Head of Department Approvals in REGIS
Public Health Organisations must be satisfied that, based on the information provided in the site specific application, a research project meets the following conditions:
- The investigators have the necessary skills, training and experience to undertake their role, and where necessary, appropriate training and supervision have been arranged;
- There are suitable and adequate facilities and resources for the project to be conducted at the site as proposed, and they are available for the duration of the project;
- The project has been costed appropriately and there are sufficient funds to cover the costs of conducting research at the site;
What are my responsibilities?
- Discuss the research project with the CPI/PI
- Assess whether the project meets appropriate governance requirements (1-3); and
- Promptly provide a declaration of support/no support for the project.
- Be available to discuss the project with the CPI/PI;
- Assess whether the project requires additional resourcing (through either financial or in-kind support) or whether the Department can support the project through existing resources; and
- Promptly provide a declaration of support/no support for the project.
A breakdown of the Roles and Responsibilities of the Head/Supporting Head of Department is available here: Site Specific Assessment Roles and Responsibilities
Head of Department: Head of Departments are those to whom the study team members report within the NSW Health Organisation. Head of Departments are usually divisional directors or other nominated authorities.
Supporting Head of Department: Supporting Head of Departments are responsible for providing additional support or services to the human research project conducted at the NSW Health Organisation.
*A department may select to move the Head of Department sign off up to a Divisional Director or delegate it to another authority.
How to provide the HOD response in REGIS?
Via the email link (log in not required)
Via logging into REGIS
If you would prefer to provide your decision by logging into REGIS and not using the link in the system generated email or the link has expired.
Prefer written guidance?
Download the Head of Department Quick Reference Guide which will guide you through both approval options.
I am no longer the HOD and/or have received this request in error.
You do not need to action the request. Please complete this form to notify the REGIS team and we will work with the local research office to connect the request to the correct person.
People move in and out of positions all the time and applicants are not always sure who to add to their application, we appreciate you letting us know.
How do I find approvals I have made in the past?
REGIS has been designed to filter out approvals that have been actioned, leaving only those applications that require action.
By adjusting the filters on your decisions page, when you log into REGIS, you can personalise your view to see all decisions.
HOD FAQ's
Q: I have received an email notification for an application but when I log in it's not there.
A: This often happens when a duplicate account has been set up using a different email address. Call the technical helpdesk and they can determine if another account has been set up in your name and can merge the two. Phone: 1300 073 447 | Email: support@f1solutions.com.au
Q: What if I am the Principal Investigator and the HOD?
A: Where the head of department is acting as the Principal Investigator, declaration must be obtained from the head of department’s manager. REGIS has a number of options to manage this scenario.
If this is a one off or happens infrequently: Do not add the Department in Part C of the application form
- If your manager also has a REGIS account, you can contact your research office after submitting the application and ask them to manually create the Head of Department request in REGIS. This will allow the system to send out the email request (preferred)
- You can add email evidence of the support request and approval at Part F of the application form
If this will occur multiple times a year:
- Your department may decide that it is appropriate for your manager to be the person who receives all research support requests through REGIS (preferred).
- Your department can have yourself and your manager listed in the dropdown. Contact your local research office to update the system.
Q: I will be leaving this role soon, how do I get the details in REGIS updated?
A: If you will soon be leaving your role, please contact your local research office and let them know who will be taking over and from which date.
Q: What do the decision types mean?
A: There are 3 options available to a HOD.
- ABLE TO UNDERTAKE THE INVESTIGATIONS/ SERVICES
If the HOD classifies an application as ‘Able to undertake….’ they have discussed the application with the investigator, have reviewed the application and are indicating their approval for the project to go ahead. There are no conditions on this decision. - ABLE TO PERFORM THE INVESTIGATIONS/SERVICES INDICATED, IF THE FOLLOWING FINANCIAL ASSISTANCE IS PROVIDED
If the HOD classifies an application as ‘Able….if the following…is provided’ it implies in principle support, once additional requirements have been met. The HOD should specify these requirements in REGIS so they can be addressed by the Principal Investigator. The PI will address any requirements and show evidence to the RGO with submission documentation (in REGIS). The application will not be re-submitted to the HOD. - UNABLE TO UNDERTAKE THE INVESTIGATIONS/SERVICES INDICATED, ON THE FOLLOWING GROUNDS
The HOD can also classify an application as ‘unable to undertake…’. In this instance, the PI may discuss this decision directly with the HOD or the RGO/research administrator. They will need to determine whether an alternate HOD is more appropriate, if the STE can still proceed without this support or whether the application cannot proceed at the nominated site.
