Introduction......................................................................................................................... 3
Operating Guidelines........................................................................................................... 4
B.1 Participation
in the Research Group........................................................... 4
B.1.1 Selection
of New Members..................................................................... ....5
B.1.2 Ad
Hoc Members........................................................................................ 6
B.2 Participation
of the Executive Board in Research Groups.......................... 7
B.3 Participation
of the General Membership in the Studies............................ 7
C.1 Research
Group Members........................................................................... 7
C.2 Conflict
of Interest...................................................................................... 8
C.3 Chair
of Research Groups........................................................................... 8
C.4 Executive
Board Members .......................................................................... 9
C.4.1 Specific
Duties of the Executive Board Liaison......................................... ..9
C.4.2 Specific
Duties of the Executive Board..................................................... ..9
E.1 Budget........................................................................................................ 15
E.2 Timeline..................................................................................................... 15
E.3 Phone
Call Reimbursement........................................................................ 15
E.4 Conflict
of Interest Policy......................................................................... 16
E.5 Policy
on Distribution of ABRF samples and Use of Data from
Vendors
and Manufacturers,..................................................................... 17
F. Due
Process........................................................................................................... 20
F.1 Removing
a Research Group Member....................................................... 20
F.2 Removing
an Executive Board
Liaison...................................................... 21
F.3 Differences
of Opinion between the Executive
Board and the Research
Group........................................................................................................ 21
F.4 Dissolution
of a Research Group.............................................................. 21
F.4.1 By
vote of the Research Group................................................................. 21
F.4.2 By
action of the Executive Board.............................................................. 21
F.5 Creation
of a New Research Group........................................................... 22
G. Degree
of Autonomy............................................................................................. 22
Original: Greg Grant. Edited by Tom Andersen, Lynda Bonewald (1999), Laurey
Steinke (2001).
The Association of Biomolecular Resource
Facilities (ABRF) is a professional society composed of members and associates
from laboratories engaged in providing analytical, synthetic and other
capabilities to a multitude of collaborating scientists. There are many attributes of the ABRF
that distinguish it from other professional societies, including the active,
voluntary participation of its members.
However, the attribute that most clearly typifies the excellence of the
ABRF and distinguishes the ABRF from virtually all other professional
societies, is the commitment to research embodied in our Research Groups.
Publication of the findings of the Research Groups reflects favorably on the
ABRF and contributes to the mission and goals of the Association. This handbook articulates the
philosophy of the research activity, outlines the responsibilities of the
Research Groups and the Executive Board and illustrates some of the possible
uses of the information obtained by the research activities.
The term “research” is
defined broadly, and can include the gathering of non-laboratory data (e.g.,
surveys), the assessment of routine analytical capabilities and introduction of
new technology. While the ABRF
allocates a portion of it's budget to research activity, it cannot afford to
fund developmental or exploratory endeavors within the laboratories of members
of the Research Groups or others.
On the other hand, evaluation of emerging technologies is valuable to
members who must always be preparing for change. Research activities should contribute to the long-term goal
of improving the quality of services provided by member laboratories by providing
opportunities to assess the range of capabilities among member laboratories and
allowing each contributor to assess the need for adjustments in their own
procedures. It is the
responsibility of each Research Group to organize and provide opportunities for
all eligible ABRF members and associates to participate in research activities
that are (or eventually will be) useful to a broad cross-section of the
membership. Research Groups thus may attempt to challenge the ingenuity or
technical capabilities of the participants or may provide what would be
considered a realistic sample, similar to what might routinely be submitted to
a Resource Facility within the context of the prevailing techniques and
chemistries of the time.
In addition, the research activities may
provide an educational component to members if new approaches are a part of the
study design, and this is considered an important contribution of the Research
Groups efforts. Other educational
contributions may include sharing the protocols of successful participants
(being careful to maintain anonymity unless the participant agrees to a
release). In general, research
activities should occur annually, but flexibility necessary to accommodate the complexity of the study is
warranted Studies must result in
presentation of the data at the ABRF meeting, can be presented at other
appropriate meetings and should be published in peer-reviewed literature.
It
is a goal of the Executive Board to facilitate and enable the work of the
Research Groups. The Executive
Board thanks the volunteer members of the Research Groups for their time and
energy. Assisting the members of
the ABRF to increase the quality of their science is a goal shared by all of
the volunteers who work for the ABRF.
A. PURPOSE of the RESEARCH GROUPS
The Research Groups are established by a
resolution of the Executive Board to fulfill two of the purposes of the
Association of Biomolecular Resource Facilities: "to provide mechanisms for the self-evaluation and
improvement of procedural and operational accuracy, precision and efficiency in
resource facilities and research laboratories" (Bylaws, Article I, Purpose, Section 1. B.) and to
contribute to "the education of resource facility and research laboratory
staff, users and administrators and interested members of the scientific
community" (Bylaws, Article I, Purpose, Section 1.C). Historically, Research Groups have met
these objectives (i)
by distributing or requesting test samples (hereinafter referred to as
“study materials”) for analysis or preparation by member
laboratories and then evaluating the results obtained with these study
materials, or (ii) by
conducting detailed surveys about services provided by member laboratories.
Because this approach has been very successful in the past, and still appears
to be the most efficacious, it should be continued.
This Handbook describes the practices
common to Research Groups that have met these objectives consistently and in a
timely manner. The Executive Board feels it is appropriate for Research Groups
to review these Guidelines periodically, as a reminder of productive mechanisms
for meeting this objective. However, Research Groups should interpret and use
these Guidelines with some discretion and apply the Guidelines to the specific
context of the individual Research Group and its objectives.
Research Groups are general committees as
defined in the by-laws. They have
duties and functions as defined by these guidelines. The goal of the Research Groups is to serve the general
membership of the ABRF, and it is in this spirit that these duties and
functions are to be interpreted.
B. PARTICIPATION
B.1
Participation
of the General Membership in the Research Groups
All interested Members and Associates of
the ABRF are eligible and welcome to serve on the Research Groups. Members may wish to express their
interest in serving to the current Chair of the Research Group of
interest. However, because far
fewer can serve than might wish to at any given time, a mechanism for
determining the size and composition of the Research Group should be
established by the group and reviewed periodically. Presently, most Research Groups consist of six or seven
members. It is very important that
the Research Groups turn over at a reasonable rate so that the fresh ideas and
enthusiasm of new members can be continually tapped. At the same time it is important that continuity be
maintained and the expertise of experienced members be present. To fulfill these
goals, Group members should serve no more than three consecutive years. About 1/3 of the group should retire
after their commitments are met, including writing up for publication the
results of the study(ies) in which they participated. Retiring members will be replaced by new members nominated
by group members and approved by the Executive Board. Groups are encouraged to plan the year so that all
responsibilities of retiring members are completed by the annual ABRF meeting,
and new members can be added at that time. In accordance with current policy of
the Executive Board, the Chair of a Research Group may not be an employee of a
commercial vendor as defined by Executive Board policy.
B.1.1
Selection of New Members
New members will be selected by a
consensus agreement of the existing Research Group members subject to approval
of the Executive Board. Potential
members can volunteer or be nominated by any member of the ABRF. If at all possible, one month before
the end of retiring members'
terms, the Research Group will present to the Executive Board summaries
of experience (which can be a Curricula
Vitae, resume or
biosketch or less formal documents) from candidates agreed upon by the present
group members. The Executive Board will review these documents and either
approve or disapprove the proposed members. Research Groups should make every effort to maintain a
balance and a diversity in experience, research interests and geographical
location. Excellence in written communication and data analysis skills should
be included as competencies among the members. It is expected that unless there are special circumstances
or reasons to the contrary, the Executive Board will accept the nominees
presented by the Research Group.
The approved nominees will be contacted by the Chair, who will extend an
invitation to join. If the annual meeting of the ABRF is scheduled at such a
time that it coincides with the general completion of the present Research
Group’s duties, the new members for the following year should be selected
soon enough before this meeting so that they can meet with the Research Group
and the Executive Board at the time of the annual meeting.
In selecting potential members, the Chair
needs to ensure that a “balance” exists in the RG so that all tasks
(e.g., study design, sample preparation, data interpretation and analysis,
preparation of a manuscript, oral presentation of the study at the ABRF or
other meeting) can be accomplished.
In this regard, occasionally the Executive Board may recommend to a
Chair that they find a potential member who may contribute a particular area of
expertise that may not yet be present in their RG or may have a potential
member to suggest for the research group's consideration.
Detailed
Procedure for Selecting and Nominating Potential Members for Research Groups:
1) Identify potential candidates. The Chair has several means of doing
this including:
a) Asking the Executive Board, other
Chairs and individual ABRF members for advice.
b) Posting a note on the ABRF
listserver.
c) Placing a note in JBT.
d)
Asking the
ABRF Business Office to send an email either to all members or to all members
who have indicated an area of relevant interest (i.e., protein sequencing) in
their directory listing.
e) Adding
a note on the ABRF web page – probably within the RG’s section but
perhaps it may be possible to also put a small (linked) note on the front page.
To request changes in the ABRF web page the Chair should put the requested
changes in the body of an email and send them to the webmaster.
2) When inviting someone to join a
Research Group it is important to:
a) Provide them with a copy of the
Research Group Mission Statement and Guidelines so they have a good
understanding of the function of the Research Group.
b) Indicate they must be approved by
the Executive Board before joining the Research Group.
c) Ask them for an electronic copy of
their CV or other summary of experience and indicate that it will be forwarded
to the Executive Board.
d) Provide them with a Conflict of
Interest Form and indicate this form must be signed and returned to the
President of the ABRF before the Executive Board can consider their nomination
to your Research Group.
3) If you are concerned that there may
be some reason why the Executive Board would not approve a particular potential member,
you may submit that name to the Executive Board without any of the above documentation and without
prior notification of
the candidate and ask the Executive Board for advice. In this instance, you
should indicate to the Executive Board the nature of your concern. If the
Executive Board gives initial approval of this candidate, the candidate’s
name will still need to be submitted (with the required documentation) for
formal approval after the candidate has agreed to serve on the RG.
4) Forward the summaries of experience
for all potential Research Group members to the Executive Board liaison. Expect to hear a reply within two weeks
(except during holidays or the vacation of your liaison.)
Upon being approved by the
Executive Board the member may then begin to participate fully in the work of
the Research Group.
5) The Chair (or designee) will inform
the Research Group, the Executive Board, and the ABRF business office
immediately upon filling the positions.
The ABRF business office will provide the webmaster and the editor of
the JBT with these changes.
B.1.2
Ad Hoc Members
Ad
Hoc Members are individuals who may be added to the Research Group either to
fulfill a specific purpose or to provide a specific skill set which is only
needed temporarily by the research group or to serve as liaisons to facilitate
communication between Research Groups.
These liaisons are not expected to carry any part of the work load of
the Research Group unless they volunteer to do so. Nominations of ad hoc members who are not already members of
another Research Group should be presented to the Executive Board for approval,
along with a statement on why they are needed and the term of their
appointment. Expect to hear a
response within two weeks (except during holidays or the vacation of your
Executive Board liaison.)
B.2 Participation
of the Executive Board in the Research Groups
A liaison from the Executive Board will
be appointed for each Research Group.
It is the responsibility of the liaison to inform the Research Group of
actions taken by the Executive Board that may impact the group or its members,
to regularly attend conference calls of the group, and to keep the Executive
Board informed of the activities, progress and needs of the research
group. The liaison is the conduit
for information which needs to be passed from the Research Group to the
Executive Board or the meeting organizers, or from the Executive Board to the
Research Group. The liaison will
also serve as a consultant to the group when questions arise about ABRF
policies. The liaison may actively
participate in the studies of the group, if they so desire and if the group
agrees. The liaison will generally
serve as a resource for the Research Group.
B.3
Participation
of the General Membership in the Studies
Participation in the studies conducted by
the Research Groups is open to all eligible members and associates of the ABRF
on a voluntary basis. “Eligible” means those who have paid their
dues and who provide services of the type being studied. Data may not be
collected from vendors or manufacturers although Corporate Sponsors, Patrons
and Benefactors are entitled to receive a sample after study collection is closed. Samples may be sent to non-ABRF members
in some cases after receipt of Executive Board approval. Generally groups will be asked to also
send a membership brochure. Every
effort should be made to provide samples to all who are eligible within a
reasonable period of time. No
pressure to participate, nor coercion from the Research Groups nor any other
arm of the ABRF, should be brought to bear on member and associates other than
invitation and general encouragement.
C. DUTIES and RESPONSIBILITIES of
INDIVIDUALS
C.1
Research Group
Members
Members of each Research Group are
expected to contribute and to expend a reasonable and timely effort in carrying
out the mission of the Research Group.
Duties should be divided as equally as possible among the individual
members. Members are expected to contribute both intellectually and
technically. Members who discover they unexpectedly have other commitments
which prevent them from taking an active part in the study must communicate
this at the earliest opportunity in fairness to their colleagues. In this situation, the group may ask
that individual to stand down and a replacement may be appointed. Members should not expect to be
reimbursed as a matter of course for expenses incurred in the performance of
their responsibilities as a Research Group member unless agreed to beforehand
by the Research Group and, when the amount is more than budgeted for the
Research Group, the Executive Board.
If in the course of operation it is decided that the budget will permit
and the contribution is deserving, an individual may be reimbursed partially or
completely for expenses incurred in the service of the Research Group or the
ABRF. Those who are unwilling or
unable to participate under these circumstances should respectfully decline
membership.
C.2
Conflict of
Interest
All members on a yearly basis (or prior
to beginning service in a Research Group) must submit a complete Conflict of
Interest form (obtained from the Chair) to the President of the Executive Board
of the ABRF. Members and
associates of the ABRF with conflicts of interest may in some cases serve on
Research Groups if those conflicts are fully disclosed to the President. Members should not expect or accept any
personal gain over and above that which would generally come to all Research
Group members as a consequence of working for the common good of the Research
Group and the ABRF. No member
should endorse any product, instrument, or commercial concern that can be
construed to be involved in the Research Group’s area of research
generally or which played some part in the Research Group’s study. A member may feel free to express his
or her professional opinion providing it is done as an individual and not as a
representative of the ABRF.
C.3 Chair
of Research Group
A Chair should be selected by consensus
of the members in consultation with their Executive Board liaison. The method of achieving this consensus,
whether by vote or discussion, is the prerogative of the individual research
group.
It is the Chair's responsibility to
organize the Research Group’s efforts and to preside over meetings. It is the Chair's responsibility to see
that members perform their commitments and that the Research Group as a whole
is successful in carrying out its mission. The Chair is thus responsible for the organization,
analysis and completion of the study, including publication. The group may wish to operate with a
chair and an assistant chair, with the chair having the overall responsibility
for ensuring that the key committee obligations are met. The Chair (or
designee) keeps the business office updated as to the membership of the group
and ensures that the data on the ABRF WebPages are current. The Chair is also responsible for
submitting lists of nominees for membership, study designs and manuscripts to
the Executive Board in a timely manner, and is responsible for communicating
with the meeting organizers and submitting written updates on committee
activities to JBT for most, preferably all, quarterly issues. The Chair is also responsible for
achieving a balance in experience, rank, and expertise in the composition of
the committee. However, the Chair
should not be expected or required to bear an inordinate share of the work. The
Chair should designate a secretary or a rotation through all members in order
to supply minutes of the meetings to all members. The Chair should provide the
Research Group members with a tentative agenda for upcoming meetings and
conference calls. The Chair will
also receive summaries of Executive Board meetings. Employers of vendors may not serve as Research Group Chairs.
C.4
Executive
Board Members
It is a goal of the Executive Board to
facilitate and enable the work of the Research Groups. The purpose of having a member of the
Executive Board as an ad hoc
member on each of the Research Groups is to ensure continuity of the goals and
performance of the Research Groups with the rest of the ABRF and to provide a
line of communication between the Executive Board and Research Groups. It should therefore be the duty of the
Executive Board member of the Research Group to act as a liaison to keep the
Research Group informed of the Executive Board's wishes, concerns, and
actions. The Executive Board
liaison should also keep the Executive Board informed of the Research Group's
activities and needs. As one means of accomplishing this goal the Executive
Board member and Research Group Chair should stay in close contact.
C.4.1 Specific Duties of the Executive Board Liaison
Executive Board liaisons are appointed
by the Executive Board. They
should attend most of the conference
calls of the Research Group. Executive Board liaisons must respond to
queries from the Research Group within two weeks except during holidays or
vacation of the liaison. If a
matter must be addressed by the full Executive Board in a conference call,
the Executive Board liaison must
inform the chair of the Research Group of the date at which the question will
be addressed, and when the group should expect a response. If an Executive Board liaison does not
respond to queries within two weeks, the chair of the Research Group should
contact the president of the ABRF who will resolve the matter. The
liaison is the conduit for information which needs to be passed from the
Research Group to the Executive Board or the meeting organizers, or from the
Executive Board to the Research Group.
The liaison will also serve as a consultant to the group when questions
arise about ABRF policies.
C.4.2 Specific Duties of the Executive
Board with Regard to the Research Groups
1) It
is the responsibility of the Executive Board to establish new research groups
or to redirect the focus of, merge, or bring to an end the activities of
research groups in order to fulfill the mission of the ABRF and to meet the
needs of the ABRF membership.
2) The
Executive Board will comment on
and approve mission statements for research groups.
3) The
Executive Board will approve and occasionally suggest new members for research
groups.
4) The
Executive Board will comment on and approve study design. The Executive Board reserves the right
to modify the design of a Research Group's study if necessary where ABRF goals
or policies are thought to be compromised.
5) The
Executive Board will provide a timetable for preparation for the annual meeting
in consultation with the chairs of the Research Groups and the meeting
organizers.
6) The
Executive Board will provide a budget for annual activities of the Research
Groups.
7) The
Executive Board will comment on and approve web-posters and manuscripts.
8) The
Executive Board, being directly accountable to the membership of the ABRF, will
provide general oversight of the Research Group to ensure that the goals and
policies of the ABRF are not compromised.
D. DUTIES and RESPONSIBILITIES of the
RESEARCH GROUPS
It is the duty of the Research Group to
carry out the mission of the ABRF as it pertains to a particular area of
research. Because the Research
Group receives its mandate from the ABRF and the Executive Board in particular,
it is expected to comply with the wishes of the Executive Board in this regard.
This includes but is not necessarily restricted to the following.
D.1 Planning the study
The
Research Group should provide, usually on an annual basis, either:
a) a suitable method by which an
assessment of the capability and performance of member laboratories can be
made, either by distribution of a sample, representative data for analysis or
by a survey. The method should
allow individual laboratories to
compare their own results to that of the overall study.
or
b)
a Research Group may initiate a study which would investigate the limits of
emerging technology.
The
selection of the question or hypothesis to be tested and the planning of the
study design are among the most critical components of a successful research
study. It may well be necessary
for the discussions about a complex or innovative study to begin in the year prior to its taking place. The study sample must be designed
around the methods of analysis to be used either by the research group or the
participants. The study should be
planned taking into account the requirements of the journal to which the
manuscript will be submitted.
Prior to initiating any study that
involves the distribution of study materials to the membership, the Research
Group must make an outline of the proposed study available to the Executive
Board for their input on or before the date designated by the timeline for that
year. If the study is designed for presentation first at a meeting other than
the annual ABRF meeting the study proposal should be presented to the Executive Board before work is
commenced on the study. This may be done while maintaining the anonymous status
of the materials. The Executive Board reserves the right to modify the design
if necessary where ABRF goals or policies are thought to be compromised.
In addition to allowing the Executive
Board to comment on the proposed study, this procedure will allow the Executive
Board to better coordinate the studies of its various Research Groups and to
suggest ways for different Research Groups to collaborate with each other. It is in the best interests of the
Research Group to obtain as much input as possible and to take advantage of
opportunities to collaborate with other ABRF Research Groups, but it is
recognized that the final decision will usually rest with the Research Group,
barring issues of cost or potential poor reflections upon the ABRF. Both the Executive Board and the
Research Group should bear in mind the increased difficulty and lethargy that
will develop if they wish to force an unpopular design or approach on
others. Ideally the study should
be designed to be relevant to the prevailing state of the technology and
practice of research analysis.
If
the committee embarks on a particularly complex or innovative study, which
requires extensive planning and preparation, then studies need not be performed
each year, but updates and progress along the projected timeline should be
reported. A sample may be designed
to challenge members or to define the expectations for a routine sample presented
to a resource facility. It is more important for the study to have good
scientific value for ABRF members, and to be well planned and well-executed,
than to be carried out rapidly. In
addition, research groups may decide that a study need not be performed each
year.
D.2
Testing the sample
The
Research Group should test the samples before they are sent out to the general
membership. This data is not
generally included in the analysis of unknown data. General Surveys should
be presented to the
Executive Board for comment before they are opened for submissions. This requirement does not include
questionnaires about conditions which are sent along with samples.
A
sample to be distributed to the membership should have a defined structure, and
should be tested by several members of the research group, using the methods
requested of the participants, before distribution. If the planned study requires the participants to synthesize
or prepare a sample for analysis by the research group, then the research group
must itself synthesize and test the sample (and necessary controls) by all appropriate
analytical methods before requesting the sample from the membership. The
research group members are expected to analyze the study sample before sending
it to the general membership.
These results are generally to be reported separately from the analysis
of the submitted samples. Members
of the research group can still submit samples for analysis anonymously-for
example having personnel in their facility analyze and submit the sample.
D.3 Requesting Participation
The
Research Group should ask for the participation of all eligible members and
associates by mail or e-mail, and distribute the object of the study to those
who request it. The study may also
be publicized on various web bulletin boards and mentioned in the quarterly
report to the JBT if the group desires.
(Samples may be sent to non-ABRF members in some cases after receipt
of Executive Board approval. Generally groups will be asked to also
send a membership brochure.)
To also distribute the object of the study to Corporate Sponsors,
Patrons and Benefactors along with distribution to those associates working for
vendors and manufacturers, after the closing date of the study.
(Data from vendors and manufacturers may not be collected by research
groups unless the procedure outlined in the policy on "Distribution of
ABRF Samples and Use of Data from Vendors and Manufacturers" is followed.)
Participation
by as many members as possible, whatever their motivation, is advantageous to
the ABRF and is greatly appreciated by the Research Groups. Participation in the various studies
(in a manner designed to guarantee the anonymity of the participant) is the
right, but certainly not the obligation, of each eligible member of the
ABRF. “Eligible” means
those who have paid ABRF dues in the Member and Associate category, thus enabling
them to participate in the studies.
For purposes of economy of effort, it may be pragmatic for Research
Groups to poll ABRF members to ascertain their willingness to participate in a
proposed study and send samples or study materials only to those laboratories
that request them.
It
is recognized that members may have various motives for participating in the
study such as: some laboratories may endeavor to submit the product of their
best possible efforts at attaining high quality data, perhaps to ascertain
their limits; some laboratories
may use the opportunity to assess their routine performance and accordingly
afford no special care to their sample, and some laboratories may use the
sample for training new personnel.
Corporate sponsors are entitled to the
same sample that other members receive, in both kind and number after the period of the study. Corporate Sponsors, vendors and
manufacturers may not take part in ABRF studies, except as outlined in the
policy on "Distribution of ABRF Samples and Use of Data from Vendors and
Manufacturer" which is included as E.5. in this document. When reporting results from Corporate
Sponsors, manufacturers or other vendors the Research Group and the ABRF should
remain completely neutral.
However, it should be noted that this is not the same as publishing
anonymous results from the field, which report the performance of different
instruments or studies, anonymous or not, conducted by individuals with no
corporate ties but who have access to more than one type of instrument.
Members of the Research Group may submit
samples for analysis anonymously-for example having personnel in their facility
analyze and submit the sample.
Group member participation in surveys should be decided by the Research
Group, in consultation with their Executive Board liaison. This decision should be made before the
survey is opened
The study materials should be finished
and distributed at least 2-4 months prior to the time scheduled for the
principle presentation of results. The Executive Board encourages the research
studies to be geared toward first presentation at the annual ABRF meeting, but
this is not required.
D.4 Anonymity
The Research Group has a duty to
guarantee the anonymity of all participants. Neither research group members nor others examining the data
should be able to determine the identity of any of the participants. When web-based surveys and data
collection are used, particular care must be taken to remove any numbers which
might be used to trace the participant.
If raw data is published extra cautions are necessary so that the
identity of the participant is not made obvious by their instrumentation or
other descriptors.
D.5 Evaluation and Interpretation of
Results
It is the responsibility of the Research
Group to receive, evaluate and interpret the results. It is considered that the
data, taken together, constitute a useful assessment of the range of quality or
capabilities of ABRF members. However, because of the many variables beyond the
control of the designers of the study, it may be inappropriate to draw
conclusions about data submitted by individual participants, even though any individual
participant may appropriately draw conclusions about their own data.
Example
of inappropriate use of data from an individual laboratory may include the
following: Even though a
participant submits data with a large error, it would be inappropriate, as well
as outside the intentions of the study, for the Research Group (or other
individuals) to over-interpret the data in terms of the capabilities of that
participant, given the absence of information about possible instrument
failure, intentional (or other) use of trainees, or other possible causes
contributing to the error. It
should be noted that the data might be very useful to the participant,
especially if it documents a known, suspected, or unknown source of error. A category with only one or two data
points should be handled with extreme caution. A laboratory could be identified based on instrumentation,
technique or result.
Example
of appropriate use of data from an individual laboratory may include the
following: A participant may use the overall results of ABRF studies to
document the “typical” quality of their services; to document to
administrators that their services may rate among the best in the overall
studies year after year; or to document that their error rate may be higher
than desirable and justify upgrading their equipment.
Examples
of the use of data from an overall study may include:
a.) Documentation
of the limits of a particular technique, and how those limits change as a
function of time. A laboratory
that is functioning only at the nanomole level while most others are at the femtomole
level may need to upgrade its capabilities; conversely, a laboratory performing
at the limits of the technology may use the study to document to collaborators
that further increases in sensitivity are not practical.
b.) Documentation
of the trends among core laboratories to utilize newer technologies. For example, a study by the Peptide
Synthesis Research Group documented an almost universal shift from BOC to FMOC chemistry
within a single year.
c.) Documentation
of the acceptance of new instrumentation.
D.6 Presentations, Abstracts and
Publications
It
is the responsibility of the Research Group to present the results in a timely and unbiased manner to the
membership and the scientific community.
This includes both oral presentations at meetings as well as manuscripts
submitted for publication in a suitable journal or book. Since the Research Groups are formed in
part to contribute to "the education of resource facility and research
laboratory staff, users and administrators and interested members of the
scientific community" (Bylaws, Article I, Purpose, Section 1. C.) they are
encouraged to publish their studies in peer-reviewed journals, preferably The Journal
of Biomolecular Techniques.
The completed manuscript of the study should be given to the Executive
Board within six weeks of the scientific meeting where the work is first
presented.
Any
posters presenting the study should be based on a complete analysis of the
data. Research Groups should be aware of the publication policies of the
journal to which the manuscript will be submitted. Although JBT accepts manuscripts which have been
published as web posters, many other journals do not. Web posters and
manuscripts should be given to the Executive Board for comment and approval
prior to their publication. Decisions
on the suitability of presentations, abstracts and posters are left to the discretion of the Research
Group, in consultation with their Executive Board liaison.
The
Research Groups are encouraged to prepare, in a timely fashion, one or more high-quality,
professional articles or presentations for each study. Such articles should be published in
referred journals or books, so as to be widely and easily accessible to
individuals who are not Members or Associates of the ABRF. Creditable publications attract new
members and will provide a "yardstick" against which all members of
the scientific community can measure their performance whether or not they
participated in the study. These
publications constitute a major portion of ABRF applications for funding
opportunities, and it is important that the publications be of the highest
quality possible.
The
primary responsibility and editorial license for manuscripts, abstracts, and
presentations resulting from the work of the Research Group should remain with
the Research Group. The Research
Group should allow the Executive Board to review manuscripts and webposters for
a reasonable time within the prevailing time constraints to assure that
Executive Board members have an opportunity to comment on the work prior to
publication. The actual time
involved will be dependent on the situation and deadlines involved but should
be in the realm of 2 weeks.
Authorship should be left to the discretion of the Research Group, and
because the work described is the responsibility of the authors, they have the
final decision as to content, as
long as the goals and policies of the ABRF are not compromised.
D.7 Reports in the JBT
The
Research Group should contribute written updates for publication in most, if
not all, quarterly issues of the Journal of Biomolecular Techniques.
D.8 Participation in the Annual
ABRF Meeting
Research
Groups should participate in ABRF sponsored meetings and must notify the
organizers of the meeting by the date given in that year's time line if the
group needs thirty minutes or an hour for presentation. (Research Groups may also submit
proposals for tutorials. These
ideas may or may not be accepted by the organizers. The deadline for submission will be determined each year and
the groups notified as to the date.)
Although the Executive Board is responsible for communicating information
regarding opportunities for the Research Group to present the results of their
studies at the annual ABRF meeting, it is the responsibility of the Research
Group to formally request, from the organizers of the meeting, time for making
oral presentations and for identifying the speakers.
Decisions
on the suitability of presentations, abstracts and posters are left to the
discretion of the Research Group, in consultation with their Executive Board
liaison. The primary responsibility and editorial license for manuscripts,
abstracts, and presentations resulting from the work of the Research Group
should remain with the Research Group
D.9 Impartiality in Regard to Commercial
Concerns
It
is the duty of the Research Group to remain completely impartial in regard to
any commercial concern that might stand to gain from the Research Group's activities.
E. GENERAL ISSUES
E.1 Budget
The
Executive Board will establish a budget for the individual research groups'
expenses including payment to WISLINE for conference call services. It is suggested that each group set a
policy and priorities for spending their money. Requests for funds beyond this
amount may be presented to the Executive Board along with the study proposal,
or at other times in advance of the expenditure. The treasurer should be notified which group member is in
charge of approving expenses. An
e-mail, sent to the treasurer by that member, is sufficient for approval of
expenses. Original receipts should
be sent to the ABRF business office for reimbursement. The research groups will
be informed quarterly of their charges with WISLINE and their current balance
by the treasurer.
E.2 Timeline
A
timeline, with dates for submission of proposals for tutorials, study
proposals, and presentation requests for the annual ABRF meeting will be
developed each year by the Executive Board in consultation with the meeting
organizers for the following year, and the chairs of the Research Group. One of the purposes of the
timetable is to facilitate communication between the organizers of the meeting
and the Research Groups. Another
purpose is to set realistic goals for studies to be presented at the annual
ABRF meeting. This timeline will
be distributed to the Research Groups along with the summary of the annual
winter Executive Board meeting. If
a study is designed for presentation at a meeting other than the annual ABRF
meeting, the study proposal should be presented to the Executive Board for
approval and comment before work is commenced on the study.
The study materials should be finished
and distributed at least 2-4 months prior to the time scheduled for the
principle presentation of results. The Executive Board encourages the research
studies to be geared toward first presentation at the annual ABRF meeting, but
this is not required.
E.3
Phone Call Reimbursements
It
is expected that many communications between committee members will be carried
out by email. However, planning of
complex studies, review of data, and strategy sessions often require conference
calls. When conference calls are
necessary it is expected that they will be scheduled at a time when most, if
not all, of the participants can call from their place of employment. These calls will not typically be
reimbursable expenses as they are considered a professional activity which
should be supported by the host institution. However, as it is not always possible for calls to be
scheduled during work hours, particularly for members outside the U.S., and
participants are not expected to pay out of their own pocket for conference
calls, reimbursement of expenses to participate in conference calls can be
made.
Reimbursement
of expenses for conference calls will typically be only to members that do not
reside in the U.S. The
reimbursable expenses will be limited to an average of 1 hour call time per
month. Once or twice per
year eligible members should send the original invoices of their phone bills,
with the relevant calls highlighted, to the chair of the research group. A check will be issued by the business
office in US currency to cover the cost of the calls. The budget of groups with foreign members will be adjusted
to cover these costs.
E.4 Conflict of interest
The
Conflict of Interest policy applies to everyone who serves the Association,
including the Executive Board, Research Committee members, the Editorial Board,
meeting organizers, and employees.
The policy states that individuals who wish to serve the ABRF must
complete a form that discloses any potential conflicts of interest to the
President of the Executive Board. The President then treats this as a
confidential disclosure: the President can discuss a potential conflict of
interest with other Executive Board members only when the individual who wishes
to serve agrees to this. Under no circumstances will a potential conflict of
interest be discussed beyond the Executive Board. After review, the President
will give notice that the individual can serve without restriction, can serve
in some capacities but perhaps not others, or cannot serve.
Conflicts
of interest are defined in the written policy that accompanies the disclosure
form and can be obtained from the Executive Board upon request. Basically,
these are similar to the conflicts normally disclosed to employers and include:
employment by a company that sells equipment or reagents to core facilities,
consulting positions for such companies, or of large amounts of equity in such companies.
The
policy also requires individuals to refrain from using the intellectual
property of the ABRF in inappropriate manners.
E.5
DISTRIBUTION OF ABRF SAMPLES AND USE
OF DATA FROM VENDORS AND MANUFACTURERS
The
following policy for distribution of "unknown" test samples to
corporate sponsors was reviewed by current (1990-91) corporate sponsors and
approved by the ABRF Executive Board on January 10, 1991. It was updated by the ABRF Executive
Board in January, 1992, and March,
2000.
I. All
corporate sponsors (including sponsors at all levels of support of the ABRF
i.e.: sponsors, patrons and
benefactors) should have the opportunity to receive unknown test samples from
pertinent ABRF research groups in a timely fashion. Typically samples should be distributed immediately after
the study is completed, but no later than six weeks after closing of data
collection.
Corporate
sponsors should generally be entitled to receive a reasonable number of
multiple allocates of test samples, subject to availability. Of course, sponsors who are not
interested in receiving any samples may decline receipt of samples. In addition, after the initial ABRF
study is complete, sponsors and members may purchase additional samples from
ABRF at a discount, subject to availability.
The
appropriate research group will communicate directly with corporate sponsors
and can determine the number of samples to send in either of two ways: a) one
or two samples are sent to each sponsor along with the name and address of a
contact person from whom more samples can be requested or b) the research group,
with the aid of the business office, can contact all sponsors to determine the
number of samples desired (from zero to a reasonable maximum based on
availability). Using either method, sponsors requesting more than one or two
allocates of a sample should indicate the available instrument and/or methods
which they are interested in testing.
Any
conflicts concerning the eligible number of samples to which a sponsor is
entitled should be referred to the ABRF Executive Board for final resolution.
II. Samples
distributed to sponsors are for their own internal use and no data should be
returned to ABRF. This is expected to be a long-range policy that will apply to
all ABRF research groups. However, it is recognized that the current policy may
not fit the needs of new research groups in new areas or future, unanticipated
situations with existing research groups. Therefore a mechanism to petition for
a change in the above policy for a specific research group is detailed below.
Any research group that perceives an
appropriate use for data (including data from surveys or other sorts of data
not obtained by analysis of an unknown sent by a Research Group) from corporate
sponsors, vendors or instrument manufacturers, may petition for an exception to
the above policy. The research group should first develop a detailed proposal
as to how data from the vendors and manufacturers will be collected, analyzed,
and used; including all methods of
publishing the results of the study.
This proposal must be approved by a 75% majority of the research
group. After approval, the
proposal is referred to the Executive Board where it must be provisionally
approved by a 75% majority of the Executive Board. After Executive Board approval, copies of the proposal will
be distributed to all sponsors for comment. After reviewing sponsor comments, final action will be taken
by the Executive Board (75% majority required). Sponsors will receive a written copy of the final proposal
and have the opportunity to indicate their interest or lack of interest in
participating in the proposed study.
III. Recommended
use and release of ABRF unknown test sample results by sponsors.
Introduction. There is substantial evidence the ABRF
test samples are useful and complementary reference standards to more commonly
employed commercial standards.
These samples are also unique in that they are distributed to a large
number of core facilities as unknowns to address a greater diversity of
realistic problems and situations than more common standards. These unique features make at least
some of these standards useful benchmarks for evaluating instruments, methods,
software, and quality of laboratory operation including adequacy of personnel
training/experience.
There
are three primary goals for ABRF samples and the related research studies.
1) evaluation
of the average capacity of resource and research facilities to analyze unknown
samples in a manner closely analogous to an experimental sample.
2) Help
define realistic expectations for both facility operators and users
3) contribute
to improvements in instrumentation, methods and instrument
operation/maintenance by identifying limitations or common problems encountered
in laboratories in the field.
Corporate
sponsors are encouraged to receive and use ABRF standard samples either on the
instruments and methods for which they were designed or in new and creative
ways. However, the decision as to
whether a company wishes to analyze ABRF samples is entirely an individual
corporate decision and acceptance of samples from ABRF entails no obligation to
use them for this purpose.
However,
sponsors who accept samples from ABRF are expected to comply with the following
specific recommendations designed to protect the confidentiality of the initial
study and to minimize inappropriate or misleading advertisements.
A. Protect
the "unknown" nature of ABRF samples until initial study is complete
and the nature of sample is released by ABRF.
Sponsors should not release any
characteristics of an ABRF sample to outside parties prior to public disclosure
of these characteristics by ABRF.
Disclosure by ABRF is defined as public release of the nature of the
unknown, generally at a national meetings or by distributing reprints or other
documentation to members. For example, disclosures by ABRF for all 1990
research studies were made at the August 11, 1990 ABRF Satellite Meeting in San
Diego.
B. After disclosure of sample characteristics by ABRF, sponsors may publish or distribute data from their analyses on ABRF samples if they wish. Appropriate uses include tutorials, user bulletins, letters to customers, advertisements and other distributions