joanna briggs collaboration committee of directors...

Minutes of the 54th JBC Committee of Directors Meeting 8-10 March 2016

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Attachment 1

Joanna Briggs Institute

Joanna Briggs Collaboration Committee of Directors

Minutes

Minutes of the 54th Meeting of the Joanna Briggs Collaboration Committee of Directors, which was held via teleconference on:

Tuesday 8th March 2016

Australasia Region: At 1.30pm in Adelaide, South Australia; 2.00pm in Sydney, Wollongong & Newcastle NSW; Melbourne, Victoria & Canberra, Australian Capital Territory; 1.00pm in Queensland; & 11.00am in Perth, Western Australia.

Tuesday 8th March 2016 European Region: at 5.30pm in Adelaide, South Australia; 7.00am in Cardiff, Wales; London, Plymouth, Middlesbrough, Nottingham, England; Aberdeen, Scotland & Lisbon, Portugal; 8.00am in Leuven, Belgium; Madrid, Spain; Aalborg, Denmark; Czech Republic & Lausanne Switzerland; & 9.00am in Helsinki, Finland & Bucharest, Romania.

Wednesday 9th March 2016 Asia Region: at 1.30pm in Adelaide, South Australia; 9.30am in Yangon, Myanmar; 10.00am in Chiang Mai, Thailand & Hanoi, Vietnam; 11.00am in Beijing & Shanghai, China; Singapore; Hualien & Taipei, Taiwan; 8.30am in New Delhi, India; & 12.00 noon in Osaka, Japan & Seoul, South Korea.

Wednesday 9th March 2016 Central Region: at 5.30pm in Adelaide, South Australia; 7.00am in Accra, Ghana; 8.00am in Yaounde, Cameroon; 9.00am in Johannesburg, South Africa; & 10.00am in Addis Ababa, Ethiopia & Nairobi, Kenya.

Thursday 10th March 2016 Americas Region: at 8.00am in Adelaide, South Australia; at 1.30pm in San Francisco, California; 3.30pm in New Orleans, Louisiana: Chicago, Indiana & Fort Worth, Texas; 4.30pm in Newark, New York & Ontario, Canada & 2.30pm in Edmonton; & 6.30pm in Sao Paulo, Brazil.


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1. Introductory and Formal Business

1.1 Welcome

The Chair welcomed all present.

Present: A/Prof Craig Lockwood (Chair), A/Prof Edoardo Aromataris, Dr Zachary Munn, Kelly Lewis (Minutes), Prof Deborah Parker, Dr Rick Wiechula, Kate Kynoch, Sonia Hines, Dr Sally Wilson, Lucia Gillman, Dr Hanan Khalil, Dr Tracy Robinson, A/Prof Keith Evans, Prof Ritin Fernandez, Mary-Anne Ramis, Dr Ashley Kable, Dr Teresa Moreno Cabas, Prof Heather Loveday, Prof Fiona Bath-Hextall, Dr Judith Carrier, Dr Kay Cooper, Bart Geurdan, Dr Silvia Florescu, Dr Arja Holopainen, Carmen Mazilu, Raluca Sfetcu, Daniela Cardoso, Palle Larsen, Dr Beatrice Perrenoud, Dr Miloslav Klugar, Prof Bridie Kent, Dr Louisa Ells, Prof Hu Yan, Prof Emily Ang, Prof Peifan Mu, Dr Joseph Molina, Prof Eui Geum Oh, A/Prof (Huei-Chuan) Christina Sung, A/Prof Patraporn Tungpunkom, Prof Kiyoko Makimoto, Prof Guo Gui-fang, Pallav Bhatt, Dr. Nguyen Thi Thanh Hương, Dr Morankar Sudhakar, Asahngwa Constantine Tanywe, , Prof Patricia McInerney, Michelle Block, Dr Kim Sears, Rosemary Wilson, Dean Susan Weeks, Dr Dru Riddle, Dr Susan Salmond, Prof Dina Monteiro da Cruz, Prof Daphne Stannard, Adam Cooper, Dr Marsha Bennett and Sharna Polard.

1.2 Apologies

Dr Zachary Munn did not attend teleconferences held for the Asia, Central and Americas regions and sent an apology. Prof Lisa Hopp did not attend and sent an apology.

May Khin Thein, Li Ziqiang, Dr Xie Huiting, Soe Maung, Ma Xueling, Zhou Fen, Prof Emily Suzui, Dr Clifford Mwati, Dr Yeetey Akpe Kwesi Enuameh did not attend due to technical difficulties.

Trish McReynolds did not attend and did not send an apology.

1.3 Approval of Minutes

The Minutes of the 53rd meeting of the Joanna Briggs Collaboration Committee of Directors, held in Adelaide from 31 August to the 2 September 2015, were amended:

An addition to item 1.2 ‘Apologies’: “Dr Sally Wilson sent an apology and Dr Lucia Gillman attended in her place”

An addition to item Session 2, p. 4 (pg.3): “Centres to focus on collaborating together, including support/mentoring x 7 tables”

An addition to item Session 2, p. 5 (pg.3): “Ability for centres to identify their own objective x 2 tables”

The minutes were confirmed as a true and accurate record of the last meeting. Moved from the chair and unanimously accepted by all members.

1.4 Matters Arising

Matters arising were embedded within the Agenda, the Chair moved to Item 2.


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2. Executive Director’s Report

2.1. JBI Strategic Business Review update

The Chair reported that the SBR had largely been completed with the key documents having been disseminated among all JBI entities. Internally, the SBR continues and begins a phase of workforce review, which is designed to align workforce matters with JBI’s five-year strategic plan. The Chair noted this is unrelated to the University’s workforce re-structure process, which JBI has also been subject to. Moving forward, the Chair predicted this would have minimal impact on JBI and noted the institute had reached a point of stability in respect to staff and resourcing.

2.2 Faculty of Health Sciences (FHS) Review update

The Chair reported that the FHS Review has moved into a protracted phase of looking at professional staff and JBI would continue to monitor the potential impact on business. Further impacts on JBI are expected to be minimal with the PSR (Professional Staff Review) impact being in 2015.

2.3 Advisory Committee meeting / Annual WKH meeting

The advisory face-to-face meeting was held in February. The Chair noted the meeting was a detailed two-day review of many of the changes that came out of the joint, face-to-face, 53rd CoD meeting. The Advisory Committee reiterated the value of the joint face-to-face meeting and the Chair noted the forum would be a feature of the end of year 2016 meeting to continue to offer meaningful opportunities for engagement. The Advisory Committee commended the partnership with WKH and noted the relationship had strengthened and grown in strategic focus over the past 12 months.

The Chair reported that a number of significant recommendations arose from the meeting:

Recommendation 1: That JBI continue to actively manage the WKH relationship and specifically seek an increased depth and transparency in reporting from WKH in relation to all JBI products, programs and the marketing thereof. The Chair reported this relationship would take time to achieve these outcomes. However, post the February Advisory Committee meeting senior executives of JBI met with WKH to establish a more robust framework for enhanced reporting to JBI.

Recommendation 2: That JBI continue to move in the direction the SBR had established in order to ensure that implementation and transfer are core to all operations across JBI and JBC over the coming 12 months. Specifically this will be focused on workforce planning.

Recommendation 3: JBI Node work represents a significant disparity in terms of activity within and across JBC and JBI. Therefore, before any new Nodes are established, it was agreed they must present a viable business case that demonstrates the sustainability of the work over a minimum three-year time frame. The Chair noted that JBI would continue to support existing Node agreements.

Recommendation 4: The Chair reported that language translation – in languages other than English – attracted a significant amount of discussion from the Advisory Committee. The Chair reported that JBI had been working with Ovid for a period of time to establish internal


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processes for linguistic translation. The Advisory Committee noted a deficit of good data from Ovid to indicate that the return for effort from linguistic translation is at the right level. Therefore, the Advisory Committee strongly recommend that JBI put on hold all work related to linguistic translation until JBI receives data from WKH to indicate 1. what marketing strategies have been attempted with English language content, 2. to asses the impact of specific marketing strategies for that material, 3. more detailed analytics on the potential expansion and development of JBI’s impact in foreign countries such as within the Asia region.

On the basis of recommendations put forward by the Advisory Committee, the Chair reported that discussions had been held with WKH and that all translation work is on hold. The Chair noted that WKH will develop a business plan to provide an appropriate framework for moving forward, beginning firstly with English language, and if necessary with languages other than English.

2.4 JBI Travel for 2016

The Chair reported that 2016 will be a busy year with JBI staff travelling to Canada, Taiwan, Spain, Ireland, England, USA, Ethiopia and discussions are currently being held regarding JBI training with groups in Iran and Italy.

JBI will also attend the Guidelines International Network Conference being held in late September in Philadelphia, USA.

JBI will attend the Queens University 75th Anniversary Celebrations for the School of Nursing in September/October.

JBI will have a presence at the Cochrane Colloquium in South Korea in October.

A/Prof Patraporn Tungpunkom noted the Thailand centre would host an international conference from 14-22 June 2016. During the conference, leaders in nursing education – including JBC Directors – will be invited.

A/Prof Patraporn Tungpunkom added that CSRTP training would be held from 23-27 May, and from 13-17 September 2016 and comprise the three modules.

Items for Noting:

The Chair noted that the MOU with Cochrane had been finalised and publicised via a formal media release.

In order to continue to build partnerships that provide a greater international profile for furthering the vision and mission of JBI, the Chair noted that discussions were being held with the Campbell Collaboration, the Grade Group, the Equator Network and other entities both internal and external to the University of Adelaide.

The Chair reminded the CoD that the Twitter campaign ‘Socialising 20 Years of Success’ had begun and urged further participation in the lead up to the JBI 20th Anniversary Celebrations in November. The Chair provided an update noting that two publications has been tweeted and the Twitter impact had resulted in 1200 views and more than 70 engagements.

Dr Sally Wilson questioned what length of time could be expected in relation to new agreements being implemented for Node work. The Chair responded that


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agreements were internally going through final revisions, but JBI would ask groups to begin the process of signing a new MOU within the next month or so.

Dr Hanan Khalil queried to what extent the structure of Node work would be impacted by the new agreements. The Chair replied that some changes were to be expected, but they related more to the model of funding than the nature of work. The Chair noted this was outlined within the paper that was circulated for the September face-to-face meeting and that it would be recirculated for further discussion.

Dr Hanan Khalil requested for a list of JBI travel to conferences and the Chair agreed to circulate a list of conferences that JBI staff will be attending in 2016.

Dr Tracy Robinson questioned whether the Mentorship KPI of 10,000 points would include established groups or only newly formed mentor relationships. The Chair responded saying that a process of mapping out the attributes of mentorship was currently under development.

Prof Ritin Fernandez asked for a list of the attributes associated to mentorship. The Chair responded saying that as soon as this has been finalised a release will be circulated across the collaboration.

ACTIONS: The Chair is to circulate JBI travel dates/locations to the CoD and once the mentorship framework is complete, the Chair is also to disseminate this to the CoD.

3. JBI PROGRAM REPORTS

3.1. Synthesis Science – oral report by A/Prof Edoardo Aromataris

A/Prof Aromataris reported that a full review of CINAHL and Embase have been completed and the database providers are working to correct a number of inconsistencies identified within CINAHL and Embase. This process is expected to be completed shortly.

A/Prof Aromataris reported that JBI approached the National Library of Medicine and JBI is sending through metadata for back issues that will be loaded onto PubMed, but will not be fully indexed for MEDLINE.

A/Prof Aromataris noted that the PROSPERO database recently broadened its scope for systematic review inclusion, and as such, all protocols – except scoping reviews – are being sent through for uploading to the PROSPERO interface.

Following up on items extending from the 53rd face-to-face CoD meeting held in September, A/Prof Aromataris reported that discussions with WKH and Lippincott Williams and Wilkins (LLW) about formally publishing the journal had progressed significantly to whereby contractual details were being finalised. Additionally, A/Prof Aromataris noted that a number of changes had been made to the editorial processes of the journal and Dr Natalie Cutri had taken on the position of Managing Editor in October 2015.

A/Prof Aromataris noted that substantial consideration had been given to the recommendation made by the Advisory Committee that the wealth of expertise among the JBC was not being fully utilised. To rectify this A/Prof Aromataris reported the


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editorial structure was being reshaped and would comprise a board of editors. He added, the process of inviting top ranking peer reviewers – to provide expert editorial advice both internally to JBI and to authors of manuscripts – had begun.

Items for Noting:

Kate Kynoch queried when the JBC would be informed about the changes to the editorial board. A/Prof Aromataris confirmed that information would be circulated shortly.

A/Prof Patraporn Tungpunkom noted that some requests to participate in peer review were not in alignment with topic profile of the centre’s core staff. A/Prof Aromataris indicated that wherever possible the library sought to align the topic of the manuscript to that of the topic profile of the individual, however, occasionally, when a suitable match cannot be aligned to a peer reviewer’s clinical or topic expertise a request may be made for peer review that is outside of their area expertise.

Dr Morankar Sudhakar sought clarification regarding indexing of the journal on PubMed and MEDLINE. A/Prof Aromataris stated the content of the journal for 2015 had been indexed in PubMed, with 2014 and 2013 to be completed within the near future. A/Prof Aromataris noted that abstracts for SR are listed in PubMed, but the Protocols are not abstracted.

3.2. Transfer Science – oral report by Dr Zachary Munn

Dr Munn reported that the transfer science team had a busy start to 2016 and enjoyed a successful 2015, which saw the highest level of enrolments into JBI’s short courses in its 20-year history.

Dr Munn reported that the CSR Redevelopment was progressing well and was on track for launch in July. He noted the additional online modules were being finalised and would be made available via the WKH continuing education platform.

In regard to evaluations, Dr Munn reported the team was currently reviewing the process of evaluating its course teaching, which will also see a move to electronic evaluations. He noted this would enable greater participation of centres and facilitate better tracking of the response to the new CSR platform. He added that this could result in some potential research work.

Dr Munn reported that a developing country clinical fellowship would be held in June 2016 and the screening of applicants was underway. He noted that more than 200 individuals from low and middle-income countries applied globally.

Two train-the-trainer (TtT) programs are to be run in Adelaide in 2016, the first of which is the clinical fellowship TtT to be held in June. Following this, CSRTP TtT will be held from 14-17 November, post the 20th Anniversary event. Dr Munn reported that TtT would also be conducted in Spain in April, in Taipei in August, and in the Americas in late September/early October.


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Dr Munn provided an IT Update and noted the team was focused on the SUMARI redevelopment, which is due for launch in July. Critical appraisals are currently being finalised, with the next test version to be deployed to the SUMARI trial group shortly. He added that an online reviewer’s manual was being developed and that CReMS had been updated to enable compatibility with the new version of Java.

In regard to the JBI 20th Anniversary Celebrations, Dr Munn reported the draft program, sponsorship prospectus and the call for abstracts have been made available via the conference website and encouraged participation and promotion of the event.

Items for Noting:

Dr Rick Wiechula questioned when the platform would be at a point of functionality to where reviews can be commenced. Dr Munn replied that SUMARI was to be released in stages and the release of the baseline version in July would be equivalent, in terms of functionality for reviews, to the current version of SUMARI.

Asahngwa Constantine questions whether JBI would consider running TtT in conjunction with the joint Cochrane/JBI/Campbell ‘Guidelines International Conference’ – to be held in 2017 in Cape Town – to enable centres from the Central region to participate. A/Prof Aromataris responded saying that a program of events had not yet been developed, however, JBI would consider holding satellite events in conjunction with the conference, such as TtT, if there was enough demand for it.

Dru Riddle questioned whether training credentials or planned CSR training would be impacted by the SUMARI software launch in July. A/Prof Aromataris advised there would not be a hiatus and for training to continue as planned. Dr Munn confirmed there would still be a one-day course for Module 1 and the two versions of the course may be taught until the end of the year (beginning from the release of the new course/SUMARI in July). He confirmed that both versions of SUMARI would be running concurrently for some time.

ACTION: A/Prof Patraporn Tungpunkom asked if the dates for clinical fellowship TtT in June were confirmed or flexible. A/Prof Aromataris is to follow up with Dr Munn and he is to confirm details of the training via email.

Additionally, Prof Hu Yan requested for the dates of the TtT in Taipei in August. A/Prof Aromataris noted that Dr Munn would circulate the information.

Dr Munn to confirm where the TtT will be hosted in the Americas in late September/early October.

3.3. Implementation Science oral report

The Chair/A/Prof Lockwood reported that the implementation science team have been focused on content development and management for the JBI COnNECT+ platform. In numbers, he reported there were currently 820 recommended practices in the system, 2778 evidence summaries, and 192 individual PACES topics of evidence-based clinical audits. In addition, he noted the team had developed new templates to revitalise the presentation of


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evidence summaries and recommended practices, and those templates would be made live within March via Ovid.

The Chair/A/Prof Lockwood reported the Cardiovascular Node had been established and was fully functional, with an expert reference group spanning Australia and New Zealand. He added, the Cancer to Care Node had been overhauled and a new Chair, Dr Marion Eckert, appointed.

The Chair/A/Prof Lockwood informed that JBI academic staff, who coordinate a Node are no longer referred to as Node Administrators. They are now referred to as the Academic Lead for a Node. He noted this language change was made to reflect their growing workload and alignment to the University’s requirements in regard to research and scholarship teaching.

The Chair/A/Prof Lockwood reported that over the past 12 months a full review of the General Medial Node has been conducted and the taxonomy had been revamped. Additionally, he noted a template for an e-book format of the Node’s content was under development. Correspondingly, he added that the content for the Age Care Node would also undergo a revitalisation.

ACTION: A number of individuals from the Asia region requested for online links to JBI tools and resources via Ovid. The Chair asked Kelly Lewis to circulate the link to the Asia region: http://access.ovid.com/training/jbi/cards_ovidsp.htm

4. MATTERS FOR DISCUSSION

4.1. 2016 JBC Framework: score card, and resources

Under item 4 there was a broad range of questions on aspects or attributes of the scorecard. The meeting was advised that these would be collated and a detailed FAQ established and made accessible to all members of the CoD. The initial questions are appended to this report, while a detailed response is developed.

Items for Noting:

The Chair asked the JBC to submit any further questions via email to Kelly Lewis and resolved to clarify all questions relating to the JBC Scorecard and new Framework.

Dr Munn reminded the European cohort of the JBC about the upcoming training to be held in Rome and invited people to express their interest to attend via an email to him.

The Chair advised that JBI had been invited to have a presence at the Campbell Collaboration ‘What Works Global Summit’ to be held in London in 26-28 September and had also been invited to host a pre-conference work shop (24-25 September) on the topic of synthesis and appraisal. The Chair invited the European cohort of the JBC to express their interest in delivering a workshop on behalf of JBI and to do so via email.

http://access.ovid.com/training/jbi/cards_ovidsp.htm


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ACTION: The Chair is to recirculate JBI’s position on co-publication and disseminate this to the JBC.

4.2. JBC Handbook

The Chair noted the Handbook had been circulated in draft form and would undergo further updates throughout the year, and asked that any queries and questions be directed to Kelly Lewis.

4.3. Regional Director operational plans

The Chair asked Regional Directors to submit any outstanding Operating Plans to Kelly Lewis. Kelly Lewis noted the only outstanding report was that of the Americas.

4.4. Annual Report contributions

The Chair asked Regional Directors to submit any outstanding Annual Reports to Kelly Lewis. Kelly Lewis noted the only outstanding report was that of the Americas.

4.5. Research Evaluation of soft launch

The Chair/A/Prof Lockwood reported the Research Evaluation would focus on assessing the effectiveness of the new JBC Framework and its implementation. The evaluation will be run by Prof. Alan Pearson and is currently before the university’s ethical review board.

4.6. JBI face to face meeting in November and 20th Anniversary Celebrations

The Chair asked that all diarised the event, stay tuned for further updates and participated in the promotion of the event.

5. OTHER BUSINESS

The Chair advised that Prof. Pamela Kirkpatrick has stepped down from the position of Centre Director and Dr Kay Cooper has been appointed as her successor and we welcome her as the new Centre Director.

6. DATE OF NEXT MEETING

The next meeting will be the 55th face-to-face meeting in Adelaide, 7-8 November 2016.


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Appendix 1

Question re: JBC Scorecard, Marsha Bennett

Who is tracking Scorecard activity and how will that be operationalised? Do centres track their own activity and submit a report?

Question re: JBC Reporting, Dru Riddle

Is JBI looking to implement an online ‘real-time’ dashboard for centre output tracking rather than a paper-based reporting system?

Question re: JBC Reporting, Dru Riddle and Daphne Stannard

To avoid potential communication conflicts, is it possible to have a quarterly report generated by JBI – and disseminated to centres – that corroborates centre output to ensure centre reporting is being effectively managed (particularly in regard to tracking of Mentorship output)?

Question re: Scorecard points weighting for SR Updates, Kate Kynoch and Sonia Hines

Under the previous framework an SR Update that required substantiative revision was regarded as a full SR review. However, under the new Scorecard a SR Update will only accrue 5000 points. Will this be the case or is there consideration for substantiative SR Updates to accrue 10,000 points?

Question re: Peer Review of Manuscripts and System Tracking of Peer Review Output, Kate Kynoch and Sonia Hines

On some instances of peer review, the system has registered peer review activity of manuscripts as being separate instances. Under this framework, will the system be able to identify resubmitted manuscripts against ongoing peer review feedback?

Question re: JBI Workshop - Engagement with a Clinical Partner, Kate Kynoch and Sonia Hines

Under the ‘Engagement with a Clinical Partner’, what is the definition of a JBI Workshop is there some criteria as to what would constitute a JBI Workshop?

Question re: Demonstration of Active Relationship – ‘Engagement with a Clinical Partner’, Ritin

Does the relationship have to be demonstrated by participating in all three points mentioned on the Scorecard or any one of them?

Where there are multiple dot points listed under activities, please clarify if all points are to be completed to be considered as eligible to receive points or only one of the points are required for completion to be eligible to receive points. Is it and or is it or?


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Question re: Clarification Around Affiliation and SR Publication Output, Sally Wilson

Publishing a SR, does that mean a centre should have an affiliation with the author is that how a centre is eligible to claim the 10,000 points?

Question re: SR and Points Proportional Split Between Centres, Mary-Anne Ramis

If our centre has a review that has been published by several authors with several affiliations, but the review is lodge through our centre as one of those affiliations, how will that effect how points are apportioned between centres?

Question re: CSR Training, Kate Kynoch, Sally Wilson, Perth, Mary-Anne Ramis

What is considered as ‘full CSR Training’, how many modules are required for completion to be considered as full training?

Question re: Publication of Other Scholarly Works Related to JBI Methods and Methodologies, Daniella Cardoso

Derivative publications are mentioned however co-publications are not, will they be included in this point?

Question re: Clinical Fellowship Program, Palle Larsen

How much will the Clinical Fellowship Program redevelopment impact planned training activities of centres and how much program modification can be expected?

Question re: Evaluation Report, Miloslav Klugar

When will the 2016 JBC Evaluation project be finalised? Question re: SR Protocols, Miloslav Klugar

Points are not currently considered for SR Protocols, however, without developing protocols the SR will not be developed. Therefore, will any points be considered to be included in the JBC Scorecard for SR Protocols?

Question re: Co-Publication, Bridie Kent

Will JBI revisit its position on co-publication agreements with groups such as Cochrane (if that relationship has lapsed it has not been made clear)?

Question re: Mentorship, Bridie Kent

The description of the KPI related to scholarly mentorship needs to better articulate the activities that capture non-group mentorship activity (for e.g. mentorship of peer reviewers).

Question re: Term of Chair, Teresa Casbas and Heather Loveday

In Europe our Regional Chair term is two years and the term proposed by JBI is three years. Three years is a long time and a large responsibility (particularly for Chairs of smaller centres), will JBI revise this to be two years?


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Question re: Derivative Publications, Judith Carrier

Can you clarify the points for derivative publications? And does the protocol have to be published in the JBI database or can it be published elsewhere? In the Scorecard it notes ‘publication of other scholarly works related to JBI methods and methodologies (including derivative publications)’ and ‘JBI SR or IR (published in other journals, including the IJEBHC)’ which does not allow derivative publications.

Heather Loveday also noted it may be worth recognising protocols in some small way as part of the Scorecard if JBI wants them deposited.

Question re: JBC Scorecard, Kim Sears (on behalf of Christina Godfrey)

When will the next opportunity be to discuss and provide feedback on the JBC Scorecard?

Prof. Daphne Stannard has called for the Americas group to reconvene and discuss the JBC Scorecard – questions are anticipated around points allocation and suggestions for amendment.

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