Distribution and advertising for Surveys, Research and Quality Activities

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1 Adopted: November 1999 Revised: May 2014 Revised: October 2017 To be reviewed: October 2020 DAA General Policy & Procedure Manual Communication Distribution and advertising for Surveys, Research and Quality Activities Policy Statement The distribution or advertising of surveys, research and quality activities to DAA members will be facilitated by Dietitians Association of Australia (DAA) following application and approval at the discretion of DAA. This includes recruitment of clinical trial participants by DAA members, face to face focus groups and distribution of surveys to DAA members. The communication methods may be via electronic links via the weekly member update , direct messaging to specific groups of members using the database, the member discussion forums and/or Interest Group or state Engagement and Development Committee (EDC) meetings, providing the policy is met. DAA will be responsible for the distribution of all online surveys. The number of requests will not be an imposition on members and scheduling of survey timing will be negotiated with the applicant. DAA s name will be protected from unauthorised use by organisations or individuals. It will be clear to members that the research is not related to official DAA policy or business and a message indicating this will appear in the distribution message. That there will be no resource implications, financial or otherwise, for DAA. The Board reserves the right to consider endorsement of research results or the use of DAA s name with the research in conjunction with the Endorsement Policy Members refers to an individual DAA member undertaking research, not a DAA member working for an organisation undertaking research whereby the research is owned by the organisation. Priority Official DAA surveys (or other research activities) for a strategic purpose will always take priority over all other requests. Second priority will be given to other internal DAA research, such as EDC or Interest Group surveys which do not fit the category above. External requests will be given next priority based on the above principles A 1/8 Phipps Close, Deakin ACT 2600 T E info@daa.asn.au F W daa.asn.au ABN

2 Costs of advertising and/ or distributing surveys for research or quality activities Charges will apply to non-daa internal research and quality activities in the following categories: Member: an individual who is a current DAA member undertaking quality activities and/or research, e.g. a DAA member PhD candidate/ Honours student. Non-member: an individual not a current DAA member. Not for profit organisations. e.g. Cancer Council, Heart Foundation. For Profit organisations eg Market research / PR companies / other private companies. Government agencies. There is no charge for internal DAA surveys. Internal surveys are those developed and conducted by DAA Committees, Councils, Interest Groups, EDCs and staff. Printing and mailing of hard copy surveys will be at the expense of the applicant (if applicable). Application Procedure Applications to be ed to the DAA Operations Manager (OM) via the below form and include the following details: o a copy of the research activity and details of the purpose and intended publication of the results. o the name of the company or organisation for which the research is being conducted. In the case of a public relations company the name of the client or organisation that has initiated the research is required. o the letter of declaration which must be signed and witnessed. Once received, the activity will be reviewed internally to ensure it meets the following criteria: Relevant to nutrition and / or dietetics. Is of interest to all or a group of DAA members. Is neither false nor misleading. Is consistent with DAA policies/strategic plan/code of Conduct. Clearly states the way in which results from the research activity will be used. Approval must be sought from DAA members if results are intended to be used for marketing communications. Does not address an issue previously included in a recent or proposed survey or target the same group excessively. If the research activity is unsuitable for distribution by DAA, the researcher/s will be informed in writing. Page 2

3 Distribution If the research activity is approved for distribution or notification to DAA members, the researchers will be advised in writing of the following conditions that will apply: One 50 word entry to the weekly member update and up to four Interest Group/s with an electronic link to the research details/survey. The research activity link must be live at the time of the weekly being distributed. Requests for repeat s/ extra advertising will incur further charges. The survey forms received by members from researcher/s contain a statement declaring how the results will be used (e.g. paper for publication, thesis, market research for advertising campaign) and the name of the organisation or individual providing the funding. The individual or company funding the survey will be identified in a weekly invitation to participate in the survey and at the beginning of the survey. How results will be used will also be declared at the beginning of the survey. Those undertaking scientific research which requires ethics approval will provide a copy of their ethics approval or evidence that ethics approval is not required. Clients requesting hard copy surveys will pay the prescribed fee and will deliver the appropriate number of hard copies to DAA National Office and cover the costs of direct mailing services. Where appropriate, DAA encourages applicants to offer incentives to increase the chance of a high response rate. DAA does not support or endorse the content of external research activities. DAA does not support or endorse the results emanating from the research activity. DAA s name will not be used or associated with the content distribution, results, or publicity emanating from the research activity. Approved surveys shall contain the following statement: This survey has been approved for distribution but not endorsed by DAA and will be sent to members via the appropriate distribution channel. A copy of the report, paper or thesis arising from the survey will be sent to DAA as soon as practicable. Research activities, including surveys, may not be distributed directly via any DAA communication method without going through this process. IG convenors, DG coordinators and EDCs shall be reminded at least annually of this policy and report unauthorised survey distribution or advertising of research activities using DAA avenues. Breaches of policy The post will be deleted. Should a research activity that is unauthorised continue to be communicated to members via DAA communication channels, e.g. discussion forums of any DAA Interest or Discussion Groups, the individual/ organisation will be invoiced the appropriate penalty as determined by DAA. The group to which the request was sent will be advised of its unauthorised nature. Page 3

4 Cost (including GST) Member Non-Member Organisation Student researcher (PhD, honours) $49.00 $ Individual researcher $ $ Government Agency $ Not for Profit / Universities $ For Profit $ NFP partner and government agency organisations whose research activities align with and support DAA strategic priorities may apply to have fees waived or reduced. Page 4

5 Application and Letter of Declaration To: Dietitians Association of Australia 1/8 Phipps Close Deakin ACT 2600 E: F: Date: Subject: Application for Distribution or Advertising of Research / Quality Activities Name: Work Address: DAA Member: Yes, please provide DAA membership number No This research is being conducted: By myself, as an individual For an organisation, please state details: Purpose of the research and proposed outcomes Survey funded by: Subject to approval we can offer you the opportunity of sending out an alert to our members as part of our weekly process and to selected Interest Groups. An alert is limited to a single line heading and 50 words or less. We cannot include attachments so we suggest you include a link to a website and a contact name and phone number. All content to be received by COB Wednesday, to be advertised on the following Monday. 50 word promotion message: Page 5

6 I shall provide..number of copies of the research activity (e.g. survey) to be distributed, and be liable for the cost plus cost of labels, mailing house charges, Australia Post charges, courier and all other charges incurred. Total cost to be determined on approval. OR I shall provide a link to the research activity (e.g. survey) and be liable for the costs as described in the above table. Declaration I accept the following conditions: a) DAA does not support or endorse the content of the research b) DAA does not support or endorse results emanating from the research c) DAA s name shall not be used or associated with the content, distribution, results, or publicity emanating from the research, and d) That a copy of the report/paper/thesis arising from the research shall be sent to the Operations Manager at DAA. Was ethics approval sought for this research: Yes, please provide copy of ethics approval with this application No Signature Signature of Witness Name Name of Witness Where applicable, please attach: Copy of research proposal Ethics approval Page 6