Editorial Board Terms of Reference

Purpose

The volunteer editorial board will provide scholarly input, oversight, contacts, and moral support to the Canadian Journal of Dental Hygiene/Journal canadien de l'hygiène dentaire.

Membership

  1. The editorial board will consist of a minimum of ten members, including the Scientific Editor.
  2. The composition of the editorial board will be as follows:
    1. Two-thirds (2/3) of the membership must be dental hygienists
    2. One-half (1/2) of the membership must be researchers in Canadian institutions
    3. The Scientific Editor must be a Canadian dental hygienist"
  3. Members will be appointed by the Scientific Editor for a three-year renewable term.
  4. Members must hold a master's degree (or higher) in a relevant discipline, and must have published at least once in a peer-reviewed journal.
  5. Members of the editorial board who are Canadian dental hygienists, including the Scientific Editor, must be members of the Canadian Dental Hygienists Association (CDHA). 
  6. One member of the Editorial Board may volunteer to oversee the journal's book review program, identifying relevant publications for review, inviting experts to write a review, and vetting submission prior to acceptance.
  7. The editorial board as a whole should reflect the ethnic diversity of the profession, the geographical spread of CDHA members, and other professions with whom dental hygienists work closely.
  8. The managing editor, hired by CDHA, will serve as an ex officio member of the editorial board.

Roles and Responsibilities

  1. The editorial board will preserve and enhance the journal's reputation as a trusted source of high-quality scientific information.
  2. The editorial board will maintain the highest standards of peer review, in line with the current guidelines from relevant bodies (e.g. COPE—the Committee on Publication Ethics publicationethics.org.uk/guidelines and ICMJE—International Council of Medical Journal Editors www.icmje.org/index.html#publish )
  3. The editorial board will solicit or write manuscripts for consideration for publication, including original research and review articles, commentaries, short communications, and editorials.
  4. The editorial board will review manuscripts from time to time at the request of the Scientific Editor.
  5. The editorial board will contribute to the ongoing development of efficient procedures for the peer-review and approval processes and for the presentation of clear instructions to any author wishing to submit material to the journal.
  6. The editorial board will have in place a mechanism to deal promptly with author grievances as or if they arise.
  7. The editorial board will provide cover for the Scientific Editor during any absences, as in a situation where a decision is required on a manuscript after peer review and the author is kept waiting.

Meetings of the Editorial Board

  1. The editorial board will be convened at least two times each year, either by teleconference or in person.
  2. Quorum shall be two-thirds of the membership of the board.
  3. Members should advise the Scientific Editor of any significant conflict of interest.
  4. Meetings will be chaired by the Scientific Editor.  In the absence of the Scientific Editor at a particular meeting, those members present will elect a chair to officiate.
  5. Decisions will be reached by consensus where possible.
  6. The agenda and supporting documentation will be distributed at least seven working days prior to the editorial board meeting.
  7. The managing editor will serve as recording secretary for all editorial board meetings.

Technical advisors or consultants

  1. Where necessary, the editorial board may consult a specialist for peer review, such as a statistician.
  2. Technical advisors or consultants may participate in editorial board meetings as required.

Amendment to Terms of Reference

The terms of reference will be reviewed annually to determine if any updates are required. Proposed amendments will be developed in consultation with CDHA's Chief Executive Officer.