Japanese Society of Physical Fitness and Sports Medicine

With the advancements in science and technology in recent years, industry-academia collaboration has become inevitable among universities, research institutions, and academic institutions involved in physical fitness and sports medicine on the one hand, and specific companies, for-profit organizations, etc., on the other. As a result, cases of incompatibility/contradiction between an interest in profit and ethical responsibilities inherent in education and research (referred to as a conflict of interest or COI) may develop when individuals and organizations are involved in industry-academia collaboration. The Japanese Society of Physical Fitness and Sports Medicine (herein known as the “Society”) has set up guidelines (Guidelines regarding Conflicts of Interest (COI) during Execution of Operations by the Japanese Society of Physical Fitness and Sports Medicine 2013 or “COI Guidelines”) based on those established by the Japanese Association of Medical Sciences, etc., in order to properly handle COI and ensure that the Society and its members can perform educational and research activities that gain the trust of the public. Based on the COI Guidelines, protocols pertaining to COI during execution of operations at the Society have been established.

1. Purpose The purpose of these regulations by the Society is to provide practical guidance enabling persons to comply with the COI Guidelines and determine methods for handling violators.
2. Announcement in periodicals published by the Society, etc.
   1. (Range of disclosure) COI conditions that authors (lead author, co-author) are obligated to disclose shall be limited to those which are related to enterprises involved in contributing contents, profit-oriented organizations, etc. (hereinafter referred to as “enterprises” or “organizations”).
   2. (At the time of contribution) When submitting review papers, original articles or documents to either of the Society’s journals, “The Japanese Journal of Physical Fitness and Sports Medicine” or “The Journal of Physical Fitness and Sports Medicine,” all authors shall disclose any COI with enterprises or organizations associated with the academic content for the three years preceding the contribution. In relevant cases, the head office of the Society shall be notified as specified in the articles of incorporation (hereinafter referred to as the “head office”) by submission of the “Declaration of Conflict of Interest by Self-Report” (attached sheet, Form 1).
   3. The Editorial Committee shall verify the execution of operations in accordance with the COI Guidelines, and in cases of noncompliance, including contributors other than members, the Society may take measures such as a publishing injunction.
   4. Fees incurred for self-reporting shall be regulated in section VIII．
3. Method of disclosure at the time of announcement, such as at a conference
   1. (Range of disclosure) COI conditions which the authors (lead author, co-author) are obligated to disclose shall be limited to those which are related to enterprises involved in the contribution of contents, profit-oriented organizations, etc.
   2. (Time of submission) When giving a presentation at a meeting held by the Society, such as an academic meeting, symposium, luncheon seminar or lecture open to the public, the presenters shall disclose the COI conditions of all authors regarding the contents of presentations for the three years preceding the submission of said abstract. In cases where COI conditions exist, the Conflict of Interest Form (attached sheet, Form 2) shall be submitted to the conference/convention office prior to submission of the abstract. The same procedure shall be required for disclosure of COI at a local meeting.
   3. (At a presentation) When giving a presentation, in cases of any COI in the past three years with enterprises or profit-oriented organizations related to the contents of the presentation, the presenters are to disclose the COI contents at the beginning of the presentation slides or at the bottom of the poster.　
   4. Fees incurred for self-report shall be regulated in section VIII．
4. Submission of self-report of COI by officials, committee members
   1. Officials and committee members shall refer to the Director, Commissioner, Auditor-Secretary and committee members of the Editorial Committee, Ethics Committee and Conflict of interest Committee.
   2. (Range of disclosure/publication) COI which officials and committee members are obligated to disclose or publish shall be limited to those related to enterprises and/or profit-oriented organizations connected with projects carried out by the Society.
   3. Officials and committee members at a given conference are required to report any COI over the past one year using the COI Self-report Form (attached sheet, Form 3) and submit it to the conference office prior to assuming the post of official, committee member, etc.
   4. When changes in COI conditions occur after the acceptance of an office by an official or committee member, etc., a COI Self-report Form (attached sheet, Form 3) shall be promptly submitted.
5. Handling of the Self-report Form
   1. A submitted COI Self-report Form shall be deliberated by the COI Committee as needed.
   2. The COI Committee shall report the results of any deliberation to the Chairman and Board of Directors (BOD). The BOD shall report any self-reports that are considered to be a serious conflict of interest, and include suggestions to the COI Committee on how to handle such a situation.
6. Measures for violators When the contents of a self-report on a COI are in violation of the COI Guidelines, the COI Committee shall investigate the matter, draft a proposal for punishment and report the matter to the Director and BOD.
7. Appeal In the event a penalty is proposed according to the previous provision, one may submit an appeal. When an appeal is received, the Director shall set up an Appeals Investigation Committee (consisting of several members of the conference as appointed by the Director) which will hold deliberations. The members of the committee will vote to select the Head of the committee. Any committee member who has a COI shall not be allowed to serve as a member of the Appeals Investigation Committee. The committee shall hold a meeting within thirty days after the appeal has been made, carry out an investigation, and submit a report to the Director within one month.
8. Criteria requiring submission of a COI Self-report
   1. For officials and advisers holding a post in an enterprise or organization related to a project carried out by the Conference, and receiving compensation from one enterprise or organization in the amount of one million yen or more.
   2. Regarding stocks, profit (sum of dividend and profit on sale) from stocks from one enterprise or organization valued at one million yen or more in one year, or when possessing 5% or more of all shares of said stock.
   3. Regarding patent royalties from an enterprise or organization, royalties from one patent shall be one million yen or more in one year.
   4. Regarding daily wages (lecture fees, etc.) paid to a researcher from one enterprise or organization for attendance at a conference (presentation), total remuneration for lectures from an enterprise or organization shall be 500,000 yen or more in one year.
   5. Regarding writing fees for a pamphlet or manuscript, etc., paid by an enterprise or organization, total remuneration for said writing from one enterprise or organization shall be 500,000 yen or more in one year.
   6. Regarding research funding provided by an enterprise and/or organization, total funding of physical fitness and sports medicine (contracted research funding, collaboration research funding, etc.) shall be two million yen or more per year.
   7. Regarding promotional incentives and/or donations provided by an enterprise or organization, the total amount paid to the individual submitting the self-report or the department (course/field) of said person shall be two million yen or more in one year.
   8. Persons who belong to an endowed course provided by an enterprise or organization.
   9. Regarding other provisions such as trips, gift items, etc., which are not directly related to research, the total amount per year from one enterprise or organization shall be 50,000 yen or more. When receiving research funding, scholarship donations, etc., from an enterprise or organization which has a COI relationship which should be disclosed, declaration of such shall be required.
9. Cooperation with the COI Committee or other types of committees, etc.When executing this guideline, the COI Committee shall closely cooperate with other committees such as the Ethics Committee, Editorial Committee, General Committee, etc., along with the Conference Office and the Conference Convention Office.
10. Revisions to the COI Guidelines The COI Guidelines are to be periodically reviewed and revised as needed. Revisions in the execution of these guidelines shall be approved by the BOD.
11. Supplementary provisions
    1. The COI Guidelines shall be in effect as of April 1, 2014.
    2. After a two-year trial period beginning April 1, 2014, these detailed regulations shall be fully enforced. The two-year trial period shall also be a get-acquainted period for members to become familiar with measures for violators; and after deliberation at the general meeting, warnings and recommendations shall be given to the said members.
    3. COI Self-report Forms shall be submitted by the current Director or committee members, etc., based on regulation IV soon after execution of enforcement of the COI Guidelines.