Disclosures

Disclosures lets you collect conflict of interest disclosures from your employees in the same Ethena platform they already use for training and policies. You can run an annual disclosure campaign, set up a standing campaign for new hires, and review every submission from one place.

How Disclosures works

1. Your team launches a disclosure campaign.
2. Each employee answers a qualifying question: do they have anything to disclose?
3. Employees who answer yes fill out the disclosure form.
4. If you've turned on manager review, the employee's manager takes a first look.
5. Your team reviews the submission and follows up with the employee if you need more information.

Campaign types

You can choose from two campaign types:

Annual campaign: Send a disclosure campaign to your whole company once a year.

New hire campaign: Set up a standing campaign that automatically reaches every new employee as they join.

Disclosure forms

Disclosures comes with four default templates for common disclosure types, including gifts and entertainment and outside employment. You can use a template as is, edit it to fit your company's needs, or build your own form from scratch with the form builder.

The qualifying question

Every disclosure form starts with a yes or no question. Employees with nothing to disclose answer no, and they're done. That answer is saved as a recorded response, so you can show exactly who responded, including everyone who had nothing to disclose.

If an employee answers yes but submits the form without adding a disclosure, Ethena asks them to confirm and then records their response as nothing to disclose.

The employee experience

Employees don't need a new login. They'll find Disclosures under Employee Resources in their Learning Center, alongside your company policies.

Progress saves as employees complete each individual disclosure. Once an employee submits their form, their answers are final and can't be edited, so encourage employees to review their answers before they submit.

Manager review

Manager review is optional and is off by default. When you turn it on, each submission goes to the employee's direct manager for a first look before it reaches your team's queue. Managers only see disclosures from their own direct reports.

Reviewing disclosures

Your team works through submissions in a dedicated triage view that shows what's ready for review, oldest first.

If you need more information, you can send a follow-up request to the employee. Every open request is tracked in one view, so nothing gets lost. Follow-up messages appear to the employee as coming from your admin team, without your individual name, and they're sent in the employee's language with English as a fallback.

Who can see disclosures

Disclosures permissions are separate from training admin permissions, so access to training doesn't give someone access to disclosures. Full Account admins can see every case. You can also add restricted admins to individual cases when someone needs access to a specific case only.

Languages

Disclosures supports translation, so employees can read and answer disclosure forms in their own language.

Frequently asked questions

What happens if an employee has nothing to disclose?

They answer no to the qualifying question, and their response is recorded. There's nothing else for them to fill out.

Can we create our own disclosure forms?

Yes. Start from one of the four default templates or build your own with the form builder.

Can managers see their employees' disclosures?

Only if you turn on manager review, and then only for their direct reports.

Does Disclosures use AI?

AI risk flagging is coming to Disclosures shortly. It'll help sort your review queue by risk so your team can start with the cases that need the most attention. Your team will still make every decision.

If you have any questions about Disclosures, reach out to your CSM or support@goethena.com.