The latest news and information relating to Ethics, Governance, Education and other Office for Research matters

The Office for Research news board.

Use Ethics Review Manager to submit new research ethics and governance applications - User Guide now available

Online Forms will no longer be accepted by Victorian and Queensland ethics committees. Researchers will need to log into Ethics Review Manager (ERM) to create new ethics and governance applications.

ERM is the new platform adopted by the DHHS for use by all hospital ethics committees in Victoria. All ethics and governance data has been migrated from Online Forms to ERM.

Applicant User Guide to ERM

The Applicant User Guide to ERM is now available on the Clinical Trials and Research website. This comprehensive guide assists research applicants to:

  • Generate, complete and submit application forms
  • Distribute information and assign ERM roles to the research team
  • Respond to an information request from the research office

ERM Signatures and Submission Guidance is also available on the website. This two-page quick guide provides step by step instructions for signatories and those submitting an application form.

The above documents are designed specifically for research applicants submitting applications in Victoria, including those in the National Mutual Acceptance (NMA) initiative.

Tips for ERM Applicants

ERM allows members of the research team to contribute to an application form and/or sign it electronically via their own ERM account.

★ When starting to plan your research project, make sure all applicable members of the research team have an ERM account and know their login details. It is quick and easy to create an account or request a password reset - for piece of mind, make sure team members do it early!

★ Before completing signatures on the ethics application, check the reviewing organisation's requirements for who needs to sign. You may only need one signature.

★ The Human Research Ethics Application (HREA) can only be submitted after signature has been applied; this is a requirement of NHMRC. Victorian forms in ERM do not have this restriction.

★ Give signatories a helping hand with a link to ERM Signatures and Submission Guidance

Help and Support

Infonetica HelpdeskERM technical support including logins02 9037 8404helpdesk@infonetica.net
DHHSEthics enquiries relating to ERM03 9096 7394multisite.ethics@dhhs.vic.gov.au
Coordinating Office for Clinical Trial Research
Department of Health and Human Services, Victoria
Telephone: 03 9096 7394
Web: http://www2.health.vic.gov.au/about/clinical-trials-and-research
Updated 1 August 2018: Use of ERM suspended for Post Approval processes

The new ethics and governance submission system, ERM, (Ethics Research Manager) went live last month and the system is mandatory for all new ethics and governance applications. While the platform was originally intended to include post approval submissions i.e. amendments, safety reports, breach reports , progress/final reports etc , the Melbourne Health Office for Research, together with other certified Victoria research offices, has decided not to use the system for review of post approval submissions until ERM is upgraded appropriately and tailored to manage site requirements.

Please note, the Office for Research intend's to use the ERM system for this purpose in the future provided that the system is fit for purpose in early 2019 – we will issue further advice about the actual start date for managing post approval submissions through ERM when a decision has been made. In the meantime, we strongly recommend researchers/coordinators ensure they have access to all of their projects via ERM in anticipation of the change. All existing Melbourne Health projects (ie projects originally submitted through Online Forms) have been migrated to the new ERM database and should be accessible to you. If you have trouble logging into ERM or cannot see the project listed under your log in or have any other difficulties using ERM – please contact the Infonetica Helpdesk directly by email: helpdesk@infonetica.net or telephone: (02) 9037 8404.

In summary researchers and coordinators are asked to revert back to our original POST APPROVAL processes as per instructions on the RMH website.

Updated 8 June 2018: Peer Review and Statistical Review required for all projects

Effective 27 June 2018 deadline, all research protocols will require:

  1. Peer review before submission to the Melbourne Health Human Research Ethics Committee (HREC), and evidence of this review must be submitted with the application using the Peer Review Proforma. Please refer to the Peer Review Process document
  2. Statistical review before submission to the Melbourne Health HREC, and evidence of this review must be submitted with the application using the Statistical Review Proforma. Please refer to the Statistical Review Process document.

Projects which have already had a rigorous independent review of the research protocol do not need to undergo additional peer or statistical review prior to submission. This applies to commercially sponsored research projects as well as a number of other exceptions – these are outlined in the Submission Process documents for the respective processes.