Skip Ribbon Commands
Skip to main content
RGS
 

Frequently Asked Questions (FAQs)

 

​1. Why can't I sign in after I have registered?

You may have entered your primary email incorrectly when initially signing up, so you will not receive the security code to enable you to log in. If this is the case contact RGS.Support@health.wa.gov.au

You may have locked yourself out of RGS if you have entered your primary email or password incorrectly 5 times. If this is the case contact RGS.Support@health.wa.gov.au to reinstate your access.

2. Why didn't I receive a security code?

You may have entered your primary email incorrectly when initially signing up, so you will not receive the security code to enable you to log in. If this is the case contact RGS.Support@health.wa.gov.au

Sometimes the security code is delayed by WA Health's servers, if the delay is longer than 20 minutes, try resending the code to your alternate email if you have access to it.

Sometimes WA Health's servers view RGS emails as spam. Check your junk or spam mail folders for your security code email.

3. Why can't I find a person's name to invite to be part of my project?

The person may not be a RGS user or they may not have requested the 'Research User' role when they signed up to RGS. Contact the person to clarify or alternatively contact RGS.Support@health.wa.gov.au to check the person's status in RGS.

4. Why can’t I add the role of PI to myself or another research group member?

You need to be a CPI or CPI Delegate to assign the PI role to a project member. 

5. Why can't I find a person's name to authorise my governance forms as a Hospital Administrator?

The person may not be a RGS user or they may not have requested the 'Hospital Administrator' role when they signed up to RGS. Contact the person to clarify or alternatively contact RGS.Support@health.wa.gov.au to check the person's status in RGS.

6. Why can’t I authorise the Ethics Information in the Project Details tab?

You must have the role of Coordinating Principal Investigator (CPI) or CPI Delegate to authorise the Project Header, Ethics Information and Investigator Contact Information.

​7. Why can’t I authorise the Governance Information in the Project Details tab?

You must have the role of Principal Investigator (PI) or PI Delegate to authorise the Governance Information. For single-site projects, if you are the CPI you must also add the role of PI so that you can authorise the Governance Information and governance forms.

8. What should I know from an ethics application perspective?

If uploading a NEAF, select 'HREA' as the document type, not 'Other'. If submitting a NEAF/HREA you must also complete the WA Specific Module as a form is RGS (don't upload it as a document).

If completing the WA Health Ethics Application Form you do not need to also submit the NEAF/HREA.

When uploading documents the name you type will be populated into the approval letters, so ensure it is the full title, not an abbreviation (e.g. Participant Information Consent Form not PICF).

All uploaded documents should have a version and date in the footer of the document. Please ensure the version entered into RGS matches the version number in the footer of the document.

9. What happens when my submitted forms and documents are validated?

When you receive a RGS validation email you need to go to view the validation comments, refer to Ethics Validation and Governance Validation. Valid documents will appear under the 'Submitted' section. Documents that have been 'AIRed' will have a new placeholder created under the 'Active' section, so that you can upload a revised version.

10. What should I know from a governance application perspective?

Most sites in WA Health will need their own Site Specific Assessment (SSA) Form and Budget Form, if in doubt on whether an Access Request Form could be used or more than one site can be put on a SSA Form, contact your local Research Governance (RG) Office. A SSA Form will be rejected by the RG Office if it contains the incorrect number of sites and you will have to delete it and start a new one. 

Each site must have a PI, though a PI can be responsible for a number of sites.

A Research Department must be created in the Budget Form, this is the department from which the research is initiated and usually the department that employs the PI. If the Head of the Research Department is also part of the project team, they can not authorise the Budget Form. It should be authorised by their line Manager.

11. What order should I invite the Heads of Department to quote/authorise the Budget Form?

The PI/PI Delegate should first add the Research Department and all the Supporting Departments to Budget Form. Whilst completing the Research Department costs, they should invite the Heads of the Supporting Departments to provide their quote and authorise their Supporting Department costs. Once complete, the PI/PI Delegate should enter the funding for both the Research Department and all the Supporting Departments. Once complete, they should invite the Head of the Research Department to authorise the Research Department budget and then the PI must authorise the whole budget. Refer to Help Wiki: Add, fill out and authorise a Budget Form.

12. What order should I invite the Business Manager, Divisional Director to authorise the SSA Form?

The Budget Form must be complete and authorised; and the PI must have signed the SSA Form; before the PI/PI Delegate should invite any Hospital Administrators (e.g. Business Manager, Divisional Director) to sign the SSA Form.

The Business Manager should be invited first and once they have signed the SSA Form, the Divisional Director (e.g. Service Co-Director) should be invited to sign the SSA Form. Note: For WACHS a Regional Director sign off will also be required. Once all Hospital Administrators have signed, the PI can authorise the SSA Form, and submit the SSA Form/Budget Form to the RG Office. Refer to Help Wiki: Add, fill out and authorise a governance form.

13. Why can't I create an Access Request Form for a site?

You need to nominate a PI (in addition to the CPI) for a site to allow an Access Request Form to be linked to that site. The same person can be the CPI and PI for the site.


Copyright © Department of Health WA  |  Terms of Use  |  Privacy Policy

Technical Assistance:

Hours: 9.00am to 5.00pm AWST (Mon - Fri)
WA Health employees: Contact your Service Desk for password and sign in issues
All other enquiries: Email RGS.Support@health.wa.gov.au