More than Low Risk Research

Page Contents

General Information | Registration of Projects | Application Information | Submission RequirementsNotification of Review Outcome | After Approval

Please note that this section does not apply to the following types of studies:

 

Important information for researchers 

 The new Ethics Review Manager (ERM) system will replace Online Forms in Victoria and Queensland on 16 July 2018. 

In order to migrate data from the old database AuRED into ERM there are some key dates which will have an impact on researchers who are working on a new application.  

You will not have access to an ‘active’ application forms website from 5.00pm on Monday 9 July until Monday 16 July. You will not be able to create or submit an application (HREA, SSA or LNR form) during this period.

More information regarding how this change may impact you is available from the links below:

 

All research where the foreseeable risk is greater than that of discomfort to participants, patients, clients, residents or staff of Peninsula Health, whether undertaken by a Peninsula Health staff member or an external researcher, must be reviewed by the Peninsula Health Human Research Ethics Committee (HREC).

The HREC reviews research projects in accordance with the values and principles outlined in the National Statement on Ethical Conduct in Human Research (2007).

General Information

Researchers are expected to be familiar with the following legislation, guidelines and policies (as a minimum) relating to research:

Registration of projects and the scientific review process

Submit a protocol (templates below) to ResearchEthics@phcn.vic.gov.au

The protocol will be reviewed by the Manager Office for Research to ensure it meets the criteria for HREC review and to determine if Scientific Advisory Subcommittee (SAS) review is required.  You will be notified by email of the outcome of this review.

Click here for an outline of the new scientific review process and here for a summary.

Protocol templates

Protocol templates and guidelines are available to assist you in writing this document.

  • For Clinical Trials – Template available from Clinical Research Development Office at Murdoch Children’s Research Institute.  Protocol must comply with Good Clinical Practice. 

Application Information

Below is a list of the documents required for submission. Incomplete applications will not be accepted for review by the HREC.

All applications must:

  • Contain documents which have a version number and date (no draft documents will be accepted)
  • Comply with the submission instructions

ETHICS APPLICATION FORMS

  • Mandatory for all applications

 

 

HREC Coversheet

Must list all documents relating to the submission and be signed by the Principal Investigator

Human Research Ethics Application (HREA)

To be completed through Australian Online Forms for Research website. First time users will need to create an account

Victorian Specific Module (VSM)

Addresses Victorian specific legislative requirements not covered in the HREA. Only complete and submit sections relevant to the project. VSM Guidelines to assist completion are available.

ETHICS SUPPORTING DOCUMENTS

  • Depending on the project, some or all of these documents may be required

 

Protocol

(Mandatory for all projects)

Must match the protocol submitted as part of the project registration. See ‘Registering a project’ section above

Participant Information and Consent Forms (PICF)

  • Use the template appropriate for your project

 

 

Must use the templates available from Department of Health and Human Services. Other formats are not accepted.

Data Collection Tools including:

  • Questionnaires
  • Surveys
  • Focus group questions/themes
  • Telephone questionnaires
  • Data collection forms / Case report forms

This includes a printed version of online surveys and validated assessment tools.

Advertising/Recruitment Material

  • Letter / Email invitation
  • Posters
  • Brochures / Leaflets etc
  • Content for media (including radio, print and digital / social media)

See Advertising Guidelines

Additional Documents for Clinical Trials

  • Investigator Brochure / Product Information
  • Instructions for participants
  • Any other documents required under GCP

See Note for the Guidance on Good Clinical Practice Annotated with TGA Comments

Investigator CV for each researcher (if one has not been submitted in the previous 3 years)

Investigator CV Template available

Full CV is not required

Projects involving ionising radiation

Contact the Manager Office for Research  

Ethics Payment Form

Refer to the Payment Form and complete relevant section (if applicable)

RESEARCH GOVERNANCE APPLICATION

  • Mandatory for all applications

 

Site Specific Assessment (SSA) Form

To be completed through Australian Online Forms for Research website.

Must be linked to the HREA (help information available from website)

RESEARCH GOVERNANCE SUPPORTING DOCUMENTS

  • Depending on the project, some or all of these documents may be required

Clinical Trial / Collaborative Research Agreements

Contact the Manager Office for Research if you are unsure if this is required for your project 

Resource Centre Declaration and Service Request Forms

Forms to be used by the service department to determine the cost of the services requested.  These are not considered as part of the research governance review but are to be sighted as part of the application.

Clinical Trial Notification (CTN) is completed online.

For projects involving the use of unapproved therapeutic goods. See TGA guidelines. Contact Manager Office for Research.

Indemnity

Contact the Manager Office for Research if you are unsure if this is required for your project.

Certificate of Currency

(Insurance)

Must provide sufficient evidence that the commercial sponsor or CRO meets minimum insurance requirements.

 

Additional Requirement for single-site clinical trials involving drugs

The HREC will not approve single-site clinical drug trials until approval has been granted by the Peninsula Health Drugs and Therapeutics Committee. Please contact the Drugs and Therapeutics Committee Convenor on 9784 7601, or email Ben Leung for further information.

Submission Requirements

Click here for HREC meeting dates and submission deadlines for 2018.

Research applications will be returned if they do not comply with the submission requirements.

A maximum of 5 new applications will be reviewed at each HREC meeting. The first 5 completed applications submitted will be accepted. An application is considered complete when it complies with the submission instructions and includes all required signatures.

Pre-Screen Submission (Due by New Study Pre-Screen Deadline)

Ensure electronic files are labelled according to the Requirements for Naming Electronic Documents.

Email completed application to ResearchEthics@phcn.vic.gov.au. Application does not need to be signed at this stage.

The application will undergo preliminary review by the Office for Research who will make recommendations regarding the final submission where required.

Final Submission (Due by Agenda Closure Deadline)

Submit electronic copy of full application (including any documents modified based on feedback from the Office for Research) via Online Forms website.  

Submit hard copy documents to the Office for Research.  Documents required in hard copy include:

  • Required number of copies (as applicable) of
    • Agreement – signed by sponsor and Principal Investigator
    • Indemnity – signed by sponsor

Electronic signatures are preferred on application forms. Scanned signatures are acceptable as long as the original signed documents can be provided on request (such as during an audit). Original signatures are required on CTRA and Indemnity documents.

Notification of Review Outcome

The outcome of the HREC review will be emailed by the Office for Research to the research application contact person within 7 days of the HREC meeting.  The outcome will detail the decision of the HREC and any modifications/amendments required before the approval to commence letter is issued. 

Research must not commence until a formal signed approval has been received.

After Approval

Researchers must comply with the monitoring and reporting requirements for approved research detailed in the approval to commence letter. 

Requirements and submission templates for post-approval changes and reporting are available from here.