Self-reports on conflict of interest management for Health and Labour Sciences Research Grants (HLSRG) from the Ministry of Health, Labour and Welfare and for Grants from the Japan Agency for Medical Research and Development (AMED)

The Ministry of Health, Labour and Welfare issued Guidelines on Conflict of Interest Management in Health and Labour Sciences Research (hereinafter referred to as "Guidelines") on March 31, 2008.

The Guidelines specify that institutions receiving Health and Labour Sciences Research Grants (HLSRG) are obligated to implement conflict of interest management by establishing a Committee for Overseeing Conflict of Interest. They also specify that this committee must make efforts to improve the system and regulations and institutions that do not manage conflict of interests will no longer be eligible for HLSRG.

Since the 2015-16 academic year, management of conflict of interests has been required for research projects using grants from the Japan Agency for Medical Research and Development (AMED).

Thus, The University of Osaka will manage conflicts of interest for the 2025-26 academic year as follows:

1. Scope:

(1) Faculty or staff at the university who are involved in research using HLSRG and grants from AMED for which COI management is required.

• HLSRG -- Principal Investigator and Co-Investigators, excluding participants.
• AMED -- Principal Investigator, Co-Investigators, and participants.
  *AMED research projects that do not include an R&D component are also required to manage COI.
  (Details) List of projects not subject to COI reporting to AMED (amed.go.jp)

(2) Research members affiliated with other institutions that have no COI Committee specified in IV.3 of the Guidelines and who are members of a research group that is represented by faculty or staff of The University of Osaka.

Related links (only in Japanese):

• Research Guidelines (MHLW)
• Conflict of Interest Management for Research and Development (AMED)

2. Submission period

From the preliminary selection or final decision of a research project to the submission of the grant application or the conclusion of a consignment contract.

*If a research project is selected in December or later, submit the COI form when applying for funding.

This applies to both ongoing and new grants.

3. How to submit the COI form

Only if you have an economic interest relationship with a company or organization involved in a research project, you are required to submit the COI form.

See the flowchart below.

If you can answer ‘yes’ to any of the following questions, you must submit the COI form.

If you are affiliated with other institutions, please answer the economic interest relationship with a company etc. involved in a research project outside of your institution.

As a general rule, COI forms must be submitted via method (1) below.

Those who receive economic benefits from several corporations (excluding those that are unrelated to your research) are encouraged to submit the COI form via method (2).

Research members affiliated with other institutions must submit the COI form via method (3).

(1) Submit the COI form via Microsoft Forms. (for internal use only)

Submit the COI form from this page.

Note that the data you entered will not be temporally saved.

(2) Send the COI form by email using your institutional email address (osaka-u.ac.jp)

Send the Self-Report COI form/AMED form via email that includes osaka-u.ac.jp to the address below.

Send to: coi-office[AT]ml.office.osaka-u.ac.jp

Download the Self-Report COI form/AMED form

(Forms in English are posted below.)

Send to: coi-office[AT]ml.office.osaka-u.ac.jp

• If someone else submits the COI form on your behalf, make sure to include your institutional email address in the CC line.
• We will not send a confirmation email upon receiving your submission.
• Send the COI form not in PDF format but in Excel format.
• The COI form is protected by a password, so please send the form without changing the password. Contact your department’s administrative staff for the password.

(3) Submit the Self-Report COI form and Letter of Authorization via email (for members of external institutes only)

Research members affiliated with other institutions must also obtain authorization from the head of their institution. Download both the Self-Report COI form and the Letter of Authorization for COI management and send them to the email address below.

• Self-Report COI form of HLSRG / AMED
• Letter of Authorization for COI management of HLSRG / AMED

Send to: coi-office[AT]ml.office.osaka-u.ac.jp

• If someone else submits the COI form on your behalf, ensure your email address is included in the CC line.
• A seal is not required for the Letter of Authorization.
• We will not send a confirmation email upon receiving your submission.
• Send the COI form not in PDF format but in Excel format.
• The COI form is protected by a password, so please send it without changing the password. Contact your department’s administrative staff for the password.

4. Others

English versions

• Self-report on conflict of interest management (English)
• Authorization in Regard to Conflict of Interest Management in MHLW Science Grant and AMED (English)

*If the carryover of 2024-2025 grants to 2025-2026 is approved, submit the 2025-2026 COI form.

5. Submissions & Contact Information

Conflict of Interest Management Staff, Co-Creation Affairs Division, Department of Co-Creation Promotion
Email: coi-office[AT]ml.office.osaka-u.ac.jp

Handling of personal information

Appropriate attention shall be paid to personal information obtained through the management of conflict of interest.

In addition, Article 22 of The University of Osaka Regulations on Conflicts of Interest Management specifies that members of the COI Committee and advisory board members, COI advisors, and COI office staff are obliged to protect the confidentiality of information.