Participatory design initiatives, especially within the realm of digital civics, are often integrated and co-developed with the very citizens and communities they intend to assist. Digital civics research aims to create positive social change using a variety of digital technologies. These research projects commonly adopt various embedded processes, such as commissioning models \cite{dcitizensproj22}. Despite the adoption of this process within a range of domains, there isn't currently a framework for best practices and accountability procedures to ensure we engage with citizens ethically and ensure the sustainability of our projects. This workshop aims to provide a space to start collaboratively constructing a dynamic framework of best practices, laying the groundwork for the future of sustainable embedded research processes. The overarching goal is to foster discussions and share insights that contribute to developing effective practices, ensuring the longevity and impact of participatory digital civics projects.