Background
BAPEN has a strong track record of timely and appropriate publications directed towards a wide range of issues in clinical nutrition. This is unquestionably an important part of BAPEN’s activities and it is a good opportunity for BAPEN to present facts, to expound its beliefs, and also to demonstrate its special status as a truly multi-professional organisation. It is all the more crucial that any document which carries the BAPEN logo is seen to be representative of all its constituent groups. It would be foolhardy to restrain new developments through excessive bureaucracy and appeal processes, but achieving such representation inevitably introduces a modest check on individual enthusiasms. Despite past efforts there have, nonetheless, been occasions where different interest groups have felt that their views were not sufficiently considered, or simply that an opportunity for useful input and discussion was lost. BAPEN Council has therefore drawn up a simple set of guidelines presented here to clarify the process for future publications.
Definition
A BAPEN publication is any publication that carries the BAPEN logo or claims that it is a "BAPEN publication". Publications should be taken to include presentations in any format, including pamphlets, books, videos, CD-ROMs and electronic media, but for present purposes, to exclude editorial material presented in In Touch or on the BAPEN website. Separate editorial control for these latter exist through the editors, the BAPEN Communications Committee, and hence Council.
Proposals for BAPEN publications
Publications can be proposed by any BAPEN member, one of the BAPEN committees or one of the Founder Organisations. An initial plan can be worked up at any level but Council should always be advised at an early stage via the Hon Secretary.
Authorship
All BAPEN publications must have overt multi-professional input. Sometimes a particular topic will only be relevant to specific sub-groups or disciplines. In these cases there will not necessarily be an author from each group, but it will always be important to include representation from each group during the consultation exercise.
Funding
At the time of the initial submission to Council there must be a clear statement about the expected source of funding for the project. If BAPEN funds are required these will need to be agreed in advance with the Honorary Officers and approved by Council. Funds will not be made available retrospectively.
In the event that an income is expected from the publication, there must be an agreement (in writing) about the assignment of any monies whether as an outright payment, on-going income or as royalties.
Submission of proposal to Council
A brief description (1 side of A4) of any planned publication should be presented to Council via the Hon Secretary indicating that it should be brought to the attention of Council. The proposal should seek BAPEN backing in principle, and should indicate why the topic is relevant to BAPEN. It should address proposed authorship and funding, and suggest routes to future marketing of the final product.
Normally the proposal will be briefly considered at the next Council meeting. This process will ensure that the topic is relevant to BAPEN and that the theme has not already been taken up by another group.
Advice may also be given on the emphasis to be sought and on the proposed authorship. Council may seek an amended balance of input from the different disciplines, or propose other aspects which might be helpful to the originators of the project.
Approval in principle will normally follow. In giving this approval, Council is indicating its trust in the chosen authors to produce a piece of work that is in line with best professional practice, as well as being congruent with the aims and aspirations of BAPEN. Work on the publication may then proceed in earnest, with the expectation that the resultant publication will be likely to bear the BAPEN stamp of approval.
Review of drafts
Council’s expectation will be that most of the work on new publications is undertaken by the authors in conjunction with each other. This implies that multi-chapter works and those with many sections are reviewed by several authors, even if individual chapters or sections are written by single individuals. This process must be transparent.
Authors should bear in mind that considerable expertise resides within the BAPEN Council. When this is pertinent it will be prudent to involve identified individuals at an early stage.
It may often be necessary to involve other organisations in the review of drafts. Authors must remember to allow an adequate timescale to enable appropriate circulation and consultation.
When an agreed “final” draft is available this should be circulated to the members of BAPEN Council (via the Hon Secretary). Papers or their electronic equivalent should reach the Hon. Secretary at least 3 weeks before the date of the next Council meeting (normally in February, May, July, September and November).
It will often be the case that authors will wish to take advice from the Officers or from other independent BAPEN members prior to general circulation and this is encouraged. Final moves to publication must not take place before Council has had the opportunity to comment on the final draft. Council meets only irregularly, and in the unusual event of a publication requiring rapid handling it should be submitted directly to the Hon Secretary to seek a between-meeting review by Council. This process will be at the discretion of the Hon Secretary and the Officers.
Role of Council in reviewing drafts
It is not expected that members of Council will rewrite, or cause to be rewritten, large parts of the text or editorial material submitted. The authors have already been entrusted with the work and the role of Council at this stage is to ensure that there are (for example) no conflicts with existing BAPEN documents or national guidelines on similar topics, and that there is an appropriate evidence base. Council will also provide corporate “under-writing” of the project. Senior members of Council may often be asked to provide a statement of support or preface for new publications based on this process.
Final steps to publication
Once the final draft has been considered by Council, the authors will be advised of any required changes. Conditional on the satisfactory enactment of these changes (adjudicated by the Officers of BAPEN), the authors will be authorised to go to print. The publication will have entitlement to use the BAPEN logo confirming that it is, indeed, a BAPEN publication.
The authors should inform the Communications Committee of the likely publication date as soon as they have any indication of this so that plans for an appropriate launch can be made thereby ensuring maximal exposure.
Note: Once a document is published by BAPEN, any risk will be taken on by BAPEN whether this relates to financial or content matters. This will be a formal agreement and will be contingent on all stages of the process outlined above having been followed.
Endorsement
There may be occasions when BAPEN is asked to endorse or contribute to publications of other organisations and institutions, and in these cases, the process described above will not apply. In these circumstances such an “endorsement” must be made clear by using specific terminology. Normally the Officers and Council will be fully aware of these initiatives. On condition that Council can agree to such an initiative prospectively and, preferably, has the opportunity to contribute to the editorial process, the resulting publication(s) should be identified as “endorsed by BAPEN” or “with contributions from BAPEN”. It may also be appropriate for such publications to bear the BAPEN logo in conjunction with those of the collaborating organisations. Furthermore, it may also be appropriate for industry-sponsored documentation to be endorsed in this way provided that the content and editorial process is independent of any commercial concerns.
Agreed by BAPEN Council: February 2004
Review date: February 2007