Data requests not requiring ethical approval
Access to some data is available without following the formal ethics process. You should first check to see if the data you require are already publicly available by reviewing Our data collections.
Our Data on Request Service may assist where data is not publicly available. If you are unsure, contact experts (data custodians) through the email address provided for in Our data collections to determine if what you need, is available through them. They will also be able to advise if your data request requires data custodian and ethical approval. Only data requests requiring ethical approval are considered by the AIHW Ethics Committee.
Applications involving data linkage
Data linkage, is when data from more than one source, but relating to the same individual or institution, is brought together.
For ethics approval in relation to linkage requests, please read the information and resources on our Data Linkage page. Requests for data linkage involve two compulsory steps: 1. technical assessment and 2. ethics approval.
Please begin both the technical assessment and ethics approval process early Leave plenty of time for these processes. Although the Ethics Secretariat and the Data Integration Services Centre (DISC) will make every effort to progress your project as quickly as possible, we cannot guarantee that all projects will be assessed in time for submission to the following AIHW Ethics Committee meeting.
The AIHW Ethics Committee will only consider data linkage project applications that include a technical assessment that has been completed and approved by the DISC Unit using the prescribed Request for linkage of national data: Technical assessment form.
The Ethics Online System (EthOS) application form is to be used for projects requiring approval by the AIHW Ethics Committee.
EthOS allows researchers to:
Access to EthOS
First time users will need to request an EthOS account from the Ethics Secretariat. Access to EthOS is not granted automatically. Once your request has been reviewed and approved by the Ethics Secretariat, you will receive system generated email advising that your account has been created and providing a link for you to set a password.
Fees for applications and amendment requests submitted for consideration by the AIHW Ethics Committee are based on the complexity and risk of the project. The current fee schedule is shown below.
A quote on the fee payable for an application or amendment is a preliminary step. It is not an assessment of the quality or completeness of the application, whether it meets the Committee’s requirements and/or whether it is ready to proceed to the next meeting of the Committee.
Fee amount (inc GST)
Complex / more than low risk application
Uncomplicated /Low or negligible risk application
*Further information can be found in the following document, which should be read before completing your application: AIHW HREC Application Fees Schedule March 2022 (PDF 150kB).
The AIHW Ethics Committee meets regularly to consider applications and amendments. See Meeting dates and closing dates.
When you are ready to submit your application, you should change the status of your project in EthOS from ‘draft’ to ‘quote requested’. The Ethics Secretariat will receive a notification when this occurs.
Your application will be assessed and a quote provided. The status of your project will change to ‘quoted’ and you will be notified of the fee payable. When you accept the fee and make payment, you may then lodge your application for consideration by the Committee.
You will not be able to lodge an application or amendment until this process is completed. Applications must still go through the lodgement process in EthOS even if no fee is payable under the Fee Schedule.
Any quote that has not been accepted will expire after six months, at which time your application or amendment will revert to ‘draft’ status.
Please read the following documents before lodging your application:
Applications involving Aboriginal and Torres Strait Islander people
All applications to the Ethics Committee are required to be submitted online through EthOS. However, where a researcher has submitted (and had approved) a Human Research Ethics Applications (HREA) application to another Human Research Ethics Committee (HREC), then it can be submitted in EthOS to support an application to the Committee.
Check that your application complies with all relevant documentation listed below.
As set out in the EthOS application form, you will be required to attach:
Only applications which satisfy Committee requirements will be presented to the Committee for consideration at the next scheduled meeting.
It is the Principal Investigator's responsibility to ensure applications are prepared to the appropriate standard. If you have any concerns or questions about the submission process or the standard of content required, please contact the Ethics Secretariat.
Notification of Committee decisions occurs via email to the Principal Investigator.
Once the AIHW Ethics Committee approves a research project or data collection, any subsequent amendments (or changes) must be approved by the Committee before they are implemented. Failing to do so is a breach of the condition of approval and may result in, for example, possible withdrawal of access to AIHW supplied data.
To amend a project:
The Committee considers requests for amendments at each meeting. Amendments must be submitted to the requisite standard and by the due date in order to be considered at the next meeting.
Principal Investigators are required to submit monitoring reports on an annual basis until the project is completed. The AIHW Ethics Committee is required to monitor approved projects through to completion. Projects are considered complete when results have been disseminated and all AIHW-supplied data have been returned or destroyed at which time the Principal Investigator should submit a final report. The Principal Investigator is responsible for the security and, if required, the disposal of the data received from the Institute.
Annual monitoring reports
EthOS will automatically email requests for annual monitoring reports to Principal Investigator 6 weeks prior to each anniversary of project approval. When prompted, please complete the Annual monitoring form (35kB Doc) and submit it through EthOS.
If a project has been completed, research results have been published and any AIHW-supplied data have been returned or destroyed consistent with the terms of approval, then complete a Final monitoring report form (35kB Doc) and submit it through EthOS.
It will be necessary to demonstrate compliance with any conditions advised in the Committee's letter of approval and/or approved amendments regarding publication of results and any data destruction or return requirements.
For further information and guidance with lodging an application, amendment request or monitoring report, please contact the Ethics Secretariat.
Email [email protected]
Phone +61 2 6249 5004
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