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Human Research Ethics

Frequently Asked Questions

Questions

Use of University logo
Consultation with Marketing and Media
Signatures
Inducements / rewards to participants
Counselling Services
Grant Linkage
Variations
National Ethics Application Form (NEAF)
Progress Reports
Renewal Applications
Retrospective Ethics Approval
New Staff member with Data
Staff Member with Data

Answers

 

When do I need to use the university logo? [back to top ]

You need to use the University logo in the following cases:

  1. Please make sure that you use the updated University logo (a black seahorse head) and not the old logo (a seahorse emblem beneath the Southern Cross).

 

The University logo is not required in the following cases:

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When do I need to consult with the marketing and media department? [back to top ]
  1. Whenever the media is to become involved in your research project OR you want to send a recruitment poster outside of the University grounds.
  2. All media releases relating to research projects by students and staff of the University must be prepared by the Media and Public Relations team and approved as per normal University procedures.

If you intend to contact the media about your project in any way (i.e. phone call, community service notice, classified advertisement, email etc), you are required to send background information to the Media and Public Relations team at the University of Newcastle.  Please allow three days for an initial response.

Contact: Kate Robinson, Manager - Media and Public Relations via email to kate.robinson@newcastle.edu.au.

 

Any advertisement or marketing material, including posters, containing the University logo must be sent to the Production Coordinator in Marketing and Public Relations for approval.  PDF file preferred.  Please allow three days for an initial response.
Contact: marcom@newcastle.edu.au.

 

For further information please refer to the Marketing and Public Relations website at www.newcastle.edu.au/mpr.   (07/08)

 

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If I send a draft Participant Information Statement for ethics approval, does it require my supervisor's signature? [back to top ]

No.  You need to include a signature block for each signatory from the research team to indicate where each research will sign, but the draft document itself does not need to be signed when being submitted for ethical approval.  It can be signed once the draft is approved and the document is ready to be released.  (07/08)

 

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My supervisor is abroad. Can I provide an e-mail from them in support of my application? [back to top ]

Yes.  If your supervisor is abroad and sends us an endorsement of your application via their University of Newcastle e-mail then this will be accepted in place of their signature, but only if they are overseas or are unable to sign the application personally.  (07/08)

 

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Does the offer of course credit constitute a coercive inducement to participation? [back to top ]

No.  Course credit is a standard reimbursement used within the School of Psychology and does not constitute a coercive inducement.  However, you should always advise the Human Ethics department exactly how much credit is on offer for participation.  (07/08)

 

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When do I need to provide details of counselling services within the Participant Information Statement? [back to top ]

Whenever you feel that there is a realistic possibility of the participant suffering stress or anxiety as a result of their participation.  Examples include investigations into mental health or emotive issues such as bereavement, depression, illness or any self-image questions that might make the participant feel uncomfortable or unhappy.  (07/08)

 

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How do I get partial release of approved funds for research? [back to top ]

You need to e-mail the Grants Officer, Ms Judy Alexander at Judy.Alexander@newcastle.edu.au and advise her why you need the funds to be released.  Furthermore, you will need to provide an assurance that you will not conduct any research that requires ethics approval until it has been granted.  (07/08)

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When do I need to submit a variation application?

Any time you want to change any aspect of the research protocol approved in your original ethics application.  This can include a change to any of the following:

Essentially, complete and submit a Variation form to formally advise the Human Research Ethics Office of any intended changes from the approved protocol.  Do this prior to making changes.  (07/08)

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Is there any support for completing a NEAF?  [back to top ]

Yes there is.  The NEAF form can appear quite complicated, but you should simply complete the form as best you can.  To access the NEAF, you will first need to register with the New South Wales Human Research Ethics Committee at: http://www.ethicsform.org/au/Help/Information.aspx.  [Note: the HREC will accept this version of the form or that provided by the NEAF website directly.  The NSW Health website provides help and it is not only for research in NSW Health facilities.  All Level 3 applications in the University currently require a NEAF application].  Alternatively, go to the NEAF site: https://www.neaf.gov.au/Default.aspx.

Still having problems?  Check the Human Research Ethics website, identify your Faculty's Research Ethics Advisor (REA) and contact them. Still unclear, contact a Human Research Ethics Officer.  (07/08)

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What if I don't submit a progress report?   [back to top ]

Failure to submit a progress report by the due date means you no longer have a valid approval for your project and its status will change to Approval Expired.  The research must stop immediately.  The matter will then be referred to the HREC for consideration at its next scheduled meeting and approval may then be withdrawn.  (07/08)

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How do I know when to renew my ethics approval?   [back to top ]

You will be sent an automatically generated request from the Human Research Ethics Office to advise that a progress report is due.  If the project is at the end of its 3-year approval and you indicate it is still in progress, the progress report will automatically convert to an application for renewal.  This will then be sent to the next HREC meeting for consideration and you will be advised via email of the outcome shortly afterwards.  (07/08)

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What if I begin my research before I have obtained ethics approval?  [back to top ]

The Human Research Ethics Committee CANNOT grant retrospective ethics approval (National Statement on Ethical Conduct in Human Research).  If you realise after you begin your research that you need human research ethics approval you must stop data collection IMMEDIATELY and contact a Human Research Ethics Officer.  They can establish if you do need approval or not and what should be done.  Deliberate or continued failure to seek and obtain ethics approval will definitely result in rejection of your research proposal.  (07/08)

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Do I need ethics approval to analyse data I had when I joined the University?  [back to top]

Two possibilities but please contact the Human Research Ethics Officer for advice:

1. No:  If you are analysing data as initially approved by a properly constituted HREC.

2. Yes:  If you are doing more than analysing the data or are analysing the data for a new purpose. For example, if you add a student or other new researcher, wish to collect more data or otherwise change the approved protocol, you will need to apply to the University HREC. Provide the participant information statement and consent form used plus evidence of approval from the other HREC with your application. (07/08)

 

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I want to continue data collection for a project started before I joined the University?  [back to top ]

Two possibilities but please contact the Human Research Ethics Officer for advice:

If you are the Principal Investigator (or Student Supervisor):  you will most likely need obtain ongoing approval from the University HREC.

If you are a Co-Investigator:  you will most likely not need an application as this will be categorised as ‘Collaborative research’. (07/08)

 

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My data collection was approved by the HREC at the University of Newcastle but a while ago.  I want a student to do further analyses on this data.  Do I need another ethics application?   [back to top ]

No.  If originally approved at this University, complete a Variation form to indicate the direction of review and provide the student's details.  (07/08)

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What if I said my project was completed in a progress report?   [back to top ]

Email the HREO and advise which project it was and indicate that you wish to re-open it for further analyses.  The record can then be retrieved from longer term storage.  (07/08)