Terms of Reference

Health Informatics Centre (HIC) User Group (HUG)

Introduction

This Terms of Reference (ToR) serves as guidance to the group identifying the intentions and aims of the HIC User Group (HUG), established March 2024. This is to ensure clarity and alignment of objectives among HUG members. This group is open to all users of HICs Trusted Research Environment (TRE) and will advocate secure access to data, open science, and community building.

Purpose and Scope

The primary purpose of this group is to provide a positive engagement space to advance the utility of the TRE and build collective expertise between HIC as TRE providers, and all TRE users. The format will be a hybrid approach with both in-person and on-line monthly meetings scheduled for 1 hour. HIC staff will provide short talks (approximately 15 minutes) sharing their expertise and knowledge on one topic, followed by questions, answers, and open discussions based on the topic of that week.

Objectives

The objective of HUG is to provide a supportive space to share best practices in sensitive data analysis using TREs, and open science, learning from one another through active collaboration. These sessions will be relatively informal and should be considered a ‘safe space’ to learn and discuss commonalities amongst TRE users. Through regular communication and exchange of expertise, we aim to facilitate knowledge sharing, best practices dissemination and collaboration to enhance the efficacy of our services provided by HIC and world class research being carried out. The format and scope of the group is not fixed and will be reviewed after the initial launch.

Membership

All TRE users whether academic, clinical, commercial, and regardless of career stage are welcome to the group. There will be no hierarchical structures or specific member roles, other than the delivery of HUG meetings by HIC. TRE users are encouraged to join the group for professional development, community engagement and collaboration, access to resources, and networking opportunities. The hope is that HUG will mutually benefit all TRE users and HIC as TRE providers.

Behaviours

Members of HUG are expected to engage in respectful and professional communication at all times. Constructive feedback and active debate are encouraged, if provided in a supportive manner, aimed at improving the quality of science within the group. Inclusivity is critical for developing science and all members will have their perspectives valued and respected. The HUG will embrace diversity of all members with varying experiences, backgrounds, and insights. The HUG is also not intended for project specific work or active grant(s) project management or submission(s), but generic issues with learning and solutions. For specific project assistance you can contact HICSupport@dundee.ac.uk working along normal project processes. This ensures that this group remains focused on the advancement of TRE use.

Confidentiality

It is important to note that many members will be discussing the use of sensitive data and should prioritise the security of that in discussions. However, Chatham House Rules will apply, whereby information from the discussion is allowed to be used but speaker’s identities remain private. Members must adhere to the data security protocols outlined in the TRE User Agreement, with reference to the governance approvals and legal implications of data handling, i.e., no sensitive data will be disclosed via screen sharing for example. This level of professionalism is expected from all group members upholding appropriate professionalism and integrity.