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Submission FAQs

Who can submit to DFCM Open?

Faculty members of the Department of Family & Community Medicine (DFCM) at the University of Toronto may submit material to DFCM Open. In cases of group authorship, at least one author must be from the DFCM at U of T and the DFCM author must submit the material on the group’s behalf. In this case, the DFCM author is also responsible for gathering and submitting written permission from his/her co-authors to post the material on DFCM Open.

What kind of material can be submitted?

Submissions to DFCM Open can include the following items: articles, reviews, reports, manuals, summaries, one-pagers, clinical decision aids and calculators, evaluation tools, care pathways, order sets, clinical directives, patient education materials, teaching and research aids, posters, apps for mobile devices, guidelines, EMR resources (e-forms, patient education materials, clinical decision aids), lectures / seminars / workshop, etc.

Items can be in a variety of formats, e.g., Word document, PDF, spreadsheet, video, audio or image. They could also be web links.

How to submit material

For detailed submission information, including the Submission Agreement and the submission form, click the tab labelled ‘Submit’.

What permission do I need to submit material on behalf of myself and my co-authors?

As part of the submission process, DFCM Open will require written permission from all authors to post their material on DFCM Open. In the case of a group submission, it is the submitter’s responsibility to gather all permission documentation and present it to DFCM Open as part of the submission package.

Can I submit resources published elsewhere?

DFCM Open will consider previously published works as long as the author(s) have the rights to publish that material elsewhere. If an item is previously published, that citation must be provided to DFCM Open as part of the submission process.

Who owns and who protects material I submit to DFCM Open?

Authors or contributors to DFCM Open must sign a Submission Agreement that provides the DFCM Open with a non-exclusive license to post the material. DFCM Open does not claim ownership or copyright of that material.

The author(s) will be asked to assign their work a Creative Commons (CC) copyright license which is an internationally recognized, well supported and easy to understand licensing format. It allows you to customize your license and makes it clear, to users of your material, exactly how they are permitted to use your material.

The Creative Commons website provides a simple tool to guide you through your license customization. You are asked if you will (a) allow modifications of your work; (b) allow commercial uses of your work; and (c) choose a License Jurisdiction. Visit their Choose a License tool web page.

The DFCM Open submission process requires each item submission to have a CC License. DFCM Open will post the CC license image on the profile page so it is clear for all to see.

What is a usage report and how can I use it for academic promotion?

About reports and academic promotion
An author can generate a usage report for their posted material. By generating a usage report, an author will be able to gauge the impact of their material at the local, national or international level. For more information about the criteria for promotion at the Department of Family and Community Medicine at the University of Toronto, please visit the DFCM website and search for ‘faculty promotions’.

About usage report data
The report provides, per author and per item, the overall number of views of the item, the number of unique views and the country of origin of the visits.

About group authors and the usage report
If an author is part of a group submission, then the author who submits the work can generate that usage report on their behalf, or the co-author who is not the submitting author can create their own account and arrange with DFCM Open for that account to be linked to the material they have co-authored.

About privacy and the usage report
An author can only see his/her own usage report. Authors cannot see the names or email addresses of any DFCM Open users who downloaded their material.

Submission Policies and Guidelines

Submission Agreement

* Indicates required field
About the Author(s)
* Please list the author(s) name(s) and credentials
E.g., “John Sample MD” For multiple authors, add comma between names: “John Sample MD, Jane Sample MD”
* Do you have permission from all or the authors to submit this material to DFCM Open?
Submission assistant name
(only if applicable)
Submission assistant email
(only if applicable)
Submission assistant phone
(only if applicable)
About the Material
* What is the title of this material?
* When was this material completed?
* Provide a summary / abstract of this material
Has this material been previously presented at one of the following conferences?
* Any credits or acknowledgements?
Your material will be listed under categories and subcategories that are pre-determined by DFCM Open and also topics that are determined by the submitter.
* Choose your categories and subcategories
* Enter the topic(s) that you wish to list under your item (maximum of three)
List out topics separated by commas. Ex. Topic, Topic, Topic
Submission Extras
Important Information
The file format of your submission may be a:
• link to a website
• link to a video* or audio* file (e.g. YouTube, Vimeo or other website)
• PDF file(s)
• Excel spreadsheet(s)
• Word document(s)
• Jpg(s), gif(s)
Files not in one of these formats can usually be converted in to an acceptable file type. Find instructions here.
•Alternatively, video and audio can be uploaded to DFCM Open directly. In this case, files must be in .mp4 or .mp3 formats and be no larger than 30MB.
Provide a display image for your submission
An image is required to display your material on DFCM Open. It should reflect your material and be visually appealing. Please upload an image with your submission and name it “your submission material title_image”. (You must own or have permission to use the image).
If you don’t have a suitable, high-quality image, DFCM Open will provide one for you.
Submission Policies and Guidelines
Terms and Conditions
* How many files in your submission?
Is your submission a website, video or audio embedded in a website?
Are there any special instructions on how your material is to be viewed?
Indicate how others are allowed to use the work you are submitting for publication.

A requirement to publish on DFCM Open is that you choose a ‘Creative Commons License’.
Simply put, the Creative Commons License describes how people are allowed to use your work.

Use the three question Creative Commons License Chooser, then copy the blue text that starts with the word 'Attribution' and paste that text in the text box below.

If you do not provide your chosen license type, we will email you to ask you to provide this information and it may take longer for your submission to be published.

Submission Agreement

Welcome to the DFCM Open web site (“DFCM Open” or the “site”), owned and operated by The Governing Council of the University of Toronto, as represented by its Department of Family and Community Medicine at the Faculty of Medicine (“DFCM” “we”, “us”, “our”). Our goal is to deliver a family-medicine focused website where family physicians and primary care professionals can find and share relevant, high quality tools and material for clinical, education and research purposes.

If you wish to submit materials to DFCM Open, please review our Submission Policies and Guidelines available here. [NTD – insert link] The Submission Policies and Guidelines are incorporated by reference to and form part of this Submission Agreement. In the event of a conflict between this Submission Agreement and the Submission Policies and Guidelines, this Submission Agreement governs.

Effect of Registration and Submission of Materials
By registering on DFCM Open as a contributor and uploading a completed submission form together with your submission to DFCM Open, you agree to be bound by this Submission Agreement. We may revise this Submission Agreement from time to time without notice to you, so please check each time you wish to make a submission as to the current form of this Submission Agreement that will apply. We will not retroactively amend this Submission Agreement to apply to any materials that you have previously submitted. If you do not agree with this Submission Agreement, then please do not submit any materials to this site.

Submission Screening Process
You acknowledge that submitting materials to DFCM Open does not guarantee that the materials will be reviewed, accepted or published. You further acknowledge that your submission will be screened to ensure that it meets minimum inclusion criteria. If your submission meets such criteria, it may be reviewed by unbiased peers using a standardized review methodology. Such review may include editors revising materials to enhance relevance, consistency, usability or to conform to DFCM Open publication standards (collectively, the “Publication Standards”).

Grant of License
For good and valuable consideration, the receipt and sufficiency of which you hereby acknowledge and agree, you hereby irrevocably grant to DFCM in respect of any materials that you upload, share or otherwise provide to DCFM Open (the “Licensed Materials”) a non-exclusive, transferable, sublicenseable, perpetual, royalty-free, worldwide right, license and permission to: (i) use, store, host, archive, backup, reproduce, distribute, disseminate, promote, publicly display, publicly perform, transmit and communicate to the public by telecommunication such Licensed Materials in any media or format, now or hereafter created; and (ii) for the purposes of implementing the Publication Standards, formatting or making accommodations for persons with disabilities, to edit, enhance, adapt, annotate, translate, modify, digitize and create derivative works from such Licensed Materials, in any media or format, now or hereafter created.

You agree that, at the time of submission of the Licensed Materials to us, you will select and notify us of the Creative Commons license that you have selected to apply to DFCM’s display and dissemination of the Licensed Materials on DFCM Open, and that, once the Licensed Materials are posted on DFCM Open, we may make the Licensed Materials available to users of DFCM Open pursuant to the Creative Commons license that you have told us that you have selected.

Representations and Warranties

You represent and warrant that:
(a) you are a DFCM faculty member and you are submitting these materials in your capacity as a DFCM faculty member;
(b) the Licensed Materials are original and that you are the author of the Licensed Materials and, to the extent that third party content is included in the Licensed Materials or there are any co-authors to the Licensed Materials, you have obtained all required consents and clearances and you have all necessary right and authority to grant the rights herein granted with respect to the Licensed Materials;
(c) the Licensed Materials clearly identify and give proper attribution to any third party contributors and authors;
(d) if the Licensed Materials are based in whole or in part upon any work that has been sponsored or supported by any agency or organization other than the University of Toronto, you have fulfilled any right of review or other obligations required by the agreement with your sponsor;
(e) the Licensed Materials do not contain any information that can be used to identify an individual or describe an attribute of an identifiable individual, nor information for which it is reasonably foreseeable that it could be utilized, either alone or with other information, to identify an individual or describe an attribute of an identifiable individual;
(f) the Licensed Materials do not contain any information that can be used to identify one member of a group of fifteen or fewer individuals or to describe an attribute of one identifiable member of a group of fifteen or fewer individuals;
(g) the Licensed Materials do not contain any libellous, slanderous, defamatory, obscene or racist materials or commentary; and
(h) you have used reasonable efforts to consider DFCM Open users with disabilities in the preparation and presentation of the Licensed Materials on this site, such as verbally describing visual elements for the visually impaired.

Waiver
You hereby irrevocably waive, in perpetuity, in any territory, any and all moral rights and/or similar rights including, but not limited to the right to be associated with the Licensed Materials, the right to restrain or claim damages for any distortion, mutilation or other modification of the Licensed Materials and the right to restrain use or reproduction of the Licensed Materials in any context, which you have or may have in and to the Licensed Materials throughout the world by statute or common law. You represent and warrant that you have obtained similar waivers from all other individuals who may be considered to be authors of the Licensed Materials or any part thereof.

Indemnity and Release
You hereby defend, indemnify and hold The Governing Council of the University of Toronto, its officers, faculty, employees and agents harmless from any and all third party claims, liability, loss, damage, expense, or cause of action including, without limitation reasonable legal fees and expenses, arising out of or related to any misrepresentation, inaccuracy, incorrectness or breach of any of the representations and warranties contained herein, including, without limitation, any liability, loss, damage, expense, claim, or cause of action arising from a claim or demand by any third party that the Licensed Materials infringe the intellectual property rights, (including copyright), any right of publicity, any right of privacy or any other rights of such third party.

Limitation of Liability
You agree that The Governing Council of the University of Toronto, its officers, faculty, employees and agents shall not be liable to you for any damages of any kind arising from this Submission Agreement. You agree that this limitation of liability is comprehensive and applies to all damages of any kind, including, but not limited to, direct, indirect, special, incidental, consequential or punitive damages. In no event shall our total liability to you for all damages, losses, and causes of action, whether in contract, tort (including but not limited to negligence) or otherwise, exceed $50 in Canadian funds.

Other
This Submission Agreement is governed by the laws of the Province of Ontario and the federal laws of Canada applicable therein. Any dispute arising under this Agreement shall be resolved exclusively by the courts located in Toronto in the Province of Ontario. You agree not to bring any legal action against us in any jurisdiction except the Province of Ontario and you submit and consent to such jurisdiction. If any provision of this Agreement shall be deemed unlawful by a court of law, then the impugned provision shall be deemed severed and shall not affect the validity and enforceability of any remaining provisions. This Submission Agreement constitutes the entire agreement between you and us in connection with your submission of Licensed Materials to this site. This Submission Agreement and the rights granted herein enure to the benefit of and are binding upon your and our respective heirs, successors and assigns. This Submission Agreement is not intended and shall not be deemed to create any agency, joint venture or other legal relationship other than that of independent contractors. You understand that even if your Licensed Materials are accepted by DFCM Open and are subsequently published, they may be revised as described herein or removed at any time and without notice to you at the discretion of the DFCM Open editor(s).

* I agree to DFCM Open’s Submission Agreement
 
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