Purpose
This guideline supports reviewers of the ACIPC conference abstracts in the identification, disclosure, and management of actual, potential, or perceived conflicts of interest. It ensures the integrity, transparency, and fairness of the abstract review process and upholds the credibility of the conference and its outcomes.
Scope
This guideline aligns with the requirements of the ACIPC Conflict of Interest policy and apply to all individuals involved in reviewing abstracts for the ACIPC International Conference, including reviewers, committee members, and other contributors involved in the selection or assessment of submissions.
Policy Statement
A conflict of interest occurs when a reviewer’s personal, professional, or institutional affiliations or interests could compromise—or appear to compromise—their objectivity in evaluating abstracts. This includes both financial and non-financial interests that may influence judgment or decisions.
Conflicts of interest are not inherently wrong. However, they must be disclosed and appropriately managed to ensure that abstract review is conducted fairly, impartially, and without bias. Conflicts may include:
- Pecuniary interests: e.g., financial benefit from a related product, service, or organisation.
- Non-pecuniary interests: e.g., personal or professional relationships, academic rivalry, or shared institutional affiliations.
To protect the credibility of the review process, reviewers must act, and be seen to act, with integrity and impartiality.
Managing Conflicts of Interest
Conflicts of interest must be avoided where possible. When unavoidable, they must be disclosed and managed appropriately.
Reviewers are required to:
- Avoid reviewing abstracts where a conflict exists.
- Refrain from using any information gained through the review process for personal or professional advantage.
- Comply with this guideline and report breaches or concerns as soon as they arise.
Procedure for Managing Conflicts
Although abstract reviewers are blinded to author names and affiliations during the initial review process, they may still recognise an abstract due to prior involvement or familiarity with the work or authors. If a reviewer becomes aware of a potential conflict during the review process, the following actions are required:
- Declare the conflict immediately by emailing mail@conferencedesign.com.au specifying the abstract in question.
- Recuse themselves from reviewing the abstract where a conflict of interest exists, including when the author:
- Is a close collaborator, colleague, or student;
- Is affiliated with the same research group or institution;
- Has a personal relationship with the reviewer (e.g., friend, partner, or family member);
- Has had past academic disputes or conflicts with the reviewer.
If a reviewer declares a conflict of interest with an abstract, it will be unassigned from them and reassigned to a different reviewer.
If a conflict is identified after initial reviews have been finalised or during the adjudication process, the reviewer must inform the review committee or conference organisers immediately and withdraw from any further involvement with the affected abstract.
Decisions on Reviewer Participation
If it is identified that a reviewer has not declared a conflict of interest when one exists, the Conference Organising Committee is responsible for determining:
- Whether the reviewer can continue in their role for other submissions.
- If the conflict requires reassignment/re-review of abstracts.
- Whether the situation calls for further action, including removal from the review panel in serious cases.
All actions and decisions must be documented to maintain transparency and accountability.
Review Committee Responsibilities
The organising committee is responsible for:
- Establishing a system to collect and manage conflict of interest declarations.
- Ensuring conflicts are disclosed and properly addressed.
- Monitoring compliance with this guideline.
- Reviewing the guidelines annually for effectiveness.
Confidentiality
Reviewers must treat all submitted abstracts and associated discussions as confidential. Any disclosures related to conflicts of interest should also be treated sensitively and, if necessary, handled through alternative, confidential channels.
Compliance and Breach
Failure to disclose a conflict of interest or comply with this guideline may result in removal from the review panel and exclusion from future review activities. Concerns about potential breaches should be reported to the Chair of the Conference Organising committee.