Faculty of Architecture, Building and Planning

Human Ethics

 

Do I need to apply for Ethics Approval?


All researchers – staff, students and student supervisors – who are undertaking research involving humans need to consider the information on this site concerning human research ethics. This includes anyone who is:

If you are using information freely available in the public domain you do not need to obtain ethics approval. If you are unsure whether or not you will need ethics clearance, please contact the Faculty's Human Ethics Advisory Group (HEAG) via the ABP Research Office on 8344 3110 or the University's Melbourne Research Office - Human Ethics on 8344 2071.
Individuals who fail to comply with ethics requirements and University policy may risk disciplinary action and exposure to civil or legal action.


Code of Conduct for Research
Ethics Guidelines - ABP
Human Ethics Guidelines - MRO

 


What sort of application do I need to make?


Minimal Risk application

Used for projects that present low risk according to a checklist of criteria. Applicants complete the risk checklist within the Themis online application form to determine whether this route may be appropriate. The ultimate decision as to whether the application is eligible for minimal risk review lies with the HEAG. HEAGs have delegated authority to approve Minimal Risk applications.
Themis Reference Card: Minimal Risk

Standard Project application

Used for projects that present more than low risk as defined by the National Statement on Ethical Conduct in Human Research. A Standard Project must be first reviewed by the HEAG before being submitted to the Human Ethics Sub Committee (HESC) for review and approval.

Themis Reference Card: Standard Project

Program application

A Program application covers a program of research within which a series of related individual research projects are to be undertaken. For example, a research program might identify a common research question which is then explored via individual projects using standard methodologies. A Program application requires HEAG review and HESC approval.

Find the Guidelines for Program Applications here and a useful Step by step guide on how to apply.

Themis Reference Cards:
Program Application
Project in a Program Application

 

Registration of approved application

Used when a University researcher needs to register an ethics approval obtained from another institution's human research ethics committee, and where the approving institution will remain the responsible committee. For example, where a student’s research is undertaken in one of the teaching hospitals and ethics approval is gained through the hospital. While the approving human ethics committee will remain responsible for the oversight of the project, the researcher will need to register the details of the approval with the University and provide annual reports.

Themis Reference Card: Registration

 

Transfer application

Used where a researcher wishes to transfer ethics approval obtained from a human research ethics committee at another institution, so that the University of Melbourne will become responsible for the research. For example, where a researcher has moved from another university and will be continuing existing research projects.

Themis Reference Card: Transfer application

Amendments

An amendment is a variance to the original approved project, including changes to research personnel. Some modifications may be so significant that a completely new application is required. 

For more information, see the Melbourne Research Office site on managing projects and making amendments

For more information on which type of application you might need to make, see the Application Types website.

 


The Human Ethics Advisory Group in ABP


2012 HEAG members are Associate Professor Carolyn Whitzman (Chair), Dr Ajibade Aibinu, Dr Clare Mouat, Dr David Nichols, Dr Heike Rahmann, Dr Alex Selenitsch, Dr Blair Gardiner


 Meeting dates and deadlines for 2012:

  Deadline for submission of applications

  HEAG meeting dates

  27 January

  10 February

  24 February

  9 March

  23 March

  13 April

  27 April

  11 May

  25 May

  8 June

  29 June

  13 July

  27 July

  10 August

  24 August

  7 September

  21 September

  5 October

  26 October

  9 November (final meeting for 2012)

All applications must be lodged online through THEMIS and an ORIGINAL (signed) application PLUS EIGHT double-sided photocopies submitted to Kate Lucas, Research Support Officer, Faculty of Architecture Building and Planning, by no later than 4.30 pm on the Faculty HEAG application deadline.
Please note that the HEAG may recommend that your application be forwarded to the University’s HREC sub-committee for approval. Please factor this possibility into your research timelines and ensure your ethics application is submitted well before you intend to commence data collection.
NOTE: All researchers are required to complete an Annual Report by 31 December each year.

 


How to Apply for Ethics Approval


Before you start you'll need to activate your Themis student account. To do this, please go to the University's Account Registration System website and enter the following information:

You will then see an option to activate your 'themisprod' account (it will show your username) and you will be asked to create a Themis password.
Once you have created a password you can log in to Themis at and complete the online application. You can log in on campus or from home using Themis Remote access.
Then there are four steps in this process:

  1. Select the Human Ethics Self Service link, select Human Ethics Workbench and, under Create New Documents, select ‘Ethics Application’ and click on the 'Create’ button. Here you will complete basic information like the type of project, its title and description, list of researchers, etc. (Don’t forget that your supervisor should be listed as the responsible researcher.) You can save a draft at any time before you click 'submit'.
  2. Once you've completed the online questions, you will be prompted to download a copy of the full application form. Save this form and complete it offline.
  3. Prepare any other required documents that will need to be attached to your application, such as a Plain Language Statement or Consent Form, and/or a copy of your questionnaire or interview guide (if applicable). Please see ‘Forms’ section below for examples of plain language statements and consent forms.
  4. Print the application and supporting documents and have your supervisor(s) read them. Once you are both satisfied that the application is ready to be submitted, you and your supervisor(s) should sign the application form. (All researchers named on the application need to sign it.)
  5. To submit your application, log back in to Themis and:
    a) Attach electronic copies of the application form and other required documents to the Themis application record (remember to press ‘save’ after attaching them).

    b) Click 'Submit' (all researchers named on the application will receive an email confirming it has been lodged for the next HEAG meeting).

    c) While still logged in to Themis, select the ‘Reporting’ tab (at the top of the screen) and print the Project Application Summary.

    d) Attach the Project Application Summary to the front of the signed application form and attach any required supporting documents such as your Plain Language Statement, consent form and/or your questionnaire or interview guide to the back. This becomes the complete application. Human ethics applications must be submitted online via the Themis Human Ethics database AND in hard copy.  Submit the ORIGINAL complete application PLUS EIGHT photocopies (the photocopies can be double sided) to the ABP Research Office, Room 207, Old Commerce Building, by the application deadline.  Please make sure you attach the application summary report to the front of your application.  Don’t forget to keep a photocopy for your own records.

    If you have any difficulties completing an application, please refer to the reference cards in the Help section, or contact the ABP Research Office abp-research@unimelb.edu.au
    If you have problems accessing Themis, please contact the Themis Service Desk. You can log a request via the Service Desk link on the Themis home page (above) or email ea-help@unimelb.edu.au

Outcome


The HEAG will inform applicants in writing of the outcome of the application. Normally the HEAG will approve the application as it is or approve it subject to amendment.  Occasionally, the HEAG may decide that the project has a greater than minimal risk, and will forward the application to the University’s central Human Research Ethics Committee for approval.  This is unusual, but you should allow for additional approval time if your research involves working with vulnerable groups, such as children, indigenous people, disabled people or migrants from non-English speaking backgrounds, or involves asking personal questions of participants.

 

Managing Approved Projects

Approved projects must conform with the University’s conditions, which include reporting requirements, incident handling and data protection.  Please refer to the University’s Managing Approved Projects page for more information.

 

Forms

See the Melbourne Research Office site for sample consent forms, plain language statement examples and minimal risk checklist.

 

Help

Need more help?  See the Training section of the Ethics website
Contact the ABP Research Office for more assistance, by email abp-research@unimelb.edu.au
FAQs: Coming Soon!

 

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