Establishing an Affiliated Group

Entity Legal Agreement

Following the acceptance of an Affiliated Group application, approved Groups are required to sign a JBI Collaborating Entity Legal Agreement which holds a 5-year term and has an Effective Start Date of 1 January. This is to align with JBI’s calendar year annual review period for collaboration activities.

Entities that are approved by 30 June have the option to backdate their Agreement to 1 January preceding their application. All Applications approved from 1 July onward will have an Effective Start Date of 1 January the year following their Agreement Signing Date.

Entities will still be entitled to receive JBI special user access to tools and resources for Core Staff following acceptance into the JBIC, however JBI activities will not be tracked until after the Effective Start Date.

The Collaborating Entity Legal Agreement will be emailed to the Group Convenor by the Global Engagement Office and should be executed (signed) by the relevant authority within the Entity Host Institution (i.e. University or Hospital). If variations to the Legal Agreement are required, this request should be made via track change on the Legal Agreement itself and then emailed back to jbic@adelaide.edu.au for consideration. Please be assured that we understand that this process can at times be lengthy and that there are often a number of iterations of the Legal Agreement as terms are negotiated between JBI and your organisation.

New Entity Administration

For detailed procedures on the administrative set up of your Affiliated Group please refer to the JBIC Collaborating Entity Staff Administration Policy. Below is an overview of the required steps.

JBI Email

The Group Convenor will be added to the JBIC email list and relevant JBIC Regional Group email list (i.e. Africa, Asia etc.). The Convenor and Deputy will also to receive all JBI/JBIC correspondence including a monthly newsletter, JBI Buzz. Any other queries relating to the Collaboration can be sent to the Global Engagement Office email: jbic@adelaide.edu.au

Setting up access to JBI resources

Collaborating Entities may nominate up to a maximum of 10 (ten) Core staff to receive Special User Access to JBI EBP Database, JBI Journals and JBI Software.

To set up access for Entity staff the Convenor is required to complete the JBIC Entity Administration Form and return to the Global Engagement Office for processing - jbic@adelaide.edu.au.

Group Webpage

Your Group will be allocated an independent web page with a unique URL on the JBI Global website (https://jbi.global). Please advise JBIC via email (jbic@adelaide.edu.au) of any changes to your entity via the JBIC Entity Administration Form as soon as practically possible. The Global Engagement Office will updated these changes on the webpage and you will be informed once completed

Meetings

The JBIC Meetings are held twice per year, once online (around April) and once face-to-face or online (Oct-Nov). Every four years Adelaide, Australia hosts the business meeting at the biennial JBI Colloquium. Centre of Excellence Directors, or their nominated proxy, are encouraged to attend all JBIC Meetings and Colloquia in full. Affiliated Groups are invited to attend all JBIC Meetings, including the face-to-face meeting. For more information please refer to the JBI Collaboration Handbook.

JBI Evidence Synthesis & JBI Evidence Implementation

JBI Evidence Synthesis is a refereed, online journal that publishes systematic review protocols and systematic reviews of health care research following the JBI methodology.

JBI Evidence Implementation publishes implementation case studies that present the findings of projects that seek to implement the best available evidence into practice.

All systematic review protocols and full reviews are to be submitted online via the JBI Evidence Synthesis Editorial Manager (ensure all staff have updated their profile on Editorial Manager). Prior to submission authors must refer to the JBI Evidence Synthesis Author Information.

NOTE: Ensure that the corresponding Author includes the JBIC Entity name in full (including addendum) as one of the Author Affiliations.

Peer Reviewers

When completing the JBIC Entity Administration Form it allows for the Convenor to indicate if their Entity staff are willing to peer review for JBI Evidence Synthesis. The JBI Evidence Synthesis Administration Officer will then contact your team directly.

Please ensure that each Peer Reviewer lists your full Group name in their Editorial Manager profile under the ‘Institution’ field:

1) If you do not have an account in Editorial Manager, please register your details, otherwise please login as a reviewer. Registering and login in can both be accessed via this link: https://www.editorialmanager.com/jbies/mainpage.html

2) At the top of the screen click 'Update My Information'.

3) Scroll down halfway until you get to the box titled 'Institution Related Information'. Please enter your full Entity name in the 'Institution' field and ensure that you also check the 'Yes' radio icon next to 'Available as a Reviewer'. Please ensure that you enter your full Centre of Excellence or Affiliated Group name. i.e. The Centre for Chronic Disease Management: A JBI Centre of Excellence

4) Scroll down and ensure that you click 'SUBMIT' at the bottom of the page.

If a reviewer’s Centre/Group Affiliation is not correctly listed under ‘Institution’ in their Editorial Manager reviewer profile, it will not be captured when we run a report to identify peer review points accrual for Centres/Groups.