Reduced services and office closure December 2021 – January 2022

Office closure December 2021 – January 2022

The Office for Research will close for business from 12 pm Thursday 23 December 2021 and reopen on 10 January 2022. Please see deadline dates below for submissions to the Office for Research and Ethics Committee:

  • Closing date for new Quality Assurance applications: 3 December 2021
  • Closing date for new Governance applications: 15 December 2021
  • Budget review services and invoice requests may be submitted at any time, however requests received after Friday 10 December 2021 may not be actioned until mid-January 2022
  • The deadline for the February 2022 meeting of the HREC is 11.00 am, Monday 24 January 2021
  • Other correspondence, including amendments, safety reports and replies to ethics and governance queries, can be submitted at any time but note that reviews may take longer than usual.

Urgent matters, for example issues impacting patient safety and wellbeing, will be reviewed as soon as possible – researchers are asked to contact the Office for Research via telephone on (03) 9342 8530 to ensure that urgent matters are brought to the attention of the appropriate team member so they can be reviewed and actioned in a timely manner.

Changes to annual and final reporting process

1. Reports for all projects are due on the 31st March each year

The Office for Research is streamlining the timeframes for submitting annual progress reports by implementing the same annual due date for all projects. This change is effective immediately. Progress reports for all projects are now due on 31 March each year. Meaning, annual progress reports will no longer be due by the anniversary of HREC approval.

This change applies to the reviewing HREC Annual Progress Reports and Site Specific Annual Progress Reports.

We also ask that investigators submit the final site report with the annual progress report to this deadline unless an acknowledgement is required earlier.

Why implement a single due date for progress reports?

The Office for Research envisages that a single due date for all progress reports will be easier for investigating teams to remember. In the past teams have forgotten to submit progress reports thus jeopardising the ethics status of their study. With this change we aim to avoid this confusion.

A single due date will also improve reconciliation and reporting by the Office for Research.

2. Submit reports via Ethics Review Manager (ERM) only

All reports are to be submitted via ERM. The Office for Research no longer requires an email copy of the report.

For full details and instructions refer to the Progress & Final Reports page.