JBI Collaborating Entity Staff Administration Policy

Division: Global Relations

1. Introduction

This policy details the establishment and maintenance of all JBI Collaboration (JBIC) administrative records, databases, mail serves and permissions that support the operational needs of JBIC Collaborating Entities. Including:

• JBI EBP Resources Special User Access

• JBIC internal registers

• Email distribution lists

• JBI Website Collaborating Entity page

2.    Responsibilities

The Global Engagement Office (GEO)  is responsible for establishing, maintaining and updating all administrative records and databases pertaining to JBIC Entities, as outlined in Item 1 above.

JBIC Entity Directors are responsible for adhering to the policy and procedure requirements outlined in this document.

3.    Policy

JBIC Entity members are classified into four different categories, according to their role within the JBIC Collaborating Entity, and are accorded varying levels of access to JBI tools, databases and mail serves. 

3.1 JBIC Entity Directors

JBIC Entity Directors are responsible for the scientific and administrative leadership of a JBIC Entity and its general performance. They ensure  key performance indicators are met each year and the Entity has continued sufficient infrastructure to comply with the terms of agreement outlined in the JBI Collaboration Handbook. 

Directors are self-appointed at the time of application to become a JBI Collaborating Entity. For policies and procedures relating to the nomination, appointment or changes of directorship please refer to the ‘JBIC Collaborating Entity Directorship Policy’.

The GEO has dedicated email lists to enable direct communication with JBIC Entity Directors as a whole, in addition to internal registers that record their individual and JBIC Entity contact details and affiliations. 

Directors are granted complimentary Special User access to JBI Evidence Synthesis, JBI Evidence Implementation, JBI EBP Database, SUMARI and PACES for the duration of their Legal Agreement with JBI. 

If a change of Director occurs within a JBIC Entity, refer to the JBIC Collaborating Entity Directorship Policy

3.2   Core Staff 

Core Staff are those persons integral to the primary activities of any JBIC Entity. Including, but not limited to, persons with an essential administrative role; lead synthesis or implementation projects;  key to delivering educational programs; and are key to fostering and establishing collaborations.

Core staff members would normally work with a JBIC Entity on an ongoing basis in a defined full time equivalent (FTE) capacity.

JBIC Entities may nominate up to a maximum of 10 (ten) Core Staff members who are eligible to receive complimentary Special User access to JBI EBP Database, SUMARI and PACES for the duration of their JBIC Entity Legal Agreements for core staff only. This access is automatically renewed pending the renewal of an Entity Legal Agreement.

In exceptional cases, JBI may recognise additional Core Staff where the JBIC Entity Director has written to the Global Engagement Office indicating why a specific individual should be recognised as a core staff member above the stated maximum.  

3.3 Adjunct Staff 
Adjunct Staff members from JBIC Entities are welcome at any time, and will be listed on JBIC Entity web pages under the heading ‘Adjunct Membership’. Adjunct Staff members are those persons that work with a JBIC Entity for project-specific activities that are time-bound or are an honorary appointment to recognise particular persons for an important affiliation with the organisation. Adjunct membership confers no specific benefits other than the ability to remain on the entity webpage, mailing lists and stay up to date with JBI activities and events. 

3.4 Students

JBIC Entity Students are those persons who have completed the JBI Comprehensive Systematic Review Training Program (CSRTP), JBI Evidence Implementation Training Program (EITP), Evidence Implementation Workshop (EIW), Scoping Review Workshop (SRW), Clinical Leadership Workshop (CLW) or Rapid Evidence Synthesis Workshop (RESW). Students receive a one-year subscription to SUMARI when they enrol in CSRTP and PACES when they enrol in EITP and EIW as part of their registration fee. SRW, CLW and RESW do not require the use of JBI Software. Students will not be listed on JBI Collaborating Entity webpages.

4.    Procedures

4.1   Email List

The GEO Administrative Officer will request the most suitable email addresses from the Director and Deputy Director upon initial set up of the JBIC Entity to add to JBI records. This address will also be updated with the Chair of the JBIC Entity region to ensure that they are included in all communications. All information required is captured in the JBIC Entity Administration Form

4.2   Special Users

JBIC Entities may nominate up to a maximum of 10 (ten) Core staff to receive Special User Access to JBI Tools and Resources via the WKH Ovid platform.

To set up access for new Core Staff, the Director is required to complete the JBIC Entity Administration Form and email to the GEO Administrative Officer for processing jbic@adelaide.edu.au. 

Current Core Staff are granted special user access to the JBI EBP Database through Wolters Kluwer Health and SUMARI and PACES via MYJBI for the duration of their JBIC Entity Legal Agreement. Each Core Staff member will be emailed individual login details.

Should there be any changes to a JBIC Entity Core Staff list, it is the responsibility of the Director to notify the Global Engagement Office jbic@adelaide.edu.au using the JBIC Entity Administration Form.

4.3 JBIC Entity Webpage on jbi.global  

The GEO Communication Officer is responsible for maintaining the information on the JBI Collaboration page of the JBI Website jbi.global. Each JBIC Entity has its own sub-section listing JBIC Entity details, including leadership, Core and Adjunct staff members, background and scientific focus.

The GEO Communication Officer will request information for the JBIC Entity web page from the Director upon initial set up of the JBIC Entity to add to the JBI website.

Should there be any changes to the existing JBIC Entity information i.e. new or resigned Core Staff, change of address etc. it is the responsibility of the Director to notify the Global Engagement Office jbic@adelaide.edu.au via the JBIC Entity Administration Form so that all JBI records and the JBI Entity webpage can be updated correctly.

Only current staff members will be listed on JBIC Entity webpages.

5.    Associated Documents