ScHARR 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 School are carried out.

The Committee are jointly responsible for:

  • overseeing IG training within the School;
  • managing the annual IG Toolkit application;
  • reviewing on annual basis the School 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 ScHARR Toolkit.

Committee members

IG Lead

Mark Strong


ScHARR Information Governance Lead - Role description

Role Title

ScHARR Information Governance Lead

Process for selection/reselection

The role will be held by the Deputy Dean of ScHARR

Role overview

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

Main duties/responsibilities

To chair the meetings of the School’s Information Governance Committee

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

To ensure that the School 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 School

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

To ensure that suitable information governance training is made available to all ScHARR staff in order to support them in their role

To ensure that the Information Governance Committee prepare and submit their annual IG Toolkit application

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

Accountability

Reporting to the Dean and the ScHARR Executive Group.

IG Manager

Amanda Loban


ScHARR 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 School-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 School.

Main duties/resonsibilities

To attend the meetings of the School’s Information Governance committee (IGC)

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

To liaise with researchers wishing to initiate data access requests (DARs) associated with the ScHARR 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 School 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 School 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 School by organising audits of compliance

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

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

To prepare and submit the annual IG Toolkit application to NHS digital with the support of the IGC

To chair IGC meetings on occasions when the IGL is unable to attend

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: Amanda Loban

Health Economics and Decision Science: Ben Kearns

Health Services Research: Annabel Crum

Public Health: Jane Hughes


ScHARR 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 School Information Governance Committee (IGC)

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

To feedback to their Section on developments in School 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 ScHARR 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.

Deputy Section IG Leads

Design, Trials and Statistics: Simon Waterhouse

Health Economics and Decision Science: Tushar Srivastava

Health Services Research: TBD

Public Health: TBD


ScHARR Deputy Section Information Governance Lead - Role description

Normal tenure in role

Two years

Process for selection/reselection

A nomination will be put forward by the Section Information Governance Lead (SIGL), in consultation with the Information Governance Manager (IGM), to the Chair of the Information Governance Committee (IGC) for approval following an internal advertisement for interested parties.

Role overview

To assist the SIGC within their Section in functioning as the conduit between the IGC and Section staff regarding research information governance (IG) issues.

Main duties/responsibilities

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

To assist the SIGL in discharging the general responsibilities for managing IG matters within the School, including audits of compliance with the law and the policies of the School

To be aware of developments in School IG policy and practice, assisting their SIGL in disseminating this information within their section

To assist in the monitoring and reporting of information governance incidents occurring in their Section

To deputise for the SIGL when necessary to represent the IG concerns of their Section by attending meetings of the School IGC

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 ScHARR Toolkit and monitor the process of data sharing agreement approval

To assist their SIGL in monitoring the status of, and alterations to, the information assets for which the Section has responsibility.

It is anticipated that the approximated annual time commitment for this role will initially be 40 hours

Accountability

Reporting to the relevant SIGL

ScHARR DS Representative

Mark Tinker

Deputy: Dave Hoyland

Information Security and Compliance

IT Services advisor to the Committee

Committee Administration

Jenny Doole


ScHARR Information Governance Committee Administrator - Role description

Role Title

ScHARR Information Governance Committee Administrator

Process for selection/reselection

This role is part of the ScHARR Information Manager’s job description

Role overview

To be responsible for providing administrative support to the ScHARR Information Governance Committee (IGC) and general Information Governance activity within the School.

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 School information governance email address, responding or forwarding where appropriate.

Co-ordinate the ScHARR annual return to the NHS Digital 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 School’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 School’s research information governance responsibilities.

Terms of Working

Quorum

The IG Committee meetings require the meetings to be chaired by the ScHARR IG Lead (or the IG Manager if the IG Lead 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 IG Toolkit Assessment for ScHARR. 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 ScHARR 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 ScHARR 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 chair of committee

The first Lead of the Committee was appointed by the Dean to oversee establishment of the IG process within the School. Following a review of the role the Dean of ScHARR included this responsibility within the role of Deputy Dean of ScHARR.

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, redacted where appropriate, are available for information for ScHARR staff only from the IG Minutes page. Please respect the confidential nature of these documents.

For more information about the Committee

Contact the IG Administrator - Jenny Doole or the Committee address scharr-ig@sheffield.ac.uk.