DoI form for authors: Convey

Submitting a Declaration of Interest form in Convey: instructions for authors
Submitting a Declaration of Interest form in Convey: instructions for authors

 

 

These instructions apply to Declaration of Interest forms for authors of Cochrane Reviews. If you need to complete a Declaration of Interest for your role within Cochrane please see Declaration of Interest forms: Instructions for other contributors.

When committing to produce Cochrane Library content, authors must complete a ‘Declaration of interest’ form. For review authors this must be done at title registration, annually thereafter until publication (both protocol and review publication) and just prior to publication (both protocol and review publication). For authors of review updates, this must be done at the time of the decision to update the review, annually thereafter until publication, and just prior to publication.

The Declaration of Interest form is used to declare your financial and non-financial relationships and activities that may be Conflicts of Interest (CoI) according to Cochrane’s CoI policy. It provides information to the editorial team to determine whether an author team complies with Cochrane’s CoI Policy. It is also used to create a Declaration of Interests statement for your review that provides readers with information about your other interests that could influence how they receive and understand your work.

Before completing your Declaration of Interest form, please read the relevant CoI policy:

Click here for a diagram with timelines to help determine which policy applies to your review.

Cochrane uses Convey, a not-for-profit Declaration of Interest management system provided by the American Association of Medical Colleges (AAMC) to collect Declarations of Interest. Through Convey, you can securely record and maintain your own financial interests and disclosure history. We recommend reading all the information on this page before starting to complete your form so that you have all the relevant information available.

Submitting your Declaration of Interest Form

  • You will receive an email from AAMC (‘Do_Not_Reply@aamc.org’) asking you to complete a Declaration of Interest form. The message will contain a link to the disclosure form for the review. The form is completed electronically. You cannot complete a Declaration of Interest form on someone else's behalf.
  • To start the process, click on the ‘Start Disclosure for Cochrane’ link provided in the email.
  • If you already have a free AAMC account, sign in and start your disclosure.
  • If you do not have a free AAMC account, click on ‘Create Account’. After you create an account, you will receive a confirmation email from ‘aamc_registration@aamc.org’. Click on the link provided in the confirmation email to verify/activate your account. Once your account is verified, return to the email received from ‘Do_Not_Reply@aamc.org’ and click on the ‘Start Disclosure for Cochrane’ link, log in with your AAMC username, and start your disclosure.

Once logged in, you will be guided through the following four-step declaration process:

1. Policy & Instructions
2. Enter Interests
3. Additional Questions
4. Review and Send

1. Policy & Instructions

This page provides a summary of Cochrane’s CoI policy and instructions for completing the Declaration of Interests form. It also contains the Discloser Identifier (your email address) and Discloser Purpose (review identifier) which are pre-populated. If you notice that any of the pre-populated details are incorrect, please contact support@cochrane.org.

2. Enter Interests

In this section you should provide details of any financial relationships and activities that may be considered conflicts of interest for the review according to Cochrane's COI policy. Please note that non-financial interests do not need to be disclosed at this stage in the declaration and must be declared in the ‘Additional Questions’ section, which is the next step of the disclosure process.

Financial interests are considered relevant if the payment comes from a commercial organization that has a financial interest in the topic of the Cochrane Library content. This means that the commercial organization has developed (or is known to be developing), or distributed (anywhere in the world), an intervention or potential comparator related to the topic of the review. This applies even if the payment was made for work or advice that did not relate to the topic of the Cochrane Library content. If you are in doubt about whether to list a relationship or activity, it is preferable that you do so.

The timeframe for relationships/activities that must be declared is the 36 months prior to title registration through to the point that the review is published. Whether an individual financial interest prevents authorship will depend on what the interest is, the position of the author in the author line up, and overall financial interests of the author group. This will be assessed by the editorial team once forms have been completed by all authors.

If you have not used Convey before, the system will ask you whether you have anything to disclose. If you have any financial interests that are relevant to the review, click on ‘Add an interest’. If you do not have any relevant interests to declare, click on ‘Nothing to disclose'.

When adding a financial interest, Convey will guide you through questions related to that interest including the type of interest, name of the company to which the interest relates, relevant dates.

If you have previously completed a declaration of interest form in Convey (for Cochrane or any other organization using Convey) the interests that you previously declared will have been saved in your repository. In the ‘Enter interest’ step of the disclosure, your previously declared interests will be listed either under ‘Interests Included In This Disclosure’ or ‘Interests Not Included In This Disclosure’. Please verify that all interests are listed in the correct section and, if any are not, click ‘Include’ or ‘Do Not Include’ as applicable. Relevant financial interests that have not been previously declared in Convey can be added by clicking on ‘Add an Interest’ at the top right of the screen.

Please note that non-financial interests do not need to be disclosed at this stage in the declaration and must be declared in the ‘Additional Questions’ section, which is the next step of the disclosure process.

3. Additional questions

In this section you will be guided through a series of questions to confirm that you have declared all relevant financial interests added all financial relationships and activities that may be considered CoI for the review according to Cochrane's CoI policy.

If a relevant interest needs to be added to the disclosure you will need to return to the previous step by clicking on ‘Add an interest’ at the top of the page.

For each interest that you have declared you will need to specify whether the payment was received by you personally or your institution. If the payment was made to your institution, you will be asked whether you have benefited financially from the payment and/or have access to or control of the funds.

You will also be asked to provide details of all non-financial relationships and activities that have a direct and obvious connection to the topic of the review or other Cochrane Library content. The timeframe for activities that must be declared is the 36 months prior to title registration through to review publication.

You must click ‘yes’ or ‘no’ to each type of activity and for those to which you click ‘yes’, you must provide the name of the activity and name of the organization/institution. You are also able to add additional comments if needed.

Declarations of non-financial interests will not prevent participation in the creation of Cochrane Library content.

If you hold an editorial position in Cochrane, you should declare this under ‘other’ in this section.

The last section of the ‘Additional questions’ page asks you to declare whether you have had any direct involvement in the conduct, analysis, and publication of studies that could be included in the specific review. If you click ‘yes’, you will need to give details of the funding source for that study. After submission of the form, it is possible that the editorial team may need to follow up for further information regarding the study.

4. Review and Send

In the last step of the disclosure process, you will be asked to review the information disclosed and confirm that you have declared all relevant information in line with Cochrane's CoI policy. To make changes, click on the ‘Edit’ button next to the relevant section. The section entitled "Interests Not Included in this Disclosure" shows the interests that you have saved in Convey that will not be included in the disclosure, if any of the interests listed in this section are relevant to the review click on the ‘Edit’ button next to this section and click on the ‘Include’ button next to the interest that you wish to add to the disclosure.

IMPORTANT: if there are any changes to your Declaration of Interest while you are in the process of writing a review please let your editorial team know immediately.

Reviewing a previously submitted Declaration of Interest form

If you wish to retract or amend your Declaration for any reason, please contact your editorial team before doing so.

To view your submitted disclosures, when logged in to Convey click on either the ‘History’ tab from the menu bar or on the ‘View All Disclosures’ link on the main page. Identify the disclosure from your history and click on the ‘View’ button to open the disclosure.

To edit and resubmit your disclosure, click on the link from the original email that was sent to you from ‘Do_Not_Reply@aamc.org’. Please ensure that the editorial manager review number in the email corresponds with the review for which you are completing a declaration of interest form.

Troubleshooting

  • If you forget your Convey login details, use the 'Forgot your password?' link on Convey Sign in page.
  • If you encounter a problem when completing your disclosure please contact support@cochrane.org.