> For the complete documentation index, see [llms.txt](https://help.fairmarkit.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://help.fairmarkit.com/product-guides/evaluations/conflict-of-interest-declarations.md).

# Conflict of Interest Declarations

Conflict of interest (COI) declarations require every evaluator on an RFx event to formally state whether they have a conflict before they can score any supplier. Until an evaluator completes the declaration, they cannot open the scorecard.

Use COI declarations when your organization needs a auditable record that the people scoring suppliers had no undisclosed stake in the outcome.

{% hint style="info" %}
COI declarations are configurable at the event template or per event — it is optional. They apply to the [Evaluations](https://claude.ai/product-guides/evaluations.md) module only — they do not affect suppliers, who agree to [NDAs and T\&Cs](https://claude.ai/admin/legal-documents.md) through a separate flow.
{% endhint %}

#### Before you begin

Make sure you have:

* A COI declaration document created in **Adminstraion -> Documents** (see below).
* **Event Creator** or **Administrator** permissions on the event.
* The Evaluations module added to your Event template or RFx event.

***

#### How it works

Three roles touch the process:

<table><thead><tr><th width="221.234375">Role</th><th>Responsibility</th></tr></thead><tbody><tr><td><strong>Administrator</strong></td><td>Creates and maintains the declaration document and its language</td></tr><tr><td><strong>Buyer</strong></td><td>Turns the requirement on for an event and monitors who has declared</td></tr><tr><td><strong>Evaluator</strong></td><td>Completes the declaration before scoring</td></tr></tbody></table>

***

#### Administrator: create a declaration document

Declaration language lives at the company level so it can be reused across events, the same way NDAs and T\&Cs do.

1. Go to **Administration → Documents**.
2. Click **Add New**.
3. Select the **conflict of interest** document type.
4. Enter a **Name** and **Description**. Use a name that makes the version obvious to sourcing managers, for example `Standard COI Declaration v1`.
5. Enter your declaration text. Include both your certification language and your disclosure instructions — what a conflict means at your organization, and what detail you expect if someone has one.
6. Save.

Existing documents can be edited or deleted from the same screen.

{% hint style="info" %}
Editing a declaration document changes the language shown to evaluators on events that have not yet collected declarations. Create a new version instead of editing in place if you need the original wording preserved for events already in flight.
{% endhint %}

***

#### Administrator: require declarations on an event template

Enabling COI on a template applies the requirement to every event created from it. Use this when a declaration is standing policy rather than a per-event judgment call — either across all your sourcing, or scoped to the categories where evaluator independence matters most.

1. Go to **Administration → Templates**.
2. Open an existing template, or click **Create** to build a new one.
3. Add the **Evaluations** module to the template.
4. Open the evaluation setup and go to **Configure Evaluation**.
5. Enable **Conflict of Interest** and select the declaration document to apply.
6. Save the template.

Every event created from the template inherits both the requirement and the selected document. Evaluators are gated automatically, without the sourcing manager having to remember.

{% hint style="info" %}
Keep separate templates where categories need different declaration language — for example, stricter wording for regulated or high-value spend than for routine tactical buys.
{% endhint %}

***

#### Event owner: require declarations on an event

1. Open your RFx event and go to the Evaluations module setup.
2. In the evaluation settings, enable the conflict of interest requirement.
3. Select the declaration document to apply.
4. Continue with the rest of your evaluation setup and launch as normal.

Every evaluator invited to the event will now be gated behind the declaration, regardless of which sections or stages they are assigned to.

{% hint style="info" %} Enable COI before you launch the evaluation. Turning the requirement on after evaluators have started scoring is not a supported workflow. {% endhint %}

***

#### Evaluator: complete your declaration

When you open an event that requires a declaration, you land on a full-page declaration screen instead of your scorecard. You cannot skip it or dismiss it — closing the page leaves you blocked, and you will see the same screen next time you return.

The page shows your organization's declaration language and asks you to choose one of two options:

* **I have no conflict of interest**
* **I have a potential conflict of interest**

If you select a potential conflict, a text field appears where you can describe it. Providing detail is optional, but it is strongly recommended — the buyer running the event sees your disclosure and can act on it far more sensibly when they understand what the conflict actually is.

Click **Confirm & Continue** to submit.

**What happens next**

<table><thead><tr><th width="244.8203125">Your selection</th><th>Result</th></tr></thead><tbody><tr><td>No conflict of interest</td><td>You gain access to your scorecard and can begin scoring</td></tr><tr><td>Potential conflict of interest</td><td>You remain blocked from the scorecard. Your disclosure is recorded and visible to the event owner</td></tr></tbody></table>

{% hint style="info" %}
Declaring a potential conflict is not reversible from the evaluator side. If you selected the wrong option, contact the event owner — they will need to resolve it for you.

Your selection, your disclosure text, your user identity, and a timestamp are all recorded against the event.
{% endhint %}

***

#### Event owner: monitor declaration status

Open your event and go to the evaluation team view. Each evaluator's COI status appears alongside their normal scoring progress:

<table><thead><tr><th width="275.9453125">Status</th><th>Meaning</th></tr></thead><tbody><tr><td><strong>Not started</strong></td><td>The evaluator has not opened the declaration. They are blocked and have scored nothing</td></tr><tr><td><strong>Completed — no conflict</strong></td><td>Declared clear and has scorecard access</td></tr><tr><td><strong>Completed — conflict declared</strong></td><td>Declared a potential conflict. Blocked from scoring. Review their disclosure</td></tr></tbody></table>

An evaluator sitting at **Not started** is not slow — they are locked out. If your completion percentage is stalling, check COI status before chasing people about their scores.

When an evaluator declares a conflict, they will not contribute scores to the event. Decide whether to replace them with a different evaluator, or to proceed without them and let the remaining evaluators' scores stand.

***

#### Declaration data in the scorecard export

The scorecard export includes a COI column set for every evaluator:

* COI status
* Signed or declined date
* Reason, where the evaluator provided one

This is the artifact to keep for audit, and the reason to prefer the export over a screenshot when someone asks you to evidence that an award decision was scored cleanly.

***

#### Current limitations

* An evaluator cannot withdraw or amend a submitted declaration themselves.
* There is no way to let an evaluator who declared a conflict proceed with scoring anyway. If your process allows a disclosed-but-acceptable conflict, that evaluator cannot be accommodated today.
* Declarations are configured per event. There is no company-wide setting that forces COI on every evaluation automatically.
* COI applies to evaluators. It does not apply to event owners, collaborators, or approvers.

***

#### Tips

* Write the declaration language once, get it approved by your legal or compliance team, and reuse it. Per-event wording invites inconsistency in exactly the record you would most want to be consistent.
* Enable COI on your event templates for categories where you always need it, rather than relying on each sourcing manager to remember.
* Check COI status early in the evaluation window, not at the deadline. A blocked evaluator discovered on day one is a swap; discovered on the last day it is a delay.
* Say in your evaluator invitation message that a declaration will be required. Evaluators who are expecting the screen complete it; evaluators surprised by it email you instead.
* Pull the scorecard export at award time, while the evaluation record is fresh.

***

#### FAQ

**Do evaluators declare once per event or once per round?**

Once per event. Evaluators assigned across multiple rounds are not asked again.

**Can I add COI to an evaluation that is already underway?**

Enable the requirement during setup, before launch. Adding it mid-evaluation is not a supported workflow.

**I declared a conflict by mistake. How do I fix it?**

Contact the event owner. Evaluators cannot amend their own declaration.

**An evaluator declared a conflict. Do their scores still count?**

They will not have any. The declaration blocks scorecard access, so there is nothing to include or exclude.

**Does the evaluator get an email telling them a declaration is required?**

Evaluators see the declaration when they open the event. Confirm your notification behavior with your customer support representative if you are relying on email to prompt them.

**Is the declaration the same thing as an NDA?**

No. NDAs and T\&Cs are agreed to by suppliers before they access or submit a bid — see [Legal Documents](https://claude.ai/admin/legal-documents.md). COI declarations are made by your own internal evaluators before they score.

***

#### Related

* [Evaluations](https://claude.ai/product-guides/evaluations.md) — setting up an evaluation for your sourcing event
* [Scoring Suppliers as an Evaluator](https://claude.ai/product-guides/evaluations/scoring-suppliers-as-an-evaluator.md) — the evaluator scoring workflow
* [Legal Documents](https://claude.ai/admin/legal-documents.md) — NDAs and T\&Cs for suppliers


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