Publication and Presentation Policies

Faculty stands at whiteboard, pointing

Priorities

NIH views the BUILD initiative as a collection of experimental demonstrations of new approaches for supporting diversity in the biomedical research workforce. NIH places a high priority on developing and disseminating knowledge gained from these projects. BUILD EXITO is committed to producing publications and presentations that share the lessons learned from the development and implementation of our program model. We are instituting a set of policies and supports to facilitate academic scholarship based on the project.

Priorities for Inclusion

  • EXITO faculty who have the most expertise on a given topic and also have the capacity to prioritize authorship will be encouraged to lead the preparation of specific papers, presentations, etc.
  • EXITO faculty and staff with expertise and involvement on the given topic will have opportunities to be co-authors. Co-authors must be actively involved in the development of the paper or presentation to earn authorship credit (see co-authorship policy below).
  • To the extent feasible, early career faculty and Scholars should be involved in dissemination efforts, particularly in publication and presentation.
  • Faculty with scholarship aligning with BUILD EXITO aims will be encouraged to collaborate on projects, and will have the opportunity to propose and lead projects resulting in publication.

Priorities for Accountability

  • The Dissemination Committee (DC) will be responsible for overseeing and coordinating EXITO dissemination efforts.
  • The DC will manage a process for reviewing, approving, and tracking proposals for papers and presentations (see below).
  • The DC will manage a process for compiling and archiving publications and presentations.
  • The DC will coordinate efforts to provide a set of services and supports to assist in the production of papers and presentations. 

Policies

Researchers may prepare publications based on the EXITO model and/or data collected during the course of the project under the following terms:

  • Use of the data will be contingent on approval of a proposal for writing/analysis that follows the procedures outlined below.
  • Analysis and reporting will be done in collaboration and consultation with the lead investigators (e.g., Crespo, Keller, Morris) and the Dissemination Committee (DC).
  • The appropriate EXITO grants will be acknowledged in any reporting of the data, and publications must comply with public access requirements (see below).
  • The researcher is responsible for securing appropriate IRB approval for secondary analysis of BUILD EXITO data, and all reporting must maintain the confidentiality of participants (including limitations on reporting small samples or cell sizes that could result in identification of participants). 
  • The researcher is responsible for providing the PI/DC with documentation of all procedures (e.g., syntax, codebooks) and results (e.g., output, summaries) for analyses conducted and presented in the final product (report/manuscript).
  • The researcher is responsible for providing the PI/DC with documentation of the final product (e.g., manuscript, tables, graphs) and correspondence with a publisher (e.g., reviews from editor/reviewers).
  • The researcher will provide an opportunity for pre-submission review by the PI/DC and partner institutions as warranted (and will acknowledge partners according to their preferences).
  • The official, complete dataset is the possession of ONLY the lead investigators and evaluation team. The “master” files cannot be altered, and analyses can be conducted only on copied versions.
  • Copies of relevant portions of the dataset will be provided for work on approved proposals.
  • No one leaving the project may take EXITO datasets with them (e.g., computer files).

Requests/Proposals

A proposal requesting use of the data should address the following elements in a brief, succinct format (1-3 pages) or complete the online form entitled EXITO Evaluation Sub-study Proposal at https://docs.google.com/forms/d/1wwnBHCNbPuwpdrz9olGiWXwMDUKzjYBQiMvN63iCl4g/edit?gxids=7628

  1. Description of project aim(s)
  2. Research question(s)
  3. Sample
  4. Data to be used
  5. Anticipated product and venue (e.g., poster, paper)
  6. Anticipated team (e.g., co-authors) and affiliation with EXITO
  7. Anticipated timeline

Documentation

The first author will provide the following to the PI/DC:

  1. A copy of the article, poster, chapter (including the complete citation).
  2. A copy of all correspondence with the publisher (e.g., reviews, editor letters, response to reviews)
  3. A copy of any technical documents that are necessary to fully understand the analysis (e.g., measures, syntax, codebooks, tables) that may not appear in the final product.

Acknowledgements

All products resulting from the EXITO Project must include the following acknowledgement:

Work reported in this publication was supported by the National Institutes of Health Common Fund and Office of Scientific Workforce Diversity under three linked awards RL5GM118963, TL4GM118965, and UL1GM118964, administered by the National Institute of General Medical Sciences. The work is solely the responsibility of the authors and does not necessarily represent the official view of the National Institutes of Health. Additional support was provided by the (list any industrial or other support). A special thanks to the students/trainees and/or faculty who participated in this NIH Diversity Program Consortium study.

Public Access Policy

Researchers working with BUILD EXITO must review and comply with the NIH Public Access Policy requirements prior to submitting manuscripts and abstracts for publication. Please note that if final peer-reviewed publications are subject to the NIH Public Access Policy (https://publicaccess.nih.gov/), these manuscripts and abstracts must be properly registered with PubMed Central and the appropriate PMCID and NIHMS identifier obtained and forwarded to EXITO staff (exito@pdx.edu) for reporting purposes.

Co-Authorship policy

The EXITO project has been conducted with the valuable contributions of many team members who have participated in a variety of roles. Their efforts may be acknowledged individually or collectively when reporting on the project. Decisions regarding inclusion as a co-author on a product resulting from primary (or secondary) analyses will be guided by the widely accepted Uniform Requirements for Manuscripts Submitted to Biomedical Journals, established by the International Committee of Medical Journal Editors (ICMJE). These guidelines suggest authorship should be limited to persons who contribute to the conception and design of the work or to data collection and interpretation and, in addition, play a role in drafting and approving the final publication. Consistent with the terms above, the lead author, in consultation with the BUILD EXITO lead investigators, will determine whether an individual’s contributions warrant co-authorship and will assign the order of authorship according to actual role in producing the manuscript.