Bylaws of the Management Guidelines for Conflicts of Interest (COI) in Academic Activities by the Japan Academy of Nursing Science

1.Publication in Journals of the Academy

1) All the authors who publish articles in the journals, the Journal of Japan Academy of Nursing Science (“JJANS”) and the Japan Journal of Nursing Science (hereinafter “JJNS”) and other publications shall clarify the state of their conflicts of interest (hereinafter “COI”) related to the contents of the applicable publication with regard to the economic relationship with “a company, corporate organization, or institution whose purpose is to make profits related to research in nursing science” (Eight items of section 4 “Matters to Declare of Management Guidelines for Conflicts of Interest (COI) in Academic Activities by the Japan Academy of Nursing Science” shall so state by disclosing conflicts of interest based on the Contributing Regulations at the time of contributing articles and shall clarify the state of COI in accordance with the standard set forth in Clause 4.

2) “A company, corporate organization, or institution whose purpose is to make profits related to research in nursing science” stipulated in Item 1) shall be defined as such a company, organization, or institution that has a relationship as stated below with regard to nursing science research.
(1) Relationship in which nursing science research is requested or jointly conducted (regardless of whether funded or non-funded);
(2) Relationship in which rights such as patent rights related to treatment methods and equipment that are evaluated in nursing science research are shared;
(3) Relationship in which equipment and materials used in nursing science research are offered free of charge or especially at favorable prices;
(4) Relationship in which research fund or contribution is made for nursing science research;
(5) Relationship in which unapproved medical equipment is offered for nursing science research; and
(6) Relationship in nursing science research (other than (1) – (5) above), which create personal conflicts of interest such as conflicts of one’s own position, interests or responsibilities.

2.Presentations in Academic Conferences of the Academy

1) All speakers (including co-presenters) who make a presentation or give a lecture in an academic conference, related seminar, or a lecture open to the public of the Academy shall clarify the state of his or her conflicts of interest (COI) for the past 3 years concerning the relationship with “a company, organization, or institution” set forth in Item 1.2) of the Bylaws of the applicable research at the time of registration of presentations. Furthermore, disclosure shall be made at the beginning of a presentation slide or at the end of poster, following a disclosure example of slide or poster shown at the Academy. In addition, in the event of an “Yes” response for COI, the details shall be reported to the Academy Office using the Self-Declaration Form in accordance with the standards set forth in Clause 4.

2) In accordance with the standards set forth in Clause 4, the Self-Declaration Form shall be used for declaring one’s own COI.

3.Self-declaration of COI by Directors, Chairpersons of Academic Conferences and Various Committee Members of the Academy

1) Chairperson of the Board, Vice Chairperson of the Board, Directors, Auditors, Chairpersons of Academic Conferences, and members of various kinds of committees of the Academy shall make self-declarations about the status of their conflicts of interest (COI) at the time of their inauguration and every year after their inauguration in accordance with the standards set forth in Clause 4. In addition, they shall promptly make self-declarations in the event the state of a new COI has arisen. In case a new COI arises after inauguration, revised declarations shall be made. Self-declarations of COI to be made by these people shall be limited to such a company, corporate organization, or institution whose purpose is to make profits that is related to operations conducted by the Academy.

2) Also report the subject’s spouse, relatives within the first degree of kinship, or persons who share income or financial interests.

(This excludes committee members.)

3) The state of COI for self-declaration shall be declared in accordance with the standards set forth in Clause 4.

4.Criteria for Self-Declaration of COI

Matters to be disclosed and the amount required for self-declaration shall be as stipulated in each of the following items. (Except for JJNS)

Item 1) Financial COI

(1) When the annual remuneration from one company or organization is 1 million yen or more per year for an officer, advisor or employee of a corporate organization or institution whose purpose is to make profits (company, corporate organization or institution);
(2) State the type and quantity of the equity (stock, etc.) of the partner of the industry-academia collaboration activity (e.g., shares, capital investment, stock options, beneficiary rights etc., regardless of whether they are public or private). As for stock holdings, when the profits from stocks　(the sum of dividends and capital gains) for one year are 1 million yen or more, or 5% of all stocks are owned;
(3) In the event annual royalties from patent rights of a company, corporate organization, or the institution exceeds one million yen;
(4) In the event appearance fees (presentation) from a company, corporate organization, or institution, the daily allowance (lecture fee, etc.) paid for time or labor of the researcher are 500,000 yen or more per year in total from a single company or organization;
(5) In the event manuscript fees for writing of brochures etc. paid by a company, corporate organization, or institution is 500,000 yen or more;
(6) With regard to research funds paid by a company, corporate organization, or institution, in the event the total amount paid per year exceeds one million yen from one company, corporate organization, or institution for medical research (commissioned research, joint research) which the researcher can practically decide how to use it for research;
(7) With regard to scholarship endowments (incentive endowment), in the event the total amount paid by a company, organization or institution to one individual applicant, or the representative of the department (course/field) or laboratory to which the applicant belongs exceeds one million yen per year which the researcher can practically decide how to use it for research;
(8) If you belong to an endowed course provided by a company, corporate organization, or institution;
(9) With regard to other compensation, including travel or gifts that are not related to research, when the total amount paid by a company, corporate organization, or institution exceeds 50,000 yen per year;

Item 2) Conflicts of Interest Not Covered in Item 1) Above

If you are in a situation that creates a personal conflict of interest (including conflicts of responsibility).

5.Management of COI Declaration Documents

COI Declaration documents submitted to the Academy under the Bylaws shall be conscientiously retained for two (2) years as personal information under the supervision of the Chairperson of the Board in the Academy Office, and in principle confidentiality shall be applied with regard to access by outsiders. After the expiration of the period of retention, such documents shall promptly be deleted, shredded or otherwise destroyed. Provided, however, that if the Board of Directors has considered that the disposal of such document is inappropriate, the disposal of such document shall be postponed for the duration deemed necessary.

The Board of Directors and the COI Committee reserves the right to use information on COI Declaration Documents from time to time for the purpose of processing matters stipulated in these Guidelines.

6.Disclosure and Public Announcement of COI State of Declarers

In the event a doubt, social, or moral problem has arisen with regard to the COI state of an applicable declarer, disclosure or public announcement of necessary matters shall be made within the Academy, or made public, after due consultation by the Conflict of Interest Committee and the Board of Directors.

7.Appeal

Regarding “the right to appeal by a party against whom measures have been taken”, in Item 7. 2) of the Management Guidelines for Conflicts of Interest (COI) in Academic Activities by the Japan Academy of Nursing Science”, a party against whom measures have been taken shall be entitled to appeal to the Chairperson of the Board of Directors within thirty (30) days after the receipt of notice on measures if a complaint arises about the contents of measures taken.

8.Revisions

These Bylaws shall only be revised in accordance with a resolution passed by the Board of Directors.

Supplementary Provisions
1. These Bylaws were originally enacted as of 22 June 2015, with a trial period in force until 1 April 2016, when these Guidelines were put into full authority.
2. Revision of these Bylaws was enforced as of 4 December 2015.
3. Revision of these Bylaws shall be enforced as of 16 June 2019.
4. Revision of these Bylaws shall be enforced as of 18 June 2023.
5. Revision of these Bylaws shall be enforced as of 5 September 2023.
6. Revision of these Bylaws shall be enforced as of 15 February 2024.

Form 1

Declaration of Conflict of Interest (COI) by the Author of the Journal

Form 1 (PDF) Form 1 (WORD)

Form 2

Declaration of Conflict of Interest (COI) by speakers and Lectures at the Academic Meeting

Form 2 (PDF) Form 2 (WORD)

Form 3

Declaration of Conflict of Interest (COI) by Directors, Chairpersons of Academic Conferences, and Various Committee Members of the Academy

Form 3 (PDF) Form 3 (WORD)

Form 2 (PDF) Form 2 (WORD)

Form 3

Declaration of Conflict of Interest (COI) by Directors, Chairpersons of Academic Conferences, and Various Committee Members of the Academy

Form 3 (PDF) Form 3 (WORD)