ASVCP Guidelines, Positions, and Publications

Purpose
ASVCP committees or members may develop formal statements, positions or guidelines that represent the views and/or scientific opinions of the Society as a whole. Examples of such initiatives may include position papers, guidelines, review articles, website communications, meeting symposia, posters, etc. Prior to publication or distribution to the intended audience, the documents containing these initiatives must be reviewed and approved by the Executive Board (EB) to ensure that they appropriately reflect the objectives and interests of the ASVCP as set forth in the ASVCP Constitution. Following approval by the EB, the documents will be distributed to the general membership for comment and in certain circumstances to other individuals with specific experience or expertise.

Proposed Procedure
1. Committees should submit such initiatives through their ASVCP Executive Board (EB) liaison. Non-committee members may submit initiatives through any EB member. Initiatives should be submitted as far in advance of the proposed deadline as possible to allow appropriate review if required. If there is uncertainty regarding the need for EB review of a particular initiative, the EB liaison should be contacted.

2. For such initiatives, the EB requires a BRIEF summary that includes the following:

  • Purpose for establishing the initiative
  • Brief outline of the contents that will be covered in the proposed documents
  • The committee and/or members involved (see Appendix on member involvement and conflict of interest declaration)
  • Identification of any of the stakeholders other than the EB or general membership that will be invited to review and comment on the initiative
  • Estimated timeline for completion

3. Executive Board Review

  • After the Committee Chair (or designee) contacts the EB liaison about the new initiative, The Executive Board will review the summary and discuss at the next teleconference. The purpose of the EB review is simply to determine if the initiative falls within the scope of the ASVCP Constitution and that the appropriate framework has been established to successfully complete the initiative. A decision regarding the initiative will be provided to the Committee Chair (or designee) through the EB liaison.
  • After the committee completes a draft of their relevant documents, they will be provided to the EB for review. The purpose of the EB review is NOT to ensure scientific accuracy (that will be left to the membership review and other peer reviews) but to ensure that the quality and scope of the document is appropriate to represent ASVCP.
    • Approve as submitted
    • Disapprove as submitted, with recommendations for revision
    • Decline further distribution of the initiative on behalf of the ASVCP or its committees.

4. (REQUIRED) Following EB approval, the peer review process may begin. At a minimum this process must include the General Membership. Distribution of the requests for membership review should be coordinated through the Rees Group so that all members receive electronic notification. The duration of this review is typically 30-60 days, but an alternate time frame may be requested.

5. (OPTIONAL) Review by Other Professional Groups – these invited reviews may be conducted at the discretion of the committee/individuals in charge of the initiative and/or the EB. These reviews may be conducted concurrently with the general membership review.

6. Once general membership and invited reviews are completed, the original author(s) should address concerns and comments arising from the review and make revisions as needed.  For initiatives arising from committees, the committee must formally approve a final document version.

7. The EB does NOT need to formally approve the document(s) after the additional reviews are conducted; however, the appropriate contact/liaison on the EB should be kept up-to-date as to the progress and completion of these reviews.

8. Posting of Completed Initiatives on the Website – once the documents are finalized, they may be submitted to the Rees Group for posting.

9. Publication of Position Statements, Guidelines or Review Articles – Information provided in official ASVCP documents (even if they are already posted on the website) may be converted into a publication. The following are 2 procedures that must be followed for publishing official ASVCP documents:

  1. Obtain permission from the ASVCP EB to publish the information by contacting their EB liaison who will bring the request to the EB for approval.
  2. Provide a position statement to the entity that will be publishing the information. This position statement should disclose to the journal that the copyright of the information is held by ASVCP. An example of an acceptable permission statement is provided below.

    "Recommendations made herein are adapted from a draft guideline for point-of-care testing in veterinary medicine, currently being written by the American Society for Veterinary Clinical Pathology (ASVCP) Quality Assurance and Laboratory Standards (QALS) Committee, and are used with permission of the ASVCP."

NOTE: If the intended journal is Veterinary Clinical Pathology, the authors are encouraged to contact the Editor-in-Chief in advance as provisions may be made to incorporate some of these initiatives as Special Reports. ASVCP committees considering publication of position statements, guidelines or review articles are encouraged to publish in the Veterinary Clinical Pathology journal.


Overview of the Timeline of Events for Completing ASVCP Guidelines, Positions and Publications

Action Item

Time Frame for Completion

The Committee Chair (or designee) contacts the EB liaison about a new initiative and provides the brief summary for the EB to review at the next teleconference

Up to 30 days (depending on telecon timing)

EB liaison communicates the decision of the EB following the telecon to the Committee Chair (or designee)

7 days

After the committee completes a draft of their relevant documents, the Committee Chair (or designee) will provided a draft of the completed documents for a second EB review to ensure that the quality and scope of the document is appropriate to represent ASVCP.

14 days

The Committee addresses any comments from the EB and contacts The Rees Group (srees@reesgroupinc.com) for distributing material to the General Membership for review

14 days

General Membership review

30-60 days (Can be done concurrently with other reviews by professional groups)

Review by other professional groups (if appropriate)

30-60 days

The Committee Chair and authors address the comments of the reviewers

30-60 days

Upon completion of the initiative, the Committee Chair (or designee) may do one of the following:

  1. Provide the appropriate documents to the EB liaison and The Rees Group for posting on the website
  2. Complete the procedures in step 9 for publishing with an outside entity

 

7 days

 

14-30 days


Appendix
Member involvement in ASVCP-endorsed Guidelines/Position Statements/Publications

  • People involved in establishing these documents should be members of the ASVCP. Non-members will need to join the organization to participate and have co-authorship.
  • All involved members must declare any potential conflict of interests before participating in formation of these guidelines.
  • The Chair of the relevant Committee should ask for such a declaration and document the responses. This procedure should be added to any relevant SOP.
  • There are various conflicts of interest and it is the committee members’ responsibility to be aware of the policies of their employer and determine if there is a conflict of interest. For example, if an employer requires prior review (before general ASVCP membership review) of any written documentation (e.g. guideline/position statement/manuscript) that an employee is involved in or contributes towards, this represents a conflict of interest.
  • If there is a conflict of interest, as determined by the Chair of the Committee (with assistance of EB liaison or EB as needed), then that committee member should not participate in establishment of the documents.
    • If members have already participated in crafting the documents, they cannot provide documents to their employer without EB approval and will not be included as co-authors on any potential publication, regardless of their contribution.