Apply for ethics approval

About the ethics review process

Our human research ethics committee (HREC) reviews proposed research projects in our hospital and health service.

When you apply for ethics approval, we’ll assess your project using the National Statement on Ethical Conduct in Human Research.

You'll need to be able to show that:

• your research has scientific merit
• any benefits outweigh any risks
• the people who’ll work on your project have the right qualifications
• you’ll treat the participants with respect, especially vulnerable groups
• you’ve thought about ethical issues linked to your research methods.

Who should apply

We only review applications for research being done at West Moreton Health. If your research is off site, or in more than one place, another HREC will need to approve it. You can find a full list of HRECs who can approve multi-centre research on the NHMRC website. Health Translation Queensland also has a list of submission dates for Queensland HRECs.

Applying for ethics approval

You need to apply for ethics approval for lower risk and higher risk research.

Projects such as clinical audits, quality assurance activities and case studies may not need an ethics review. You'll need to apply for an exemption from ethics review if you want to publish this type of research outside of West Moreton Health. Only people who work for us can apply for an exemption from ethics review.

How to apply for an exemption from ethics review

To apply for an exemption from ethics review, fill in the exemption application form (staff only) and submit it using the Ethical Review Manager (ERM). Our research approvals page for staff has more information and the forms you need.

How to apply for ethics approval

Step 1: Prepare your research protocol

Before you can apply for an ethics review, you must create your research protocol.

Use our research protocol template [DOCX 954.41 KB] to help you prepare this. You can change or delete any sections you don’t need for your project.

Step 2: Know your project's level of risk

There are 2 types of research project:

• lower risk research – when there is no risk, or the only foreseeable risk to participants is discomfort
• higher risk research – when the risk to participants is more serious than discomfort.

Include your project's risk rating in your online application. If you’re not sure, you can talk to our team or read the NHMRC guidelines.

• National Statement on Ethical Conduct in Human Research 2023
• Ethical conduct in research with Aboriginal and Torres Strait Islander peoples and communities.

Our HREC will review your application and decide the final level of risk for your project.

Step 3: Prepare your supporting documents

You need to upload supporting documents when you apply for an ethics review. This will depend on your study, but might include:

• participant information and consent forms
• interview schedules
• surveys
• data collection forms
• advertisements
• product information and investigator brochures
• any other documents that you'll give to participants.

Step 4: Apply for ethics review

You must use the ERM to submit your human research ethics application (HREA). Include your research protocol and all supporting documents, and select the level of risk at the end of the form. You can read the help guides on the ERM website or contact us for more help.

We’ll review your application and send you an email to let you know the outcome.

Application closing dates

Lower risk applications and exemptions

You can submit a lower risk research application or apply for an exemption at any time. We don't review these at scheduled HREC meetings.

Higher risk applications

Our HREC meets 8 times a year to review higher risk applications. You must submit your forms and supporting documents by 12 noon on the application closing date for each meeting.

If you miss the deadline, another HREC can review your application. You can check the Queensland HREC meeting calendar to find out when their meetings are.

Fees

You may need to pay an administration fee [PDF 341.86 KB] when you apply. Make sure you include any fees as part of your research budget.

Apply for a site specific assessment (SSA)

After you apply for an ethics review, you need to create an SSA application form to apply for governance authorisation. You can only begin your study once you have authorisation.

Reporting

You need to submit a progress report [DOCX 984.7 KB] by 30 April each year to keep your ethics approval. You also need to submit a final report at the end of your project. You can upload these using the forms in the ERM.

If something in your project changes, including any study documents, you'll need to apply to for approval using the ERM.  You'll need to give the research governance officer at each site a copy of any new approvals.

You must also comply with the Queensland Government guidelines for using confidential information in research.

Contact us

Contact us if you have any questions about the ethics review process by either:

• phone: 07 3413 7475
• email: WM_EthicsandGov@health.qld.gov.au.

By post:
West Moreton Health HREC
Ipswich Hospital
PO Box 73
Ipswich Qld 4305