Diversity in Clinical Trials Initiative

Phase 1: The scope of the University’s policies regarding the DCTI will be developed and the project phases will be formulated into an implementation plan. Input from our research community, institutional and community partners, and other interested parties will be actively solicited. The DCTI Task Force will conduct town halls in summer 2024 (dates TBD) to engage with the UW Community and external research partners to answer questions and hear community feedback.

Phase 2: Once the policies are developed, the Task Force will identify resources, continue to build out the implementation plan and begin to train research teams. The implementation plan will include a phased rollout of the policy which is to begin one year after its announcement.

Phase 3: Implementation of the Diversity in Clinical Trials Initiative will begin. New studies submitted to the IRB on or after this date will need to follow the Diversity in Clinical Trials policies.

How is “underrepresented community” defined?

The DCTI uses the HB 1745 definition which defines an “underrepresented community” or “underrepresented demographic group” as a community or demographic group that is more likely to be historically marginalized and less likely to be included in research and clinical trials represented by race, sex, sexual orientation, socioeconomic status, age, and geographic location. The DCTI acknowledges there are other underrepresented groups in research (e.g., pregnant women, people with disabilities) and researchers are encouraged to consider inclusion of these groups where appropriate.

The work towards implementation of the DCTI is underway and is being overseen by members of the UW Medicine Office of Healthcare Equity and led by a Strategic Leadership Committee comprised of interested parties and subject matter experts that make up the Diversity in Clinical Trials Initiative Task Force. There are also five working groups supporting implementation of various aspects of the bill.

HSD is responsible for developing a set of institutional policies and supportive guidance for researchers to comply with the bill requirements. Other working groups are looking at such things as necessary pre- and post-award resources for researchers and how best to engage different community partners.

June 18, 2024 HSD Newsletter – Special DCTI Edition

May 7, 2024    HSD Newsletter – DCTI Scope, Project Timeline, and Implementation Team

April 2, 2024    HSD Newsletter – Introduction to WA State Diversity in Clinical Trials Bill

UW Medicine Language Access & Cultural Advocacy is responsible for:

• Providing information about and access to interpretation, translation, and ancillary communication services to clinical researchers
• Support researchers wishing to complete bilingual staff assessments
• Serve as a resource for questions about language access inside and outside of UW
• Provide information about language access regulations and best practices
• Create a process for invoicing/payment for interpreter services (spoken/sign language)

Website (requires UW NetID) for Clinical Trials Language Access Resources

Includes:

• Language Access term definitions
• Grant writing considerations
  • Costs for interpretation and translation
  • Sample Document Translation Cost Breakdown
  • Links to contact information for vendors contracted with UW Medicine
• Checklist of considerations when planning community consultation and language access
• FAQs
• Establish a process for invoicing/payment for interpreter (spoken/sign language)
• Collaborate with OHCE for community consultation resources and best practices
• Educate interpreters and communities in our region about HB1745
• Collaborate with HSD on interpretation for short form consents

The Office of Healthcare Equity (OHCE) is excited to announce several initiatives aimed at strengthening our community engagement efforts in research.

Building Partnerships: OHCE is actively seeking to formalize relationships with existing and new community-based organizations (CBOs) to encourage their participation in UW Medicine research activities. This summer, we will be attending and supporting events to connect with these CBOs and community members.

Expanding Reach and Optimizing Resources: We recognize the importance of including underrepresented populations in research endeavors. OHCE is committed to building connections with these communities and will be actively seeking their participation. To further support these efforts, we will be hiring staff positions to support this work.

Centering Community Voices: By strengthening our community partnerships and expanding our reach, OHCE aims to ensure that all voices are represented in UW Medicine research, ultimately leading to more equitable health outcomes. OHCE will be working to ensure community voices are engaged across multiple facets of this effort.

The role of the Human Subjects Division (HSD) is to develop a set of institutional policies and supportive guidance for researchers that meet the requirements of the DCT bill including:

• Identification and recruitment of underrepresented demographic groups.
• Collaboration with community-based organizations (CBO).
• Use of methods recognized by FDA to identify and recruit members of underrepresented groups.
• Use of culturally specific recruitment materials.
• Use of translated materials with Limited English Proficiency (LEP) study participants.
• Provision of interpretive services for LEP participants.
• Provision of electronic consent.

There are several deliverables HSD will be creating or revising (e.g., guidance, updated IRB applications forms) which will eventually live on the HSD website.

HSD is currently gathering feedback and finalizing the general policy/approach toward implementing the DCT bill requirements. Drafting content for the specific deliverables including the diversity plan format, and new guidance on equitable selection of subjects and recruitment/enrollment of Limited English Proficient participants.

Details to come.

Details to come.