New JBIC Entity Orientation



Welcome to the Collaboration!

Below you will find information that will help you navigate the administrative setup of your new JBI Affiliated Group and the support and resources available to your Group, including forms, processes, and frequently asked questions from new Affiliated Groups. 

For information regarding Affiliated Group Entity Terms of Agreement (including Key Performance Requirements) or the JBI Activity Matrix please refer to the JBI Collaboration Handbook.

There are a plethora of resources throughout this hub that will also assist you as as you begin your JBI activities, including a JBI EBP Tools and Resources Directory, Introduction to JBI Handbook and PowerPoint. 

For any further queries please contact the JBI Global Engagement Office at jbic@adelaide.edu.au




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 the signing of their Agreement, 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 are required, this request should be made via email to jbic@adelaide.edu.au



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/JBIC Mailserves

The Group Convenor will be added to the JBIC Affiliated Group email list and relevant JBIC Regional Group email list (i.e. Africa, Asia etc.) 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 Tools and Resources via the JBI COnNECT+ platform.

To set up access for new Core Staff, the Convenor is required to complete the Collaborating Entity Staff Register form and email to the Global Engagement Office for processing at jbic@adelaide.edu.au

Group Webpage

Your Group will be allocated an independent web page with a unique URL on the Joanna Briggs Institute website (http://joannabriggs.org/JBIC.html). Login details will be emailed to the Group Convenor following the signing of the Collaborating Entity Legal Agreement. It is the responsibility of each Entity to ensure that their web page is up to date.

Meetings

The JBIC Committee of Directors (CoD) meet twice per year, once online (around April) and once face-to-face (Oct-Nov), alternating biennially between the Adelaide, Australia business meeting and the location of the biennial JBI Colloquium. Centre of Excellence Directors or their nominated proxy are encouraged to attend all CoD meetings and biennial Colloquia in full. Affiliated Groups are invited to attend all Committee of Directors meetings as Observers, including the face-to-face meeting. For more information please refer to the JBI Collaboration Handbook.


For upcoming dates please see the Key Dates & Events Calendar on this hub. 


JBI Evidence Synthesis  & JBI Evidence Implementation

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

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


Conducting JBI Systematic Reviews or completing an JBI Evidence Implementation Project (Audit) and subsequently a JBI Implementation Case Study for publication in the JBI Evidence Synthesis and/or the JBI Evidence Implementation form the core requirements of becoming a JBI Collaborating Entity.

All systematic review protocols and full reviews are to be submitted online via the JBISRIR Editorial Manager.  Prior to submission authors must refer to the JBISRIR Author Guidelines.

Peer Reviewers 

Convenors should advise the Global Engagement Office of those Core/Adjunct Staff members that have both completed JBI CSRTP and are confident/capable of conducting Peer Review of a Systematic Review or Implementation Case Study. The GEO Administration Officer will enter those staff members into the JBI Evidence Synthesis submission database, Editorial Manager, as a Peer Reviewer and this will automatically generate an email with their login details. Each staff member needs to complete the registration process by logging into Editorial Manager via the link in their individual email and update their personal information.  Your Group would be eligible to accrue points for any Peer Review conducted by Group staff. For further information on this JBIC Matrix Activity please refer to the JBI Collaboration Handbook.

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: http://www.editorialmanager.com/jbisrir/Default.aspx

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 Joanna Briggs Institute 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. 

JBI Evidence Synthesis & JBI Evidence Implementation Subscription

The Group Convenor will receive a complimentary subscription to the JBI Evidence Synthesis & JBI Evidence Implementation for the term of the Group Legal Agreement. The Global Engagement Administration Officer will facilitate this.

JBI Evidence Synthesis & JBI Evidence Implementation Editorial Office

If you have any questions regarding systematic reviews and protocols or peer review please contact the JBISRIR Editorial Office






Forms


COLLABORATING ENTITY STAFF REGISTER FORM


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


To set up access for new Core Staff, or to remove/change Core Staff, Entities are required to complete the Collaborating Entity Staff Register form and email to the Global Engagement Office for processing jbic@adelaide.edu.au.


NEW COLLABORATING ENTITY CHECKLIST


A checklist to guide new Affiliated Groups in the establishment of their JBIC Entity.


Frequently Asked Questions



Please read through the below list of FAQs derived from the establishment of new JBI Affiliated Groups. If you have an additional query that is not answered below, please contact the Global Engagement Office.




 Are there any fees associated with becoming a JBI Affiliated Group?

There are no fees associated with becoming an Affiliated Group. In return for your agreement to meet certain KPIs over the course of your five-year agreement (namely the publication of three systematic reviews or implementation reports in the JBI Evidence Synthesis  / JBI Evidence Implementation - JBI’s Journal) we provide complimentary access to JBI’s full suite of tools and resources for the Group Convenor and up to 10 core staff members. 

All of the terms and conditions associated with membership are detailed in the JBI Collaboration Handbook.

 Is there a minimum number of people required to form an Affiliated Group?

A minimum of three people that have completed JBI CSRTP or EBCFP are required to start an Affiliated Group as the core team. However, it is advisable that you recruit others, even students, to collaborate with as you grow to meet the KPIs of being an Affiliated Group.

 What is the meaning of ‘FTE’ in the Affiliated Group Application?

Full-time equivalent (FTE) is a unit that indicates the workload of an employed person in a way that makes workloads comparable across various contexts. FTE is often used to measure an employee’s involvement in a project or activity. An FTE of 1.0 is equivalent to a full-time worker while an FTE of 0.5 signals half of a full work load. This concept is used to convert the hours worked by several part-time employees into the hours worked by full-time employees. JBI asks prospective Groups to project the FTE capacity of their Core Staff members to ensure that a prospective Group has adequate human resource, and support within their host institution, to undertake JBI activity.

 Who should sign the Collaborating Entity Legal Agreement?

The relevant authority of your host institution is responsible for signing the Collaborating Entity Legal Agreement i.e. University/Faculty Dean, Legal representative, Hospital/Department Director etc.

 As an Affiliated Group, are we expected to undertake both Core and Elective activities within the JBIC Matrix?

As an Affiliated Group you are only expected to focus on Core Activities within the JBIC Activity Matrix. The KPIs for maintaining Affiliated Group membership include at least three JBI Systematic Reviews or Implementation Reports accepted for publication in the JBI Evidence Synthesis and/or JBI Evidence Implementation by the end of your five-year Collaborating Entity Legal Agreement (as detailed in the JBI Collaboration Handbook.)

Affiliated Groups are welcome to conduct Elective activities, particularly if they wish to progress to becoming a Centre of Excellence, however it is not mandatory.

 Is there a grace period or lead in time for new Affiliated Groups to build up a critical mass of Systematic Reviews/Implementation Reports?

Yes, JBI recognises that most Collaborating Entities are conducting JBI activity in addition to their substantive roles, and that it can take some time to understand and become familiar with JBI policies, procedures, methodology, processes etc. For this reason, Affiliated Group Legal Agreements are for a five-year term, with the first two years anticipated to be for establishment. Centres of Excellence are expected to publish three Systematic Reviews/Implementation Reports in three years in addition to completing Elective activities, whereas Affiliated Groups are expected to publish three Systematic Reviews/Implementation Reports in five years, with no additional activity required.

 We are not yet an Affiliated Group, but we do have a number of JBI Systematic Reviews in progress, will they count towards the output of our Affiliated Group once established?

Any Systematic Reviews that are accepted for publication prior to the Effective Start Date of your Collaborating Entity Legal Agreement will unfortunately not be counted as output for your Group, as this is outside the scope of a signed Agreement. However, any reviews that have been submitted to the JBI Evidence Synthesis and/or JBI Evidence Implementation but are still being processed/reviewed/re-submitted etc. will be eligible to be counted towards your Entity as long as the acceptance date of the Systematic Review is after the Effective Start Date of your Collaborating Entity Legal Agreement.  

 Do we need to include our Affiliated Group name on our Systematic Review/ Protocol/ Implementation Report Manuscript?

Yes, in order to receive points for a JBI Systematic Review or Implementation Report published in the JBI Evidence Synthesis and/or JBI Evidence Implementation OR another peer-reviewed journal, you must include your full Entity name as an author affiliation, including the JBI addendum i.e. 'The Centre for Chronic Disease Management: A Joanna Briggs Institute Affiliated Group'.

Without this author affiliation, your Group will not be eligible to receive points for any of the publication-related activities within the JBIC Activity Matrix. For further information and guidelines for relevant JBIC Matrix activities, please refer to the JBI Collaboration Handbook.

 Our hospital/health facility/organisation conducts evidence implementation projects/clinical audits, can we submit our implementation report to the JBIEvI?
The JBI Evidence Implementation currently only accepts JBI Implementation case studies, that follow JBI methodology and methods and utilise the JBI Practical Application of Clinical Evidence System (JBI-PACES).  It is currently required that Implementation case studies submitted to the JBI Evidence Implementation ”...report clinical improvement programs/clinical audits using JBI methodology…” which relies on the JBI PACES program, taught through the JBI Evidence-based Clinical Fellowship Program (EBCFP). 
 
Below is an excerpt from the current JBI Evidence Implementation Author Guidelines with regards to implementation reports: 

Implementation Reports
This section of the JBI Database of Systematic Reviews and Implementation Reports includes papers that report clinical improvement programs/clinical audits using JBI methodology and relate to issues surrounding the implementation of evidence in a practice or care setting. Implementation Reports should provide information of interest to readers regarding the elements of the project that assisted in sustainable practice change as well as the elements that may not have been successful. Further information is available through the JBI Evidence-based Clinical Fellowship Program.
 
Based on this, Affiliated Group staff would need to attend the JBI Evidence-based Clinical Fellowship Program prior to submitting an Implementation case study to the JBI Evidence Implementation.
 What is the JBI EBP Database (Tools and Resources) available via Wolters Kluwer Health?

The JBI EBP Database available via JBI's Commercial Partner OvidSP (Wolters Kluwer Health) covers a wide range of medical, nursing, and health science specialties and includes a unique suite of information that’s been analysed, appraised, and prepared by expert reviewers at JBI so that health professionals can integrate the world’s best evidence into practice. The complete evidence-based practice content suite includes:

  • Evidence Summaries 
  • Evidence–based Recommended Practices 
  • Best Practice Information Sheets
  • JBI EBP Tools (SUMARI & PACES)

JBI Affiliated Groups receive access to the above tools and resources via special user access to JBI's CONnECT+ platform. See Collaborating Entity Access to JBI EBP Resources.


 When will we be notified/invited to JBIC Committee of Directors Meetings?

Entities will receive an outlook calendar meeting request for the JBIC CoD Online Meeting (April) in January of each year, and the corresponding Agenda/Papers at least two weeks prior to the meeting.

The date of the face-to-face JBIC CoD Meeting (Oct-Nov), including the subsequent Colloquium/Conference/Symposium, will be communicated at least one year in advance to allow Entities to plan for travel accordingly. These dates will be communicated via email and will also be available on the JBIC Key Dates & Events Calendar. An Agenda and Papers will be emailed to Entities at least three weeks prior to the meeting.

 What is the difference between Core and Adjunct Staff?

Please refer to the JBIC Collaborating Entity Staff Administration Policy for definitions.