Application Forms and Guidelines
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Applications for ethical clearance must be submitted to the Committee via the Research Information Management System (RIMS) - https://rims.newcastle.edu.au/login.asp. All staff (including Conjoint appointments) and RHD students can automatically access RIMS to submit and manage their applications. Undergraduate and postgraduate coursework students who are unable to login to RIMS using their University student logon, should contact a Human Ethics Officer for assistance. Researchers without a University of Newcastle computer account can contact a Human Ethics Officer for alternate submission procedures. Research Ethics Advisors (REAs) have been appointed in Faculties to assist researchers, both staff and students, to design ethically acceptable human research and assist them through the ethics approval process. Enquiries should be directed to them in the first instance. The HREC Register of Approved Tests and Procedures is now available. For tests and procedures listed in the Register it is not necessary for researchers to provide copies with an application to the HREC for ethics approval. |
Feedback on the eForms is encouraged and welcomed. Please forward your comments to Human Research Ethics.
Guidelines
Notes for Researchers
Please refer to the Notes for Researchers before you begin your application. They provide tips on avoiding common problems with applications, guidelines on key ethical considerations and other useful information to assist you in your application. Additional question-specific guidelines are provided in the application forms.
What the HREC looks for
The HREC Review Checklist shows you what the HREC looks for when reviewing applications for ethics approval.
Information Statements and Consent Forms for research participants
Application Forms
Initial
The Initial application forms are used for seeking human ethics approval for a new project. Applications must undergo peer review prior to submission. The University of Newcastle HREC applies a hierarchical level of review to applications for ethics approval. This reflects the ethical issues and possible risks to research participants presented by the research protocol. Risk is the potential for harm - physical, psychological, social, economic, or legal - or the potential to cause people to think they have been treated disrespectfully. There are 3 levels - two of which are dealt with by expedited review.
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Level |
Risk |
Reviewed by: |
|---|---|---|
|
Level 1 |
Negligible or no appreciable risks or ethical issues |
Chair or Deputy Chair |
|
Level 2 |
Low risk and ethical issues addressed by research design |
HREC Panel |
|
Level 3 |
Potential for significant or unavoidable risk; not eligible for L1 or L2 |
Full HREC |
Response times vary depending on level of review.
Only low risk research can be considered by expedited review. The National Statement on Ethical Conduct in Human Research identifies certain types of research that can only be reviewed by a full HREC.
Which form to use:
The Research Information Management System (RIMS) - https://rims.newcastle.edu.au/login.asp has a defined set of initial application forms that are tailored for specific purposes. Each type of initial application will automatically determine the level of review applicable for your application.
To access user guides and help material, please access the RIMS support site on the University website (http://www.newcastle.edu.au/research/research-services/rims/)
The eForm will determine eligibility for expedited review and identify any additional forms you need to complete and submit.
- Initial: New Project - Registration of a new ethics application, the form will automatically determine the level of review required.
- Initial: Registration Ext HREC Approval - Registration of Hunter New England Human Research Ethics Committee approvals.
- Initial: Course Related Ethics Approval - Registration of course related ethics application.
- Initial: Registration of Test/Procedure - Registration of a new test or procedure.
Initial - NEAF Pathway
If you are directed to complete a NEAF, please use the quick reference map and link to the application form below. The completed NEAF will need to be attached to your initial eForm submission.
Please note: The first time you access NEAF you will need to register as a user. If you do not receive an email from NEAF within 24 hours with confirmation of your registration and your password please contact Neaf Assist on 1800 500 983 or neafassist@nhmrc.gov.au.
If you continue to encounter problems please contact staff in the Human Research Ethics office on: (02) 4921 8999; (02) 4921 7894 or (02) 4921 6333 or Human-Ethics@newcastle.edu.au.
Variation
The Variation application is used for requesting approval for proposed variations or amendments to research projects which have an existing human ethics approval. You can complete a Variation application by logging into RIMS (https://newcastle.edu.au/login.asp), opening an existing protocol and completing a Variation submission.
User guides and help material for RIMS can be accessed from http://www.newcastle.edu.au/research/research-services/rims/.