Group Participation Policy and Guidelines
This page has two sections: Important Information and Requirements and Action Steps. Please read both sections.
"Groups" a recognized assembly from any professional setting where nurses* work or learn.
*Nurses (includes retired nurses) and nursing students must hold a degree from, or currently be enrolled in, an appropriately accredited BSN program or above.
Groups "participate" in Sigma's repository by agreeing to regularly and consistently submit works to the repository in an effort to provide nurses and nursing students with free access to important and educational materials on a global level. They receive the benefits as listed below.
Sigma does not offer a repository hosting service; participants utilize Sigma's repository to further nursing knowledge, professional growth, collaboration, and innovation.
Participants retain copyright to materials posted in the repository, but they do not own a part of the repository.
- National/international membership organizations (includes consortia and other member-driven groups)
- Health-related businesses that employ nurses
Tip: Consider submitting materials that are created as part of employment (i.e., works for hire) when copyright is held by the group as corporate author.
- Committee reports
- Research studies
- Patient-centered outcomes
- Quality improvement tools/projects
- Best practice guidelines
- Position papers
- Faculty-created educational materials
- Nurse-authored patient education materials
- Continuing education materials (peer-to-peer; expert-to-novice)
- Instructional resources
- Classroom projects and papers
- Posters, presentation papers and/or slides†
† Groups submitting event materials must read the additional workflow instructions and requirements found here: https://www.nursingrepository.org/event-materials-workflow/
Note to participating schools of nursing: DNP capstones in the form of manuscripts that will be submitted to journals for traditional publication are not eligible for submission due to publisher/journal prior/simultaneous publishing restrictions.
Who May Submit Materials on Behalf of Groups
Submitters should be the copyright holders to the material they are submitting (e.g., students should submit their own work - theses, dissertations, capstones, etc.). If the submitter is not the copyright holder, a proxy form from the copyright holder is required and must be submitted electronically prior to submission.
If the copyright holder is the organization, business, group as corporate author or work-for-hire, the group may select a member/employee to submit on the group's behalf. No form is required in this instance, just written approval.
Communities/Collections Available for Group Participation
Most materials submitted under the umbrella of participating groups will be located in the Open Dissemination Materials - Groups and Individuals community. The collections are divided into settings and item types as noted above.
This community shares space with individuals submitting materials that do not qualify for peer-review.
Exceptions to the rule:
- Traditionally formatted, completed and defended theses and dissertations will be located in the Electronic Theses and Dissertations (ETD) community.
- Faculty materials in the form of previously unpublished manuscripts and educational materials will be routed through the repository's peer-review journal portal.
Evaluation. Materials that are submitted to the Open Dissemination and ETD communities do not undergo traditional peer-review. Instead, they are accepted as reputation-based submissions or are evaluated by faculty or other evaluators selected by their participating group.
Peer Review. Acceptable manuscripts and educational materials submitted by faculty, clinicians, leaders, researchers, and exceptional students will be routed through the repository's peer-review journal portal.
Note to participating schools of nursing: DNP capstones in the form of manuscripts are not eligible for peer-review as large classes of students will overwhelm the repository's review system.
In addition to all individual benefits, collections allow participating groups:
- Greater visibility within the repository
- The opportunity to brand their collection homepage with a logo and lead-in text specific to their mission and reason for repository involvement
- The ability to track global usage and download statistics for all items located in their collection
- The ability to track online references, citations, and mentions on multiple online platforms and websites via Altmetric©. The subscription to Altmetric© is paid for by the Henderson Repository and the cost is not passed along to participants.
Tip: Quantification of global impact is valuable when asking administrators and funders for support, and when providing statistics for promotion or tenure.
Requirements and Action Steps:
Group Participation Requirements
- A 3-year consecutive term of submissions totaling 20% or more of the group's nursing staff/member/faculty/student size is required, or
- A minimum of 25 items per group is required during the initial year, with a minimum of 10 items submitted per each year thereafter. The initial 25 items may be from a backlog of materials. There are no date restrictions. Items submitted in following years should be current or no more than 3 years old.
- A liaison must be assigned as the contact for all communications between the group and the repository staff (and to serve as a submission evaluator, if needed) — see Vetting section below.
- Submitters from a group must complete the Author Affiliation field in the repository's submission form. This field ties all group submissions together once items are posted.
- Upon completion of the 3-year submission term, a participating group will have the option of their own collection within the repository. All materials submitted to various collections during the first 3 years will be moved to the new collection.
- Decide what to submit. Use eligible submissions as a guideline.
- Decide who will submit. The choice will be dictated by the item type and setting.
- Staff member(s),
- Individuals belonging to the group, or
- Individual nursing staff, organizational members, presenters, etc.
- Determine if the submissions:
- Will undergo organizational evaluation,
- Will be reputation-based, or
- Will require formal peer-review (qualified submissions only).
- Notify the repository staff with any questions and/or your decision to participate. Submission accounts will be set up and submission training will be scheduled as needed.
- Send submitting staff/students/employees the link to repository's author policies and guidelines page: https://www.nursingrepository.org/author_info/.
- If a participating group has formatting requirements in additional to those required by this repository, the group is responsible for conveying those requirements to their submitters. They should also make it clear that the additional requirements are not governed by the repository.
Email the repository staff at email@example.com to let them know you are interested in this participation option.