Sciences (H&S) Conflict of Interest and Commitment and Export Control Manager.

We also have a new Resources section at the bottom of this webpage, which we hope to grow over time!

Overview

Stanford University acknowledges the value of outside interests in fostering innovation and collaboration. In order to maintain the integrity of its reputation and research endeavors, Stanford has implemented Conflict of Interest and Commitment (COIC) policies, aligned with federal guidelines, to ensure the transparent reporting and management of potential COIC.

If you have any inquiries regarding COIC, please contact Derek Brown, H&S COIC and Export Control Manager. Derek serves as the primary contact for H&S, assisting faculty, staff, Postdoctoral Scholars, and students in reviewing and managing their external professional activities related to sponsored activities, gifts, procurement actions, and Office of Technology Licensing cases.

COIC Review and Management Process

The COIC review and management process involves three stages:

Disclosure in OPACS
If needed, issuance of a COIC Management Plan
Annual reporting

Derek is available to support all H&S personnel throughout this process.

Prior Approval Requirements for Outside Activities

As of September 2023, prior approval is required for faculty, Postdoctoral Scholars, relevant staff, and students before engaging in certain external activities:

Employment at any outside entity, including during leave periods, where the personnel’s responsibilities may be similar to their Stanford responsibilities.
Appointment or affiliation at any outside entity where personnel will undertake activities similar to their Stanford responsibilities.
Formation of a new entity, or acquisition of an ownership interest of 5% or more either in an outside entity related to personnel’s Stanford responsibilities or in an entity that licenses Stanford intellectual property.
Service on the board of directors, science advisory board, or other board of an outside entity, unless such service constitutes Professional Service.
Consulting activities:
- For Faculty, consulting activities that substantially overlap with Stanford responsibilities (e.g., outside teaching commitments, same or similar research activities).
- For Postdoctoral Scholars, students, and applicable Staff, all consulting activities.
Participation in a foreign government-sponsored talent program.
For Postdoctoral Scholars and applicable staff: All of the above and/or participation in Professional Service activities.

Prior Approval Process

Disclosures for prior approval of outside activities are made in OPACS:

The approval process may involve multiple stakeholders depending on the nature of the request and escalation required. The typical approval routing is as follows:

For Faculty:
- Requests first route to the H&S COIC Manager.
- If any of the following conditions are met, the request will be routed to the Department Chair/Unit Director:
  - Overcommitment (exceeding consulting limits)
  - Outside scientific, research, or academic appointments
  - Outside employment
  - Student involvement
  - Linked research activities
  - If the H&S COIC Manager is considering rejecting the disclosure or outside activity
- Requests by a Department Chair/Unit Director or related to a foreign government-sponsored talent program will also be routed to the appropriate H&S Senior Associate Dean.
- All requests route back to the H&S COIC Manager to finalize.
For Postdoctoral Scholars and Students:
- Requests first route to the appropriate Faculty Advisor.
- If the request is linked to a foreign government-sponsored talent program, it will be routed to the H&S Senior Associate Dean.
- All requests route to the H&S COIC Manager for final review.
For applicable staff:
- Requests first route to the appropriate supervisor or Principal Investigator.
- Then route to the Department Chair/Unit Director.
- If linked to a foreign government-sponsored talent program, the request will additionally route to the H&S Senior Associate Dean.
- All requests route to the H&S COI Manager for final review.