Access and Use of Research Administration Information within the University through TRIM Guide

Scope

The expansion of TRIM access to electronic research grants and contracts provides faculty research administrators with access to information which is sensitive, often confidential and which may lead to conflicts of interest.

It should be noted that access to TRIM will only be given following training and the completion of forms which explicitly recognise the responsibilities that users of TRIM have in accessing its information.

This Guide aims to provide a set of guiding principles that should be used to protect the confidentiality of research administration information within the University and also to ensure that no unfair advantage is given or received from such access.

Definitions:

1.  Authorised Research Administrator means:

·  Monash Research Office Staff

·  Faculty Research Managers

·  Business Development Managers

·  Research & Revenue Accounting Services staff

Please note Faculty Research Managers may choose to nominate one ‘back up’ person to be approved as an additional “Authorised Research Administrator”.

2.  Confidential information means information that by its nature confidential, is not available publicly, or through Monash’s Business Intelligence Service (BIS)

1.  Confidentiality and Authorised Use

Unauthorised disclosures may cause harm to individuals or give an individual, department/faculty within Monash University (or outside of it) an improper advantage in relation to research related activities. The integrity and credibilityofMonash University may also be damaged if it appears unable to keep information secure. Therefore:

·  Authorised Research Administrators are entitled to examine records related to research administration solely in the courseoftheir duties, including research administration information that is available in University systems (e.g. TRIM, Research Master etc.). Such records should, however, be examined only when a demonstrated need exists, or for otherofficial research administration purposes.

·  Unless authorised to do so by the Director, Monash Research Office (or delegate), staff must make sure that they do not disclose, share or use any research administration information for other than their work-related purposes.

·  Authorised Research Administrators must not share their TRIM (authcate) password and/or otherwise give access to TRIM using their Authorised Research Administrator credentials.

2.  Other Related Policies and Procedures

The following Monash University policies/statements are relevant to the Access and Use of Research Administration Information within the University through TRIM and should be read and adhered to by Authorised Research Administrators:

Policies

·  Information Technology Use Policy- for Staff and Other Authorised Users http://www.policy.monash.edu/policy-bank/management/its/it-use-policy-staff-and-authorised.html

·  Research Data Management Policy

http://www.policy.monash.edu/policy-bank/academic/research/research-data-management-policy.html

·  Recordkeeping: Policy

http://www.policy.monash.edu/policy-bank/management/its/recordkeeping-policy.html

Procedures & Statements

·  Conduct and Compliance Procedure – Conflict of Interest (including Conflict of Interest in Research)

http://www.adm.monash.edu.au/workplace-policy/conduct-compliance/conflict-interest.html

·  Monash University Ethics Statement

http://adm.monash.edu/human-resources/ethics/

3.  Guide to ethical decision making in relation to use of research administration information

To assist in fostering a climate of ethical awareness, conduct and decision-making in regards to the use of research administrative information/records, staff may find it useful to refer to or consider, either by themselves or in consultation with others or their supervisor, the following points:

·  Is the decision or conduct lawful?

·  Is the decision or conduct consistent with Monash University policy and in line with the University’s objectives and code of conduct in relation to research and research administration?

·  What will be the outcomes for the individual, their work colleagues, the University and other parties?

·  Do these outcomes raise a conflict of interest or lead to private gain at public expense?

·  Can the decision or conduct be justified in terms of the public interest and would it withstand public scrutiny?

4.  Process for obtaining Access to TRIM electronic research records by Authorised Research Administrators

TRIM Access Form - Research Records (includes electronic research grants and contract records) see - http://www.adm.monash.edu.au/records-archives/rmo/forms.html

·  Access to research records is only granted once the relevant TRIM training is completed. Training includes technical information on how to use TRIM, as well as information about appropriate use of TRIM and reminders that all activities in TRIM can be traced by audit logs. Training is provided by Records and Archives Services staff (eSolutions).

·  In order to complete the training, Authorised Research Administrators must complete (and have authorised) the above mentioned TRIM Access form.

·  It is important that applicants clearly indicate the types of records required to be accessed or created when completing the relevant TRIM Access form.

·  The form should then be returned to the eSolutions Service Desk at or Service Desk (eSolutions – Monash University – 700 Blackburn Road, Clayton VIC 3800)

More information is available at: http://www.adm.monash.edu.au/records-archives/rmo/forms.html

Once in TRIM, if a Faculty Research Manager (or their equivalent) is unable to gain access to a research file that they believe they should be able to see, the Faculty Research Manager should contact the Monash Research Office for advice/clarification.

Prepared: MRO/ RMO/USO/IE&C Page 3

Last updated: 2 April 2014