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NOTE: This page was last updated on 03/25/2009
Click on the links below to view each clearance requirement and procedure
1) NCI Press Releases
CCR's Office of Communications (CCR-OC) handles clearance of all NCI press releases originating from CCR research. Investigators who are interested in being considered for an NCI press release must:
- "Tell CCR" about newly accepted/in press papers at least 3 weeks prior to online and print publication. Please include a copy of the manuscript in your e-mail to tellcrr@mail.nih.gov. All embargoes will be respected by CCR-OC and NCI staff.
- All new research advances are reviewed by CCR-OC; selected research advances are then promoted in weekly meetings with the NCI Press Office.
- If your research is selected for a press release, CCR-OC will work closely with you and the NCI Press Office to obtain all required reviews and clearances (i.e., NCI, NIH, HHS).
Questions related to NCI press releases should be directed to:
Kimberly Martin, M.S.
CCR Communications Manager
Tel: 301.594.5990
martinkim@mail.nih.gov
2) Interactions with the Media
Interviews and Filming. When a CCR scientist is contacted by non-governmental media, he/she should direct the inquiry to the NCI Press Office at 301.496.6641 or ncipressofficers@mail.nih.gov.
- Members of the media (i.e., print/T.V. reporter or film producer) should contact an NCI Press Officer first, not the scientist. If a member of the media does contact the researcher first, he/she should be directed to the NCI Press Office for guidance and approval.
- All non-governmental media must make arrangements for interviews or filming of NIH facilities by first obtaining clearance from the NCI Press Office.
- Clearance is required each time a scientist is contacted by a member of the media; there are no exceptions. Clearance approval granted in the past for a specific topic/interview does not extend to future interviews. Each new interview must be cleared by the NCI Press Office.
- The content and intended use of the material obtained must be clearly described by the media to NCI. NCI permission for use shall be limited to what was described.
- For filming requests, an NCI representative designated by the NCI Press Office must accompany the film crew at all times in the NIH Clinical Center and at Frederick National Lab. Filmed interview requests for other areas and facilities will be handled on a case-by-case basis. Arrangements for escorting film crews are coordinated in advance by the NCI Press Office for both the Bethesda and NCI-Frederick campuses.
- NIH staff are not allowed to accept special accommodations to attend interviews (i.e., transportation).
Product Endorsement. Product endorsement is prohibited by NCI/NIH. Employees and contractors cannot discuss a specific product, but may discuss the technology and how the technology is used in a laboratory. However, if there is no competition for the product in the market, the request for information should be declined. Media inquiries about products should be directed to the NCI Press Office at 301.496.6641 or ncipressofficers@mail.nih.gov
Questions regarding interviews and filming may be directed to:
Kimberly Martin, M.S.
CCR Communications Manager
Tel: 301.594.5990
martinkim@mail.nih.gov
3) Interactions with Members of Congress
CCR scientists must contact the NCI Office of Government and Congressional Relations (formerly the Office of Policy Analysis and Response) at 301.496.5217 or ncilegislative@mail.nih.gov for approval before speaking at an event where members of Congress or congressional staff are expected to attend.
CCR scientists cannot talk to members of Congress or their staff without approval from the NCI Office of Government and Congressional Relations.
Congressional calls must be directed to:
NCI Office of Government and Congressional Relations
Tel: 301.496.5217
Fax: 301-435-2931
ncilegislative@mail.nih.gov
4) Scientific Manuscripts for Peer-Reviewed Journals
Clearance from your branch/laboratory chief (or scientific program director) is required prior to submission of a scientific manuscript for publication in a peer-reviewed journal. Clearance steps are detailed below.
- Complete the NIH Publication and Abstract Clearance Form.
- Principal Investigators should forward the completed clearance form, along with a copy of the final manuscript, to their Branch/Lab Chief for his review and signature.
- Branch/Lab Chiefs should forward the completed clearance form, along with a copy of the final manuscript, to their Deputy Scientific Director for his review and signature.
- Retain the signed clearance form in your files, along with a copy of the final manuscript.
NIH Public Access. As of April 7, 2008, all NIH investigators (intramural and extramural) are required by law to submit, upon acceptance for publication, all final, peer-reviewed manuscripts to PubMed Central (PMC). For more information, go to http://ccrintra.cancer.gov/instructions.asp.
Questions re: scientific manuscript clearance or the NIH Public Access Policy may be directed to:
Sue Fox
Writer-Editor
Office of the Director, CCR
Tel: 301.846.1923
foxs@mail.nih.gov
5) Print Materials for Public Outreach/Recruitment
Many CCR staff members are required to develop print materials (see list below ) for public outreach or patient recruitment activities. These materials, which represent the NCI, must be submitted for NCI/NIH/HHS clearance.
- Booklets
- Brochures
- Manuals
- Monographs
- Phamplets
- Reports
After content is reviewed by the appropriate scientist, the item is revised and approved by the NCI Clearance Officer, who then gives the product an NIH Publication Number. This designation means the content speaks for NCI. CCR's Office of Communications will provide guidance for clearance of print materials.
Additional information about NCI clearance procedures for print materials and required forms can be found at: http://oc.nci.nih.gov/writing/clearance/.
Marilyn Bernhardt
Assistant Clearance Officer
NCI Clearance Office
Tel: 301.594.5701
marilyn@mail.nih.gov
6) Letters and Articles for Non-Scientific Publications
Clearance is required when you are submitting a letter or article to a non-scientific publication while using your NIH, NCI, or CCR affiliation.
To obtain clearance, please contact:
The NCI Press Office
Tel: 301.496.6641
FAX: 301.496.0846
ncipressofficers@mail.nih.gov
7) Outside Activities
Contact one of the NCI Ethics Offices before engaging in any outside activity to determine whether you may have a conflict-of-interest requiring ethical clearance. Most conflict-of-interest issues include questions of:
- Conflicting financial interests
- Impartiality in performing official duties
- Misuse of position
- Representation
- Gifts
- Activities with outside organizations
- Seeking other employment
If you have an ethics question, please contact the NCI Ethics Office (see below).
NCI Ethics Office
6116 Executive Blvd.
Suite 202, MSC 8334
Tel: 301.496.1148
Fax: 301.402.1508
nciethics-r@mail.nih.gov
Director, Office of Ethics, NCI
Eric Hale
halee@mail.nih.gov
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