Department Agreement for Providing Research-related Services

Researchers are responsible for identifying budgetary constraints if the services of other Fraser Health resources are required and to ensure that research needs can be accommodated within the service delivery constraints of patient care.

Each Fraser Health department (this can include a service delivery area) has the authority to carry out activities required for specific research activities if these can be executed while normal service delivery for patient care is maintained.

This section will guide researchers through the process of collecting required approvals, if applicable to the research, from different Fraser Health department and/or service delivery areas. 

In addition, the requirements for obtaining access to health record information from either Information Services - Health Records or Decision Support are explained.

Department/Area Agreement Process

Fraser Health Research Policies provides details on the requirements for this process and procedures, and the process for obtaining the approval of departments and service areas to provide research-related services (refer to Section 4.3 b in that policy).  The basic process is described below:

1. Identify the departments that will be asked to provide services required by the research protocol.
• Departments/services that may authorize the provision of research-related services to researchers include, but may not be limited to:
• Anatomical Pathology
• Biomedical Engineering
• Communicable Disease Prevention 
• Decision Support
• Health Records
• Information Technology
• Laboratory Medical Services   
• Medical Imaging
• Patient Care
• Operating Rooms
• Use of Acute and Community facilities
• Pharmacy
• Pathology
• Procurement (Purchasing)
• Surgical Services
2. Obtain the Fraser Health Departmental Agreement for Providing Research-related Services DAR form.
• Detailed instructions for using the form are included with it.
• Note that copies of this form may be used for the different departments.
3. Initiate process to obtain department/service area approvals. Note these approvals may be obtained in parallel with that of the submission for ethical review.
• For clinical trials, obtain department approval before the clinical trial budget is finalized and the Clinical Trial Agreement (i.e. contract) is executed.
• For grant sponsored studies, obtain department approval before the grant is submitted for funding. 
• For unfunded studies, provision of services is at the discretion of the department/area.
4. Contact the individual departments/areas listed below, as applicable, for specific department/service area requirements and fee schedules.  
• Individual departments/service areas may require that the researcher submit the research protocol/proposal to their department to assist with costing services.   
• Each department negotiates costs based on their own cost structure. 
5. Once agreement has been negotiated, obtain the signature of the individual with signing authority for the specific department/ service area.
6. Fax/mail the completed and signed DAR form(s) to Research Ethics Coordinator.
7. When all applicable approvals are in place (see Framework for Conducting Research), the Director, Research will issue the Fraser Health Letter of Authorization (LOA) to proceed with the research study to the principal investigator. 
8. Provide a copy of the LOA to departments/service areas as Fraser Health authorization for service provision.

Privacy and Confidentiality Requirements for Obtaining Access to Personal Information for Research

B.C. Privacy Legislation FH complies with the B.C. privacy legislation, specifically the Freedom of Information and Protection of Privacy Act (FOIPPA) which regulates the use of personal information collected by public bodies, such as health care institutions and schools. 

Section 35, in particular, pertains to the use of personal information for research purposes. 

Section 35a restricts the use of personal information and prohibits its use for contacting prospective subjects to invite them to participate in research.

An amendment to FOIPPA, known as Bill 73, also restricts the transmission of identifiable data outside of Canada and requires explicit consent from the owner of the data (for example, the patient or prospective subject) before identifiable data can be sent outside of the country (Section 30.1).

• Office of the Information and Privacy Commissioner 
• Section 35
• The complete act

Fraser Health Policies

The Collection, Use And Disclosure of Personal Information for Research-related Purposes policy provides guidance on the protection of the privacy and confidentiality of a prospective or enrolled resarch subject. 

The departments, such as Health Records or Decision Support, that have responsibility for the release of personal information under their control require that researchers sign a Data Access Agreement before information is released to them.  This agreement provides an assurance that the researcher will put into place appropriate safeguards to preserve confidentiality and to protect the research subject's identity from inappropriate disclosure should the information be identifiable.

In addition, the Fraser Health Research Ethics Board has specific requirements for obtaining informed consent for the use of personal information (including data and tissue), for the transmission of any identifiable personal information outside of Canada, and for maintaining the security of data throughout the course of the research study.  For specific information, see Fraser Health Research Ethics Board - Consent Form Templates.
 
The use of personal information obtained through a patient's interaction with Fraser Health is covered by our policies on Privacy and Security of Personal Information and Audit of Electronic Health Information Access.