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Upload supporting documents

Other references

Researchers User Guide (Part A)

Researchers User Guide (Part B)

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RGS supporting document templates

Ethics Supporting Document Templates

The following ethics supporting documents are available from the RGS as document templates. These can be completed externally and uploaded to the RGS as supporting documents:

  • Research Protocol Templates
  • Participant Information & Consent Forms.

Governance Supporting Document Templates

The following governance supporting documents are available from the RGS as document templates. These can be completed externally and uploaded to the RGS as supporting documents:

  • Student Research and Confidentiality Declaration
  • Confidentiality Agreement
  • Clinical Trial and Clinical Investigation Research Agreements
  • Research Agreements
  • Indemnity Forms. 

Upload a supporting document

Supporting documents can be added at any time in the Applications tab after the project workspace has been approved.  Project Details do not have to be authorised. 

Ethics Supporting Documents

In addition to forms, you can add ethics supporting documents relevant to your project (e.g. participant information and consent forms, recruitment letters, survey tools, information brochures). As a minimum all research projects should have a protocol added as a document.

Currently the NHMRC's Human Research Ethics Application (HREA) is not available in the RGS. To facilitate its submission to WA Health HRECs, the HREA must be completed externally and uploaded to the RGS as a supporting document. The HREA must accompany the WA Specific Module.

Governance Supporting Documents

In addition to forms, you can add governance supporting documents relevant to your project (e.g. sponsor contracts, site participant information and consent forms, insurance certificates and indemnity forms).

Process for Ethics and Governance

1. In the project's workspace, click on the 'Applications' tab.

Forms and Docs menu.png 

2.  Under the appropriate section (i.e., Ethics Approval or Site Authorisation), click 'Add' under the 'Active' header and 'Documents' grid:

   Supporting Document.jpg

3.  The screen will automatically launch the screen 'Add Project Documents'. Select the 'Document Type' from the list provided. For governance documents you have the option of selecting draft and final documents. Drafts are normally unsigned documents that may require review and approval to ensure they are correct before the final submission.

   Supporting Document1.jpg
 

​4.  Enter a 'Document Name'.  For governance documents you must choose an 'Associated form', except for the 'Confidentiality Agreement' under 'Document category' draft or final. Fields under the 'Document Details' section are optional at this point, but you may wish to provide the 'Version number', 'Version date', and whether the document is a hard copy (paper) or soft copy (electronic). Please ensure you enter the correct document name (not the file name), version number and version date; as the data entered will appear in your final approval letter and cannot be changed by the administrators. Please avoid using underscores in document names . Click 'Save' and then 'Close' to return to the 'Applications' tab.

Ethics Sample:

Forms and Docs add project docs-2.png 

Governance Sample:

 Add Project Documentsv2.jpg

5.  Based on your selection in 'Is this a hard copy (paper) or soft copy (electronic) document?', these fields are mandatory:

Hard Copy (paper)

Forms and Docs add project docs-3-hard.png     

Soft Copy (electronic)

Forms and Docs add project docs-3-soft.png

6.  Click 'Save' to save changes or 'Cancel' to discard any changes made.

7.  If a hard/soft copy has been provided, the document's status will be set  to 'Authorised'.  If the document is a hardcopy then there will be no hyperlink in the name.

Forms and Docs add project docs-4.png

Edit a supporting document

1. Prior to submission, you can edit a supporting document. Select the document and click 'Edit'.

Edit document.JPG 

2. The Edit Project Document screen will launch. Click 'Authorise' to authorise the document in this screen (you don't need to click 'Save'). Alternatively you can update document details, click 'Save' to retain your changes or 'Cancel' to discard them.

Edit document2.JPG 

Sort Documents

 Both Forms and Documents can be sorted by clicking on column name that you want them sorted by, clicking the name again will reverse the order.

2018 Document Sorted.JPG

 

Other references

Researchers User Guide (Part A)

Researchers User Guide (Part B)


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