All research projects must be submitted for ethical and research governance review before a project can be given approval to commence.

The Melbourne Health Human Research Ethics Committee is constituted and operated in accordance with the National Statement on Ethical Conduct in Human Research 2007.

The application process

  • Complete all 15 steps to apply for HREC ethical review.
1. Obtain a Local HREC Project Number

Contact the Office for Research to obtain a Local HREC Project Number (example - 2015.001).

The Local HREC Project Number must appear in the top right-hand corner of all hard copies of each component of your application.

2. Obtain a multisite HREC number (multisite projects only)

Clinical trials and health and medical research projects

Call the Central Allocation System (CAS) for your project to be allocated to a reviewing HREC.

Central Allocation System telephone: (03) 9096 7395
Monday to Friday, 10am to 5pm EST.

This call will involve answering questions about your research and then you will be asked to provide relevant information. The call will take approximately 15 minutes.

CAS will provide you with a HREC reference number (example - HREC/11/MH/7).

Note that this number is different to a local HREC Project Number (example - 2015.001). Both these identifiers need to be documented on the submission.

3. Prepare HREC cover letter

Complete an HREC Cover Letter and and submit with your application.

4. Complete fee payment form

Download and complete the Application and Amendment Payment Form. Fees are payable up-front, at the time of initial submission of a research project.

Visit the Research Fees page for detailed information on all ethics and governance fees.

5. Complete Ethics Checklist

Complete the Ethics Checklist. This should be completed by the coordinating principal investigator (CPI).

The CPI is the person who will submit the research project to the HREC on behalf of other sites and coordinate the ethical submission.

6. Complete NEAF or LNR

Until 31 August 2017* the National Ethics Application Form (NEAF) via the Online Forms website must be used for ethics and governance/SSA applications to a research office at a public health organisation in Victoria, and for all National Mutual Acceptance (NMA) applications. The Coordinating Office for Clinical Trial Research provide an Online Forms Handbook. Download a copy of the Online Forms Handbook to assist you with creating, completing and submitting ethics and research governance applications. 

From 31 August 2017* you can create a Human Research Ethics Application (HREA) in Online Forms. The HREA form has been developed by the NHMRC and will replace the NEAF & LNR VIC. From 31 August 2017* you can no longer create a new NEAF or LNR VIC.

*Launch date is dependent on NHMRC issuing a final notification of the HREA licence to Infonetica, the provider of Online Forms.

Please see the further details in the DHHS Streamline E-bulletin  - Special Edition - NEAF and future transition to HREA, and/or contact the Coordinating Office for Clinical Trial Research, Victorian Department of Health and Human Services (DHHS) with any further questions.

7. Complete the Victorian Specific Module
8. Provide a project protocol

Submit a detailed project protocol and any other documentation, such as:

  • documents to be given to participants, such as letters of invitation, transcripts for telephone contact, questionnaires, patient diaries
  • assessment tools
  • advertising materials
  • data collection sheets

Researchers may elect to use project protocol template for investigator initiated studies.

9. Complete participant information and consent forms

Complete and submit a Word version of the relevant Participant Information and Consent Form (PICF) if the study involves participants from whom you are obtaining consent.

Different templates are available on the Department of Health website. Use the template(s) that are appropriate for the type of research you are conducting.

Download a guide for writing PICFs.

Contact details for the PICFs:

Where Melbourne Health is the reviewing HREC

Reviewing HREC approving this research and HREC Executive Officer details

Reviewing HREC nameMelbourne Health HREC
HREC Executive OfficerManager HREC
Telephone(03) 9342 8530
EmailResearch@mh.org.au

For Melbourne Health site complaints

Complaints contact person

NameDirector Research Governance and Ethics
PositionComplaints Manager
Telephone                                             (03) 9342 8530
EmailResearch@mh.org.au
10. Submit the investigator's brochure

If conducting a drug or device clinical trial, submit one copy of the investigator's brochure (IB). 

11. Complete a Radiation Safety Officer report for research involving ionising radiation

Section 4 of the Victorian Specific Module must be submitted for all Victorian participating sites for which we are providing HREC review.

If exposure to ionising radiation is outside of standard care an RSO report must be submitted for each participating site for which we are providing HREC review.

For all sites outside of Victoria, submit either the RSO report (if radiation is outside of standard care) or the Notification to the Reviewing HREC for the use of Ionising Radiation in Research - Standard Care Form.

Find our more about ethical review of research projects involving ionising radiation.

12. Prepare CVs

Complete an Investigator Curriculum Vitae Form for the Principal Investigators (if one has not been submitted in the previous 3 years) and email to CVsFolder@mh.org.au by the deadline date.

Do not submit hard copy CVs with the ethics submission.

13. Submit hard copy documents

Submit the signed, original application by 1pm deadline day. No extra copies are required. Find our more about HREC submission dates and deadlines.

  • submit the original documents complete with appropriate signatures
  • digital signatures can be used in the NEAF and the LNR VIC

Submit the original application to:

Manager, Human Research Ethics Committee
Office for Research
Level 2 South West, 300 Grattan Street
PARKVILLE VIC 3050

14. Submit an electronic copy
  • Submit an electronic copy of the HREC application by 1pm deadline day to HRECSubmissions@mh.org.au
  • Ensure electronic copy includes scanned copies of the original wet ink signatures.
  • The Local HREC Project Number must be included in both the email subject field and in the individual file names. Standard formats for naming files are outlined below.

File name convention

To ensure the electronic copies submitted are easily identifiable, the format outlined below must be used for all electronic files. Please include version numbers or dates in file names.

Projects submitted that do not follow these formats will not be considered and will be returned via email to sender.

Example:
[Project Number] [Document Name] [Version Number] [Date]
e.g. 2017.999 Protocol Version 1 290817 

15. Complete Research Governance application

Finally, you need to complete an application for Research Governance, if RMH is a participating site. 

Governance applications can be done at any time and do not have to be submitted on the HREC submission deadline day. However, early completion and submission of both HREC and Research Governance will ensure faster approval and earlier commencement of your project.

NOTE: For CTN Submissions

For externally sponsored CTN clinical trials (external sponsors may be commercial, a collaborative group or another hospital, etc)

Upon receipt of the HREC ethics approval from the reviewing HREC, external sponsors can lodge the CTN directly with the Therapeutic Goods Administration (TGA), online. Sponsors ares asked to provide the Melbourne Health Principal Investigator with a copy of the TGA's confirmation/acknowledgement of the CTN together with a PDF copy of the lodged CTN application to forward to HrecCorrespondence@mh.org.au as soon as this is available.

For Melbourne Health sponsored CTN clinical trials (ie investigator initiated trials where there is no external sponsor)

Upon receipt of governance approval letter from Melbourne Health, researchers must make an appointment with the Office for Research, Research Support Officer to lodge the CTN application online together. The fees associated with the CTN submission will be set against the applicable research cost centre.

Direct any questions about the CTN submission scheme to the Research Support Officer.