ScHARR Information Governance Committee Version 15/03

Transcription

1 INFORMATION GOVERNAN C E MANAGEMENT School of Health and Related Research Information Governance Committee Contents INFORMATION GOVERNANCE COMMITTEE TERMS OF REFERENCE... 3 ScHARR Information Governance Lead: Role Description... 7 Information Governance Manager: Role Description... 9 Section Information Governance Lead: Role Description Information Governance Administrator: Role Description

2 2

3 INFORMATION GOVERNAN C E MANAGEMENT Information Governance Committee Terms of Reference VERSION 15/03 PRODUCED BY THE SCHARR INFORMATION GOVERNANCE COMMITTEE Professor R Maheswaran (Information Governance Lead & IG Lead PH) R W Wilson (IG Manager) J Coster (IG Lead HSR) Dr A Loban (IG Lead DTS) B Kearns (IG Lead HEDS) C Willis (CiCS) M Tinker (ScHARR IT) J Spooner (Administration) 3

4 Name of Committee ScHARR Information Governance Committee for Research Remit of Committee NB: The IG Committee s remit only relates to research and research related activities. To: ensure that all tasks and activities relating to the management of information governance (IG) within the School are carried out; oversee IG training within the School; manage the annual IG Toolkit application; review on annual basis the School IG Policy in the light of the IG Improvement Plan; investigate serious information incidents; review policies; carry out audits of compliance with IG requirements; maintain the Register of Information Governance Training and Compliance; maintain the Register of Information Assets; maintain the Register of Confidentiality and Information Sharing Audits; maintain the Register of Authorised Mobile and Teleworkers; oversee the addition of new research projects to the ScHARR IG Toolkit listing; to establish sub-committees to carry out specific defined tasks and co-opting other staff as appropriate in order to carry out these tasks; report to the ScHARR Executive Group at quarterly intervals and on other occasions as appropriate. 4

5 List of posts on the committee and names of people currently in post POST Chair and ScHARR IG Lead IG Manager Deputy IG Manager Administrator Section IG Leads DTS HEDS HSR Public Health ScHARR IT Representative CURRENT HOLDER Ravi Maheswaran Richard Wilson Amanda Loban Jane Spooner Amanda Loban Benjamin Kearns Joanne Coster Ravi Maheswaran Mark Tinker CICS Representative Quorum Chris Willis 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 and a three-year term for IG Manager and IG Administrator (or sooner if a role becomes vacant), an internal advertisement will be circulated and a suitable candidate selected from the applicants. Representatives from ScHARR IT and CICS will be appointed by their respective group / department. Process for rotation of chair of committee The first Chair of the Committee was appointed by the Dean to oversee establishment of the IG process within the School. After a three-year term, an internal advertisement will be circulated and a suitable candidate selected from the applicants. The Chair will always be a senior member of the School academic or academic-related staff, with ultimate responsibility for selection and appointment residing with the Dean of the School. Frequency of meetings The Committee will meet at monthly intervals. Usual time of meetings To be determined by the Chair after consultation with the Committee. 5

6 Location of minutes Minutes of meetings will be stored within the Information Governance folder on the shared drive. Contact details for information about the committee Contact the IG Administrator - Jane Spooner (j.spooner@sheffield.ac.uk, Tel 22965). Author: Professor R Maheswaran Committee Chair Sig: Date: 27/03/2015 6

7 INFORMATION GOVERNAN C E MANAGEMENT ScHARR Information Governance Lead: Role Description VERSION 15/03 PRODUCED BY THE SCHARR INFORMATION GOVERNANCE COMMITTEE Professor R Maheswaran (Information Governance Lead & IG Lead PH) R W Wilson (IG Manager) J Coster (IG Lead HSR) Dr A Loban (IG Lead DTS) B Kearns (IG Lead HEDS) C Willis (CiCS) M Tinker (ScHARR IT) J Spooner (Administration) 7

8 Role Title ScHARR Information Governance Lead Normal tenure in role Three years Process for selection/reselection Nominated by the Dean following a School-wide internal advertisement for interested parties. 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/resonsibilities 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 ensure that the Information Governance Committee s guidance on information handling is communicated to all ScHARR staff; to co-ordinate the activities of staff given data protection, confidentiality and Freedom of Information Act 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. Author: Professor R Maheswaran Committee Chair Sig: Date: 27/03/2015 8

9 INFORMATION GOVERNANCE MANAGEMENT Information Governance Manager: Role Description VERSION 15/03 PRODUCED BY THE SCHARR INFORMATION GOVERNANCE COMMITTEE Professor R Maheswaran (Information Governance Lead & IG Lead PH) R W Wilson (IG Manager) J Coster (IG Lead HSR) Dr A Loban (IG Lead DTS) B Kearns (IG Lead HEDS) C Willis (CiCS) M Tinker (ScHARR IT) J Spooner (Administration) 9

10 Role Title Information Governance Manager Normal tenure in role Three years Process for selection/reselection A nomination will be put forward by the Information Governance Lead to the Dean for approval following a School-wide internal advertisement for interested parties. 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 manage the process by which new projects are added to the School IG Toolkit listing; 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 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 HSCIC 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. 10

11 Author: Professor R Maheswaran Committee Chair Sig: Date: 27/03/

12 12

13 INFORMATION GOVERNAN C E MANAGEMENT Section Information Governance Lead: Role Description VERSION 15/03 PRODUCED BY THE SCHARR INFORMATION GOVERNANCE COMMITTEE Professor R Maheswaran (Information Governance Lead & IG Lead PH) R W Wilson (IG Manager) J Coster (IG Lead HSR) Dr A Loban (IG Lead DTS) B Kearns (IG Lead HEDS) C Willis (CiCS) M Tinker (ScHARR IT) J Spooner (Administration) 13

14 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/resonsibilities 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 the first point of contact for requests regarding inclusion on the ScHARR Toolkit Organisations which this assessment covers listing; to process requests for authority to undertake mobile computing; 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. Author: Professor R Maheswaran Committee Chair Sig: Date: 27/03/

15 INFORMATION GOVERNAN C E MANAGEMENT Information Governance Administrator: Role Description VERSION 15/03 PRODUCED BY THE SCHARR INFORMATION GOVERNANCE COMMITTEE Professor R Maheswaran (Information Governance Lead & IG Lead PH) R W Wilson (IG Manager) J Coster (IG Lead HSR) Dr A Loban (IG Lead DTS) B Kearns (IG Lead HEDS) C Willis (CiCS) M Tinker (ScHARR IT) J Spooner (Administration) 15

16 Role Title ScHARR Information Governance Committee Administrator Normal tenure in role Three years Process for selection/reselection Selection by the Dean following an internal advertisement for interested parties. Role overview To be responsible for providing administrative support to the ScHARR Information Governance Lead (IGL), the ScHARR Information Governance Manager (IGM), the Section Information Governance Leads (SIGLs) and the ScHARR Information Governance Committee (IGC). Main duties/resonsibilities to attend meetings of the IGC and act as IGC secretary, recording their deliberations and preparing minutes of the meetings; to liaise with the IGM and IGL in the preparation of agendas for the IGC meetings; to circulate to the members of the IGC the minutes and agendas pertaining to the IGC; to poll for suitable dates for IGC meetings and ensure room bookings for IGC meetings; to monitor s from the School information governance address, responding or forwarding where appropriate; to assist in the maintenance and record-keeping of the various information governance Registers; to provide such administrative or secretarial support to the SIGLs as may be appropriate in relation to execution of the School s research information governance responsibilities; to undertake such other duties of an administrative nature as the IGL or the IGM may from time to time require in order to discharge the School s information governance responsibilities; to disseminate and publicise as appropriate IG Committee decisions and policies and ensure relevant and up to date information is displayed on the School s IG web pages. Accountability Reporting to the IGL and the IGM. Author: Professor R Maheswaran Committee Chair Sig: Date: 27/03/