Division of Population Health Information Governance Committee

Why we are here (Terms of Reference)

On

Working to the direction of the Information Governance Lead, the Committee takes responsibility for ensuring that particular tasks and activities relating to the management of Information Governance (IG) within the division are carried out.

The Committee are jointly responsible for:

  • overseeing IG training within the division;
  • managing the annual Data Security and Protection Toolkit (DSPT) application;
  • reviewing on annual basis the division IG Policy in the light of the IG Improvement Plan.

From time to time, as the IG Lead directs, individual Section IG Leads will be designated to take responsibility for managing particular IG issues. These issues may include, but are not limited to:

  • IG training;
  • investigating serious incident;
  • reviewing policies;
  • spot checks;
  • maintaining information asset registers;
  • reviewing data sharing agreements associated with the Division of Population Health Toolkit.

Committee members

IG Lead

Louise Preston

Division of Population Health Information Governance Lead - Role description

Role Title

Division of Population Health Information Governance Lead

Process for selection/reselection

The role is appointed by the Dean

Role overview

To be responsible for overseeing, directing and leading the division’s activities in relation to all aspects of research information governance.

Main duties/responsibilities

To deputise chairing the meetings of the division’s Information Governance Committee, in the absence of the Information Governance Manager.

To liaise with the Information Governance Manager in the day to day operational management and supervision of centre information governance activities.

To ensure that the centre information governance policy is kept up to date, reflecting changes in the regulatory and legal landscape.

To co-ordinate the activities of staff given information governance responsibilities

To monitor the information handling activities of research and research support staff to ensure their compliance with the law and the policies of the division.

To monitor the progress in reaching the goals set in the division’s Information Governance Improvement plan

To ensure that suitable information governance training is made available to all Division of Population Health staff in order to support them in their role

To ensure that the Information Governance Committee prepare and submit their annual Data Security and Protection Toolkit (DSPT) application

To support monitoring visits from any appropriate regulatory or oversight bodies.

Accountability

Reporting to the Dean and the Division of Population Health Executive Group.

IG Manager

Amanda Loban

Division of Population Health Information Governance Manager - Role description

Role Title

Information Governance Manager

Process for selection/reselection

Initially nominated by the Information Governance Lead to the Dean for approval following a Centre-wide internal advertisement for interested parties.

This role is currently part of the Head of Data Mangement’s job description

Role overview

To be responsible for the day-to-day operational management of research information governance activities within the division.

Main duties/resonsibilities

To chair the meetings of the division’s Information Governance committee (IGC)

To liaise with the Division of Population Health Information Governance Lead (IGL) and the Section Information Governance Leads (SIGLs) in the day to day operational management and supervision of the Centre information governance apparatus

To liaise with researchers wishing to initiate data access requests (DARs) associated with the Division of Population Health Toolkit and monitor the process of data sharing agreement approval

To liaise with other IG groups and organisations

To be the first point of reference for SIGLs and researchers regarding IG queries

To manage the responses to messages received via the IG e-mail address

To review and update IG policies as appropriate

To work with the IGL to keep the division information governance policy up to date by monitoring for any changes in the research information governance regulatory framework

To work with the IGC Administrator in the preparation and circulation of the IGC minutes and agendas

To ensure the effective dissemination throughout the division of the IGC’s guidance on information handling

To monitor the information handling activities of research and research support staff to ensure their compliance with the law and the policies of the division by organising audits of compliance

To monitor the progress in reaching the goals set in the division’s Information Governance Improvement plan

To ensure that suitable information governance training is made available to all Division of Population Health staff for the support of their role

To prepare and submit the annual Data Security and Protection Toolkit (DSPT) application to NHS England with the support of the IGC

To support monitoring visits from appropriate regulatory or oversight bodies

Accountability

Reporting to the IGL and the IGC.

Section IG Leads

Design, Trials and Statistics: Simon Waterhouse

Health Economics and Decision Science: Duncan Gillespie

Public Health: Liz Kitchin

Division of Population Health Section Information Governance Lead - Role description

Role Title

Section Information Governance Lead (SIGL)

Normal tenure in role

Two years

Process for selection/reselection

A nomination will be put forward by the Information Governance Lead (IGL), in consultation with the Information Governance Manager (IGM), to the Dean for approval following an internal advertisement for interested parties.

Role overview

To be responsible for representing the Information Governance Committee (IGC) within their Section and functioning as the conduit between the IGC and Section staff regarding research information governance issues.

Main duties/responsibilities

To act as a first point of contact for research staff in their Section with respect to IG queries or concerns

To represent the information governance concerns of their Section by attending meetings of the division Information Governance Committee (IGC)

To assist the IGL and IGM in discharging the general responsibilities for managing IG matters within the division, including audits of compliance with the law and the policies of the division.

To feedback to their Section on developments in division IG policy and practice

To monitor for and report on serious information governance incidents occurring in their Section

If required, to act as lead in managing any of the discrete IG responsibilities for which the IGC is tasked

To be a point of contact with researchers within their Section wishing to initiate data access requests (DARs) associated with the Division of Population Health Toolkit and monitor the process of data sharing agreement approval

To monitor the status of, and alterations to, the information assets for which the Section has responsibility and report this to the IGM.

Accountability

Reporting to the IGL and the IGM.

Division of Population Health DS Representative

Mark Tinker

Information Security and Compliance

IT Services advisor to the Committee

Committee Administration

Francesca Baker

Division of Population Health Information Governance Committee Administrator - Role description

Role Title

Division of Population Health Information Governance Committee Administrator

Process for selection/reselection

A nomination will be put forward by the Information Governance Lead (IGL), in consultation with the Information Governance Manager (IGM), to the Dean for approval following an internal advertisement for interested parties

Role overview

To be responsible for providing administrative support to the Division of Population Health Information Governance Committee (IGC) and general Information Governance activity within the division.

Main duties/responsibilities

Member of the IGC, acting as IGC Secretary

  • scheduling IGC related meetings
  • liaison with IGC to compile the agenda for each meeting
  • circulating documents for the meetings
  • recording decisions made, next steps planned and identification and tracking of action items.

Monitor emails from the division information governance email address, responding or forwarding where appropriate.

Co-ordinate the Division of Population Health annual return to the NHS England Toolkit.

Monitor and notify the IGC of changes and updates to the government legislation and guidelines relating to information governance.

Disseminate and publicise as appropriate IGC decisions and policies and ensure relevant and up to date information is displayed on the division’s IG web pages.

Assist in the maintenance and record-keeping of the various information governance registers.

Provide such administrative support to other members of the IGC as appropriate in relation to execution of the division’s research information governance responsibilities.

Division of Population Health Information Governance Ethics Representative (SIGER)

Jane Hughes

Division of Population Health Information Governance ethics representative - Role description

Role Title

Division of Population Health Information Governance Ethics Representative (SIGER)

Process for selection/reselection

A nomination will be put forward by the Information Governance Manager (IGM), in consultation with the Chair of the Division of Population Health Research Ethics Committee, to the Information Governance Lead (IGL) for approval. 

Role overview

To be responsible for representing the Division of Population Health Information Governance Committee (Division of Population Health IGC) at Division of Population Health Research Ethics Committee (SCHARR REC) and functioning as the conduit between the IGC and Division of Population Health REC regarding research information governance (IG) issues arising from ethics applications.

Main duties/responsibilities

To assist the Division of Population Health IGC fulfil its commitment to assess IG risk on projects considered by Division of Population Health REC by attending both Division of Population Health IG and Division of Population Health REC meetings.

To review a proportion of Data Management Plans (DMP) each month for ethics applications that are considered high risk (including staff and student projects).

To attend Division of Population Health REC Committee meetings where these applications are discussed.

To audit a small proportion of low risk applications (around 10% or 5, whichever is lower).

To act as a first point of contact for Division of Population Health REC with respect to IG queries or concerns, e.g. arising in Division of Population Health REC meetings or via email.

To  attend IGC meetings to communicate  IG concerns arising via Division of Population Health REC.

To feedback to Division of Population Health REC on developments in Division of Population Health IG policy and practice.

To monitor for and report on potential IG incidents / issues arising from ethics applications, including suggesting both corrective and preventative measures.

To maintain a list of IG issues (or FAQs) and proposed answers / resolutions.

To input into the ongoing improvement of IG policies, processes and training: ensuring they are clear and address requirements identified through liaison with Division of Population Health REC.

Accountability

Reporting to the IGL, IGM and the Division of Population Health REC Chair

Division of Population Health Information Governance Data Connect Representative:

Annabel Crum

Data Connect Representative - Role description

Role Title

Representative from Data Connect team in IT Services.

Process for selection/reselection

A nomination will be put forward by the Information Governance Manager (IGM), in consultation with the Chair of the Division of Population Health Research Ethics Committee, to the Information Governance Lead (IGL) for approval.

Accountability

Reporting to the IGL, IGM and the Division of Population Health REC Chair

Faculty Information Manager

Abi Slater

Terms of Working

Quorum

The IG Committee meetings will be chaired by the Division of Population Health IG Manager (or the IG Lead if the IG Manager is unavailable) with three other members of the Committee present in order to be declared quorate.

Process for selecting members and length of member service

Members of the Committee at its initiation are members of the IG Group set up by the Dean to start the IG process and Data Security and Protection Toolkit (DSPT) Assessment for Division of Population Health. After a two-year term for Section IG Leads an internal advertisement will be circulated and a suitable candidate selected from the applicants. Current members are eligible to be considered for re-appointed. Representatives from Division of Population Health DS and the University's IT Services will be appointed by their respective group / department. Any appointments to the Committee will be made in compliance with the Division of Population Health Equality and Diversity guidelines relating to equality and diversity aspects of committee membership. The IG Manager and IG Administrator have these roles embedded within their job descriptions.

Process for rotation of IG Lead

The IG Lead is appointed by the Dean to oversee IG within the Division of Population Health.

Frequency of meetings

The Committee will meet at monthly intervals.

Usual time of meetings

To be determined by the Lead after consultation with the Committee. Days and times are rotated in accordance with Equality & Diversity guidelines.

Location of minutes

Minutes and reports of Information Governance Committee meetings, are available on request due to the confidential nature of these documents. 

For more information about the Committee

Contact the Committee email address scharr-ig@sheffield.ac.uk.

Related information