JBI Collaborating Entity Directorship Policy

Division: Global Relations

1. Introduction

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

In this policy the term Entity Directorship refers to Directors of JBI Collaboration Entities. 

2.    Responsibilities

JBI Global Engagement Office is responsible for administering this policy. 

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

3.    Policy

3.1 Directorship Profile

JBIC Entity Directors are persons of high academic standing with international experience, proven leadership skills and the ability to enhance and maintain a JBIC Collaborating Entity that facilitates the generation and dissemination of systematic reviews, implementation reports, methodological research and knowledge translation to enhance evidence-informed healthcare and policy. Nominees should possess the following knowledge, skills and experience:

• Considerable experience and understanding in the conduct of JBI Systematic Reviews or JBI Implementation Case Reports

• Completed the JBI Comprehensive Systematic Review Training Program (CSRTP) and/or the JBI Evidenced Implementation Program (EITP)

• Experience in health-related research at a senior level, with international standing

• Publications in peer-reviewed journals, including multiple first-authored papers

• Extensive experience in the management of projects, staff and budgets, including the development of a multi-year program of work

• Demonstrated experience and understanding of integrated healthcare delivery systems and principles of evidence-based healthcare

• Excellent communication skills, both written and oral, and a passionate champion of evidence-based healthcare/practice

• Ability to work collaboratively and to provide leadership

• Ability to work with people from a range of backgrounds, including healthcare and methodological specialists

3.2   Appointment

JBIC Entity Directors are nominated at the time of application to the JBI Collaboration Global Engagement Office. Directors will be formally appointed following approval from the JBI Executive. 

3.3 Roles and Responsibilities

JBIC Entity Directors are responsible for:

• Managing the operations and activities of the JBIC Entity in line with the requirements prescribed in the JBIC Entity Legal Agreement with JBI and the JBIC Entity Terms of Agreement, detailed in the JBI Collaboration Handbook

• Providing leadership in developing and executing a three-year strategic and implementation plan, and evaluating progress toward JBIC Entity goals and objectives

• Ensuring the sustainable financial health of the JBIC Entity in order to achieve strategic goals

• Ensuring that a minimum of 3 (three) Core staff have successfully completed the JBI Comprehensive Systematic Review Training Program or JBI Evidenced Implementation Program (EITP)

• Directors of JBIC Entities established for over years years are responsible for participating in an annual formative review of Entity activities in years one and two of the three-year Agreement with JBI; and participating in a summative review of JBIC Entity activities prior to the Completion Date of the Legal Agreement with JBI, in accordance with the JBI Collaboration Handbook 

• Directors of JBIC Entities which have been established for five years of less, are responsible for participating in an annual formative review of JBIC Entity activities in years 1 - 4 of the five year Agreement with JBI; and participating in a summative review of JBIC Entity activities prior to the Completion Date of the Legal Agreement with JBI, in accordance with the JBI Collaboration Handbook

• Preparing and submitting Annual Activity Reports, Regional Reports and any other reports as required by JBI or JBIC Regional Chairs 

• Encouraging JBIC Entity staff to participate in Collaboration-wide activities as a way of developing a sense of belonging to the JBIC (outside of internal JBIC Entity activities)

• Engaging with stakeholders within their regional jurisdiction to promote and support JBI evidence-informed approaches to the delivery of healthcare practice and policy

• Communicating effectively within and across the JBI, engaging in collaborative activities where possible

• Attending JBIC Meetings - it is only mandatory to attend the online meeting, face-to-face meetings are optional

• Participating in Regional symposia and meetings of Regional Standing Committees

3.4 Co-Directorship

Co-Directorship of JBIC Entities is permitted pending approval by the Global Engagement Office. JBIC Entities requesting Co-Directorship must follow the procedures set out in this policy.

3.5 Remuneration

Entity Directorship positions are voluntary and non-remunerated. JBIC Entities are required to provide sufficient in-kind assistance for base level staffing and infrastructure to enable the effective operation of the JBIC Entity, including the Full Time Equivalent (FTE) of Entity Directorship personnel, as per their JBIC Entity Agreement with JBI.  

4.    Procedures

4.1   Appointment

Nominated Directors must submit a full Curriculum Vitae as a part of their JBIC Entity application. The Global Engagement Office and JBI Executive will review the attachment in line with the processes outlined in the JBI Collaboration Handbook. Directors and Convenors will be formally appointed  as a part of the JBIC Entity Establishment process.

4.2   Co-Directorship

Existing JBIC Entities that would like to move to a Co-Directorship model must seek approval in writing from the Global Engagement Office at jbic@adelaide.edu.au. They must include a full Curriculum Vitae of the proposed Co-Director/Convenor. The Global Engagement Office will provide a response in writing within 2 (two) weeks of receipt of the request. 

4.3 Changes to Directorship

In the event that a Director resigns prior to the completion of their Legal Agreement, they must:

1. Provide notification of their resignation in writing to the Director of Global Relations, Bianca Pilla, at jbic@adelaide.edu.au.

2. Nominate a successor and submit a full Curriculum Vitae of the nominee to the Director of Global Relations and JBI Executive team for approval. In the event that a successor cannot be immediately nominated, a Deputy Director or a senior Core Staff member may be nominated to act until a successor can be appointed.

   1. A Curriculum Vitae of the nominee must be received within three months of the outgoing Director resigning, if it is not received within one month the JBI Executive Team reserves the right to review and reconsider the current membership within the JBI Collaboration

3. Once the new JBIC Director has been accepted by the Director of Global Relations and JBI Executive team, the new Director must complete the JBIC Entity Administration Form in its entirety and return it to jbic@adelaide.edu.au within one month of Directorship handover. NOTE:

   1. Anybody who is not listed on this form and who were previously listed as members of the JBIC Entity, will be removed from JBI’s internal registers and database and have their their complimentary access to JBI software removed.

   2. If the JBIC Entity Administration Form is not returned within one month of Directorship handover the JBI Executive Team reserves the right to review and reconsider the current membership within the JBI Collaboration.

4. The GEO Administrative Officer will update all internal registers and databases as per the JBIC Collaborating Entity Staff Administration Policy.

5. If the outgoing Director is a JBI Accredited Trainer and does not continue to have any role within the JBIC Entity (i.e. Core Staff member), then their access to the Trainer Portal will be removed, and they will be notified of this by the JBI Education team jbi.education@adelaide.edu.au

5.    Associated Documents