DS008 - Non-TBIMS Collaboration on TBIMS SIGs

DS008 Non-TBIMS Collaboration on TBIMS Special Interest Groups
Review Committee: Planning Start Date: 10/11/2023
Attachments: Proposal for Special Interest Group (SIG) Participation and Collaboration Last Revised Date: 06/13/2024
Forms: None Last Reviewed Date: 06/13/2024

Introduction:

There are occasions where accomplishment of a TBIMS mission involves external collaborators. The TBIMS encourages collaboration with external entities; however, each collaboration must be vetted to ensure it serves the mission of the Model Systems and uses TBIMS funding appropriately. With respect to Special Interest Groups (SIGs), the collaborative relationship between the TBIMS and non-TBIMS entities must be defined. This SOP defines the parameters of that collaborative relationship for participation in SIGs.

Purpose:

To detail a policy and procedure for a collaborative relationship between the TBIMS and non-TBIMS entities who participate in SIGs.

Scope:

All current TBIMS Centers, TBIMS Follow-up Centers, the National Data and Statistical Center (NDSC), and the VA Polytrauma Rehabilitation Centers (PRCs).

Responsibilities:

All those specified in the scope will abide by this policy and procedure.

Definitions:

  • TBIMS Centers and the NDSC are those that are currently designated and funded by NIDILRR as such.

  • TBIMS Follow-up Centers are former TBIMS Centers that are no longer funded as such, but are funded via contract through the NDSC to continue Form II data collection on participants they have already enrolled in the TBIMS National Database (NDB).

  • The VA PRCs are the five centers at Minneapolis, Palo Alto, Richmond, San Antonio, and Tampa.

  • Non-TBIMS entities are those that do not fit the definitions above. Examples include previously-funded TBIMS Centers that are neither current TBIMS Centers nor TBIMS Follow-up Centers. Additional examples include, but are not limited to, individuals, public and private agencies, organizations, and institutions that do not currently have a direct affiliation with the TBIMS Centers Program.

  • A SIG is a TBIMS grant-funded group that has been established to explore and/or facilitate collaborative projects in a particular domain of interest to its members. Each SIG is led by a Chair. Examples of SIGs include the VA Collaborative SIG, the Chronic Brain Injury SIG, the Disorders of Consciousness SIG, and more.

  • Other NIDILRR-funded Model Systems and their SIG members- This includes Spinal Cord Injury and Burn Model Systems and their associated SIGs.

Procedural steps:

  1. If a TBIMS SIG is interested in any type of collaboration with the non-TBIMS entity, its Chair should also complete the attached form and submit it to the NIDILRR TBIMS Program Manager. The SIG Chair will initiate a discussion about the expected project, goal, purpose, and duration of the SIG participation and collaboration.

  2. The participation of a non-TBIMS entity on a SIG will be limited by time, project, goal, and purpose at the discretion of either the NIDILRR TBIMS Program Manager or the SIG Chair. Guest participants should not be considered TBIMS SIG members.

    1. Standard business meetings of the TBIMS SIGs should include only representatives of NIDILRR- and PRC-funded TBIMS centers unless members from outside organizations are specifically invited to participate through the procedures outlined in this SOP. Guest speakers for SIG meetings do not require approval through this procedure.

    2. Regular SIG business meetings should not be conducted jointly with outside organizations or agencies.

    3. Like other non-TBIMS collaborators, members of the SCIMS and Burn MS are welcome to collaborate with the TBIMS through the TBIMS SIGs. Their involvement follows the same guidance for other non-TBIMS entities.

  3. NIDILRR will review the purpose of the collaborative relationship and determine if the agency has interest in this collaborative relationship.

    1. Potential purposes/reasons for external collaboration include participation only as an advisor during SIG meetings, participation in projects/studies/papers that originate in SIG meetings, or participation in projects that originate outside of the TBIMS but fit within the mission of a SIG. Other types of collaboration will be considered on a case-by-case basis.

  4. If the collaborative relationship is deemed of interest to NIDILRR, the Program Manager will consult with the Executive Committee.

  5. The NIDILRR TBIMS Program Manager will notify the SIG Chair of its approval or disapproval of the collaborative relationship and time-limited SIG participation for the designated purpose/goal.

  6. If the collaboration is approved by the NIDILRR Program Manager, the SIG Chair will forward the previously completed form to the TBIMS NDSC for tracking purposes with a cc to the NIDILRR Program Manager.

  7. Designated non-TBIMS entities will NOT be subscribed to the SIG listserv.

  8. A non-TBIMS entity participating on a SIG may be removed at any time from the SIG at the discretion of either the NIDILRR TBIMS Program Manager or the SIG Chair.

  9. The NIDILRR TBIMS Program Manager and/or SIG Moderator will provide updates on collaborations at semi-annual Project Directors meetings.

  10. The entity’s participation on the SIG will end upon completion of the project.

The VA Collaborative SIG The VA Collaborative SIG may include non-TBIMS entities representative of the broader VA or Veterans Health community; the VA Collaborative SIG Chair(s) will initiate a discussion regarding the appropriateness of such participation with relevant VA leadership, with consultation from the NIDILRR Program Officer as needed.

Training requirements:

None

Compliance:

All TBIMS Centers, TBIMS Follow-up Centers, the NDSC, and VA PRCs are responsible for adhering to this policy and its procedures. Any non-TBIMS entity that is approved to participate on a SIG is also responsible for adhering to this policy and its procedures.

References:

None

History:

Date Action
10/ 11/2023

SOP drafted

05/10/24 Reviewed last by NIDILRR
6/ 13/2024 Revised language regarding guest speakers and SCIMS/Burn Model Systems participation.

Review schedule:

At least every 5 years.

Proposal for Participation and Collaboration with a TBIMS Special Interest Group (SIG)

Please complete this form that details your proposal for participation of a non-TBIMS entity in a TBIMS SIG.

Submitted by (SIG Chair or representative of Non-TBIMS Entity):
Name of SIG in which participation is requested:
Name of Non-TBIMS Entity with interest in SIG participation :
Purpose/Goal:
Describe briefly the nature of the collaboration with the SIG and the expected outcome:
Duration of the proposed SIG participation and collaboration: