Skip Ribbon Commands
Skip to main content
RGS
 

Quick Start for Researchers & Hospital Administrators

​ 

Here's how to step through RGS, as a Researcher or Hospital Administrator.  Follow the steps in order.

Quick Start for Researchers (1).PNG 

You need to be an active RGS user to access the projects and other features. 

If you are a WA Health employee, click here.  Otherwise, if you are a non WA Health employee, click here.

 Quick Start for Researchers (2).PNG

Once your request for access has been approved, you may now log in to RGS.  For Help, click here.

Quick Start for Researchers (3).PNG 

You can now update or add to your profile details so that they can be used in future applications. For Help, click here.

       Quick Start for Researchers (4).PNG

If you are the CPI, you will need to create a new project workspace and nominate at least one site where the project will be conducted.

For Help, click here.

Q1.JPG 

Q2.JPG  

The CPI/CPI Delegate or PI/PI Delegate must add all the project sites that are covered by the ethics approval and site authorisation into the Sites tab. These sites will populate into the ethics/governance forms and allow Project Members to be associated with individual or all sites.  The sites nominated in the 'Create Project' form will automatically populate into the Sites tab but additional sites can be added/removed at any time. For Help, click here. Q3.JPG
The CPI/CPI Delegate and PI/PI Delegate must add all Project Members that are covered by the ethics approval and site authorisation into the Members tab. It is important to understand RGS Roles before adding Project Members and their roles to the project (especially the 'sponsor' role).

When adding Project Members they must be associated with individual or all sites, which will dictate their access to site specific forms/documents. The Project Members nominated as investigators (i.e. CPI, PI, AI) will have their profile details populated into the ethics/governance forms.

The CPI nominated in the 'Create Project' form will automatically populate into the Members tab but additional Project Members can be added/removed at any time. The CPI or CPI Delegate must add the PI(s). In single-centre research, the CPI must also add them self as PI to authorise the governance application. The CPI and PI(s) can nominate Delegates to action most responsibilities in RGS, except for signing/authorising forms. For Help, click here

   Q4.JPG

All investigators (that are covered by the ethics approval and site authorisation) who have a conflict of interest to declare must complete their own 'Conflict of Interest Form' in the Declarations tab. These declarations will populate into the ethics/governance forms.

All Project Members that sign a Declaration of Confidentiality when joining the project will have their form recorded in the Declarations tab. For Help, click here.       
      Q5.JPG

Project Members must complete the 4 sections of the Project Details tab and mark them complete. Complete the 'Ethics information' before the 'Governance Information' section due to branching of questions.  

The CPI/CPI Delegate must authorise the Project Header, Ethics Information and Investigator Contact Information, before the information can populate into the ethics forms.  A CPI/CPI Delegate can authorise all sections, except for the Governance Information. 

The PI/PI Delegate must ensure the Project Header, Ethics Information, Governance Information and Investigator Contact Information are authorised, before the information can populate into the governance forms. A PI/PI Delegate can authorise all sections, except for the Ethics Information. For Help, click here .

Q6.JPGOnce the Sites, Members, Declarations and Project Details tabs are completed Project Members must add and complete the ethics/governance forms in the 'Active' section of the Forms & Documents tab. The forms will be populated with information added in the Sites, Members, Declarations and Project Details tabs. Any changes to populated information must be made in these tabs, as it is used for reporting. Additional free text will need to be added to the forms to complete them.

Ethics Forms:

All Project Members can add/complete 'Active' ethics forms, but the CPI must sign/authorise them before submission. PIs must also sign the WAHEAF. For Help, click here.

Ethics Documents:

All Project Members can add 'Active' ethics documents, but the CPI/CPI Delegate must authorise them before submission. For Help, click here.

Governance Forms:

The CPI/CPI Delegate or Project Members belonging to a site (i.e. PI/PI Delegate, AI, RGM, Sponsor) can add/complete 'Active' governance forms for that site (the sponsor is unable to view the Budget Form). The PI/PI Delegate must invite Hospital Administrators (HA) to quote/authorise the forms before the PI can authorise them before submission. Depending on the type of governance form the PI must sign the form before or after the HA.  The Budget Form should be authorised by all HAs before HAs are invited to authorise the SSA Form.

For Help with Budget Form, click here. For Help with Access Request/ Site Specific Assessment (SSA) forms, click here.

Governance Documents:

The CPI/CPI Delegate or Project Members belonging to a site can add 'Active' governance documents for that site, but the PI/PI Delegate must authorise them before submission. For Help, click here.

  Q7.JPG
The PI/PI Delegate must invite the relevant HA to authorise the Access Request, Budget or SSA forms in the Forms & Documents tab before they can authorise and submit them to the RG Office.

Budget Form:

Once invited, the Head of a Supporting Department (HoSD) must provide a quote and authorisation for their department's services on the Budget Form. For Help, click here.

Once invited, the Head of the Research Departments (HoD) must provide authorisation for the budget at that site on the Budget Form. For Help, click here.

Access Request/ SSA forms:

Once invited, the HAs must provide authorisation for either access to the site or conduct of the project at the site on either the Access Request or SSA forms. For Help, click here.Q8.JPG Ethics Forms and Documents:

When all 'Active' forms and documents for the ethics application are authorised in the Forms & Documents tab, the CPI or CPI Delegate can submit them to the HREC(s). Ethics forms and documents must be submitted to the HREC as a package by the CPI or CPI Delegate.

The Ethics Executive Officer (EEO) will validate the 'Submitted' forms and documents and provide a validation decision for the Project Members to view in the Forms & Documents tab by clicking the link on the validation date. Valid submissions will be tabled at the next HREC meeting. For Help, click here.

Governance Forms and Documents:

When all forms and documents for the governance application are authorised in the Forms & Documents tab, the PI or PI Delegate can submit them to the RG Office. Governance forms and documents can be submitted to the RG Office individually by the PI or PI Delegate.

The Research Governance Officer (RGO) will validate the 'Submitted' forms and documents and provide a validation decision for the Project Members to view in the Forms & Documents tab by clicking the link on the validation date. Valid submissions will be reviewed by the RGO. For Help, click here.

 

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