 What: the Organisation Information Documents have been updated
Who: non-commercial sponsors, NHS/HSC research and development offices, NHS/HSC contract managers
When: now
The two Organisation Information Document templates have been updated.
- the main template is for use with all non-commercial research in the NHS/HSC
- the similar Data Processing only Organisation Information Document is for use between a partner university sponsor and NHS/HSC organisation with a joint research office (JRO)
What are the Organisation Information Documents used for?
The Organisation Information Documents have three functions:
- the outline Organisation Information Documents authorised by the sponsor are part of the IRAS approvals submission for studies in the NHS/HSC. They help the study-wide reviewers to understand the study better, including how it will be delivered, whether all participating organisations will do the same activities and what investigator oversight is needed
- to help the sponsor or applicant and the participating NHS/HSC organisation to discuss local set-up and delivery of the study. The localised Organisation Information Documents are shared by the applicant with the participating NHS/HSC organisations as part of the Local Information Pack. You should use the main body of the document to guide and record the outcome of discussions, whether or not it is also used as the contract for the study
- as the contract between the sponsor and the participating organisation for non-commercial, non-interventional studies. When also used in this way, you should agree any contract arrangements when discussing set-up and delivery in the main body of the document. This includes agreeing the financial arrangements. You should only complete the contractual appendices and participating organisation authorisation when the Organisation Information Document is being used as the contract for the study
What is the update to the main Organisation Information Document?
This update focuses on the Organisation Information Document's appendices. It aligns them with the equivalent clauses in the model non-commercial agreement (mNCA) for interventional studies. Minor updates have also been made to the main body of the Organisation Information Documents. These are the main updates to the appendices:
- appendix 1 - add in clauses for definitions, order of precedence and termination
- appendix 1 - minor modifications to cater for the Clinical Negligence Scheme for General Practices (CNSGP) in England (which is not a membership scheme)
- appendices 1, 4 and 5 - clarify the status of personal data and the handling of confidential information
- appendices 1 and 5 - clarify when clauses are relevant to both actual and any potential participants
- appendix 2 - provide further detail to facilitate payments
- appendix 4 - account for the status of the UK outside of the European Economic Area
What is the update to the Organisation Information Document for data processing only?
The data processing only Organisation Information Document is used when participating NHS/HSC organisations agree with their JRO university sponsor that they do not need to use the full Organisation Information Document, or a Local Information Pack. This Organisation Information Document provides a data processing agreement to comply with GDPR Article 28 (3). It has been updated to:
- add definitions
- account for the status of the UK outside of the European Economic Area
When should I use the new Organisation Information Documents?
Applicants should start using the new Organisation Information Documents from now.
You don't need to use a new version of the Organisation Information Documents if you have already done any of the following with a previous version:
- submitted the outline Organisation Information Documents with your IRAS application
- shared or received the localised Organisation Information Documents in the Local Information Pack
- sent or received the localised Organisation Information Documents to use as the contract
The previous Organisation Information Documents will continue to be accepted in IRAS submissions until the end of September 2024.
If you are a participating organisation, you might see the previous Organisation Information Documents for some time. We are not asking sponsors to transfer information already completed on an older Organisation Information Document onto the new template.
You should continue to use localised Organisation Information Documents that have been shared with you, which are based on the previous Organisation Information Document template.
Will other areas of the Organisation Information Documents be updated to help with study set-up?
Not yet. We know that this is an area where we can make further improvements. We are listening to the feedback you have already shared with us. We will get in touch with you about how you can continue to contribute your thoughts when we are ready to do further work in this area.
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