EthOS (Ethics Online System) allows researchers to:

  • lodge applications for projects to be considered by the AIHW Ethics Committee
  • lodge monitoring reports
  • lodge requests for amendment
  • track the progress of their application online.

Access to EthOS

  • Existing account holders are required to sign in.
  • 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 an email advising that your account has been created and providing a link for you to set a password.

EthOS application form

The EthOS application form is to be used for projects requiring approval by the AIHW Ethics Committee (the Committee).

Please note

All Ethics Committee applications are subject to an administration fee of $660 (inc GST). The fee is payable by credit card through EthOS at the time the application is lodged. The fee is payable irrespective of the outcome of the application.

Important information for new applications

Please read the following documents before lodging your application:

General information for researchers lodging applications for consideration by the AIHW Ethics Committee (62KB)

Other information

National Statement on Ethical Conduct in Human Research 2007 (Updated 2018), NHMRC

Australian Code for the Responsible Conduct of Research 2018, NHMRC

Australian Code for the Responsible Conduct of Research (2007), NHMRC

Privacy Act 1988 (Cth)

Australian Privacy Principles (Privacy Fact sheet 17)

Guidelines under Section 95 of the Privacy Act 1988, NHMRC

Applications involving Aboriginal and Torres Strait Islander people

Ethical conduct in research with Aboriginal and Torres Strait Islander Peoples and communities (2018), NHMRC

Keeping research on track II (2018), NHMRC

Human Research Ethics Application (HREA)

Human Research Ethics Applications (HREA)

All applications to the Ethics Committee are required to be submitted online through EthOS. However, where a researcher has submitted (and had approved) a HREA application to another Human Research Ethics Committee (HREC), then it can be submitted to support an application to the Committee.

Applications involving data linkage

Data linkage, also known as data integration and record matching, is when data from more than one source, but relating to the same individual or institution, is brought together.

The AIHW Ethics Committee will only consider data linkage project applications that include a technical assessment that has been completed in collaboration with the AIHW Data Linkage Unit using the prescribed Request for linkage of national data: Technical assessment form.

More information about data linkage at the AIHW.

Once your application is ready to lodge

  • Check that your application complies with all relevant documentation listed above.
  • Attach Human Research Ethics Committee (HREC) approvals, i.e. approvals from home institution HREC.
  • Attach independent Peer review reports (46KB DOC) that assess the value and rigour of the scientific methodology of your research project. Please read the Peer review guidance for applicants document (280KB PDF) before submitting your peer review.
  • If you have already submitted a HREA, please attach it to the EthOS application form.
  • Ensure the head of your institution (or a person senior to the Principal Investigator), the Principal Investigator and all relevant staff members have signed the Undertaking of Confidentiality (s.29) for new applications (52KB DOC) and attach it to the online application form.
  • Attach other supporting documentation as appropriate to your application e.g. consent forms or research protocols.

Please note

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, you are advised to contact the Ethics Secretariat.

AIHW Ethics Committee decisions

Advice on Committee decisions will be uploaded to EthOS.

Amendments to projects and collections previously approved by the AIHW Ethics Committee

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. Penalties apply for not seeking prior approval, including possible withdrawal of access to AIHW supplied data.

To seek approval to amend an approved project:

To seek approval to amend an approved AIHW data collection:

Request for amendments can be submitted for any meeting of the Ethics Committee.

Monitoring reports: annual and final

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.

Annual monitoring reports

EthOS will automatically email requests for annual monitoring reports to project managers 6 weeks prior to each anniversary of project approval (or another date by mutual agreement).

When you receive the request, please complete the Annual monitoring form (79KB DOC) and lodge it through EthOS.

Final reports

If a project or collection has been completed, research results have been published and any AIHW-supplied data have been returned or destroyed, then a final monitoring report is required.

It will be necessary to demonstrate compliance with any conditions advised in the Committee's letter of approval and/or approved amendment regarding publication of results and any data destruction or return requirements when submitting your final report.

For more information

For further information and guidance with lodging an application, amendment request of monitoring report, please contact the Ethics Secretariat. 

Email [email protected]

Phone +61 2 6249 5004