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Scientific Affiliate Appointments

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Nova Scotia Health Scientific Affiliate Program Guidelines

The Nova Scotia Health Scientific Affiliate Program supports research partnerships that align with the organization’s strategic priorities. The Scientific Affiliate appointment provides eligible research partners not currently employed by Nova Scotia Health administrative privileges necessary to conduct research under the auspices of Nova Scotia Health. Such privileges include Nova Scotia Health user and network access, eligibility to submit to the Nova Scotia Health Research Ethics Board, and eligibility to apply for internal funding opportunities. This document outlines the eligibility requirements, appointment streams, application process, and responsibilities associated with Scientific Affiliate appointments.

Appointment Term and Renewal

Scientific Affiliate appointments are project-based and granted for a term of three years. Renewal is not automatic, and requires a renewal application, including project information, deliverables, and departmental support.

Scientific Affiliate Appointment Streams

The Scientific Affiliate Program currently offers two appointment streams. These streams are designed to reflect the level of integration and administrative responsibility associated with the applicant's research activities at Nova Scotia Health.

Embedded Scientific Affiliates

  • May pursue independent research as Principal Investigator or serve as a sub-investigator on Nova Scotia Health studies.
  • Work in partnership with a Nova Scotia Health department or program relevant to project that requires an appointment.
    • The department or program provides administrative and operational support necessary to conduct research activities relevant to the appointment.
    • Research conducted must align with the priorities of the supporting department or program.
  • Do not hold research funds under their own name at Nova Scotia Health. Exceptions may apply when justified and approved.

Independent Scientific Affiliates

  • Independent affiliates maintain a more autonomous research arrangement with Nova Scotia Health. Their research must still align with NSH priorities.
  • They may hold and manage research funds in their own name at NSH.
  • Independent affiliates are responsible for the administration of these funds in accordance with institutional requirements.
  • Independent appointments are only granted under special circumstances, and require a letter of support from a Director, Senior Director, or Vice President.
    • Special circumstances that may justify an Independent appointment include:
      • The development of an independent research program under the auspices of Nova Scotia Health
      • Situations where no NSH department or program is directly relevant to the applicant’s work

Eligibility Requirements for Scientific Affiliate Appointment

To be eligible for a Scientific Affiliate appointment with Nova Scotia Health, applicants must meet all of the following criteria. Exceptions may apply to Independent Scientific Affiliate appointments, which are only granted under special circumstances and are subject to a separate review process.

  1. Academic Appointment at a Nova Scotia University
    The applicant must hold a current academic appointment (e.g., faculty, adjunct, research) at a Nova Scotia-based university.
    Appointments at universities outside Nova Scotia are not eligible at this time.
  2. Research Partnership with Nova Scotia Health
    The applicant must have an active research partnership with a Nova Scotia Health program or department.
    • The appointment must be required to carry out the proposed research.
    • The NSH partner must benefit from or be operationally involved in the research.
  3. Departmental Support & Operational Commitment
    A letter of support is required from the supporting Nova Scotia Health department or program. This letter must confirm:
    • The research partnership
    • The department’s commitment to operational support (e.g., access to NSH systems, workspace, or device for network access)
  4. Defined Research Objectives & Deliverables
    The proposed research must include:
    • Clearly stated objectives
    • Measurable deliverables and metrics that demonstrate reciprocal benefit to Nova Scotia Health, its staff, and the communities it serves

Application Process

  1. Applicant Information
    • Contact information and professional designation
    • Confirmation of academic appointment at a Nova Scotia university
  2. Research Partnership Details
    • Name of supporting NSH department or program
    • Description of the research partnership and its alignment with NSH priorities
  3. Project Description
    • Project objectives, roles, and responsibilities
    • Rationale for the necessity of a Scientific Affiliate appointment
    • Metrics and key deliverables with a timeline
  4. Supporting Documents
    • Letter of support from NSH department (signed by someone with signing authority)
    • Current curriculum vitae
    • Signed Pledge of Confidentiality
    • Confirmation of research/professional liability coverage (if applicable)

Guidance for NSH Department/Program Letter of Support

As part of the application for a Scientific Affiliate appointment, all applicants must provide a Letter of Support from the Nova Scotia Health department or program they are collaborating with. This letter is required to confirm the operational and strategic support for the proposed research partnership.

The letter must be signed by a representative with signing authority in the NSH department or program, such as:

  • Department/Program Head or Manager
  • Medical/Clinical Lead
  • Director of Research or other senior leader

The letter must confirm the following:

  1. Partnership Confirmation
    • Acknowledge the applicant’s partnership with the department/program
    • Identify the specific research project(s) or area(s) of collaboration
  2. Appointment Justification
    • Confirm that a Scientific Affiliate appointment is necessary to enable the research
  3. Operational Support Commitment
    • Confirm the department/program’s willingness to support the operational needs associated with the appointment (e.g., device provision, data access, clinical input)
    • Note any relevant logistical or administrative supports being offered
  4. Departmental Alignment
    • Confirm alignment of proposed research with the department’s priorities, services, or population needs

 

 

Scientific Affiliate Declaration

All applicants must review and agree to the following declaration as part of the Scientific Affiliate Program:

  • I understand that my Nova Scotia Health Affiliate Scientist appointment is a privilege, and that I must abide by Nova Scotia Health Authority's Policy on Responsible Conduct of Research.
  • I am aware of my responsibilities in regard to privacy and confidentiality. I have reviewed and agree to abide by the terms of the Nova Scotia Health Authority Pledge of Confidentiality, and I understand these obligations continue after the term of my appointment. I will not disclose what I see, hear, or pass on information from written/electronic records concerning any patient, except for the purposes of patient care. If confidentiality is breached, I understand the penalty may include termination of my Nova Scotia Health Affiliate Scientist appointment.
  • I will follow Nova Scotia Health Authority policies, procedures, and regulations for the duration of my Affiliate Scientist appointment. This includes reviewing applicable Nova Scotia Health Authority research policies and procedures available through REB Processes and Policies, and the Research Policy Review Checklist.
  • I will acknowledge my Nova Scotia Health Affiliate Scientist appointment in any presentations, publications, public messages, or media coverage about my research that is based at Nova Scotia Health, and when referencing results of my research.
  • I will wear a Nova Scotia Health identification badge while on Nova Scotia Health premises during my Affiliate Scientist appointment. ID badges are typically available through Security Offices at Nova Scotia Health Authority facilities.
  • I will use my Nova Scotia Health email account when sending confidential information or information related to any research funding that has been approved by the Nova Scotia Health Authority's Research Ethics Board. If I require a Nova Scotia Health email account, I will request one by emailing ScientificAppointments@nshealth.ca once my application is approved.
  • I will advise ScientificAppointments@nshealth.ca of any changes that might affect the status of my Affiliate Scientist appointment. For example, if my university faculty position terminates, if my professional license is revoked, or if any other responsibilities or conditions of my appointment change that might affect my status.
  • I will abide by the Code of Ethics of my profession.
  • I understand that I may be called upon to assist with, or provide support for, Nova Scotia Health research activities, which may include participation on peer review committees, presenting my research, or participating in media interviews and other opportunities.
  • I understand that Nova Scotia Health Authority does not carry insurance which would provide coverage for me, and that I am responsible for obtaining such coverage for myself or through my university.
  • I authorize the administrators of hospitals, health authorities/facilities, and academic institutions where I have held or will hold appointments to release to Nova Scotia Health information relevant to these appointments for one year following the date of submission. I also authorize their representatives to discuss with Nova Scotia Health representatives the details of any complaints or concerns about my research and/or practice.
  • I release and hold harmless all referees from any and all liabilities which may arise from the information provided in their reference of me.

By agreeing to this declaration, applicants affirm their understanding of and commitment to the responsibilities and ethical standards required of a Nova Scotia Health Scientific Affiliate.

Contact

For questions about eligibility, application requirements, or your current Scientific Affiliate appointment, please contact ScientificAppointments@nshealth.ca