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 and fees

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

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.

Please note that 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.

Fees are subject to change, as published on this website from time to time.

Fee type* Fee amount (inc GST)

Complex / more than low risk application

$1650

Uncomplicated /Low or negligible risk application $825
Significant amendment $825
Simple amendment $0

How it works – new applications

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.

Any quote that has not been accepted will expire after six months, at which time your application or amendment will revert to ‘draft’ status.

*Further information can be found in the following document, which should be read before completing your application: AIHW Ethics Committee application fees schedule 2021.

Important information for new applications

Please read the following documents before lodging your application:

Doc DownloadAIHW Ethics Committee: Guidance for applicants regarding community expectations

Doc DownloadGeneral 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 Doc DownloadPeer review reports (46KB DOC) that assess the value and rigour of the scientific methodology of your research project. Please read the PDF DownloadPeer 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 Doc DownloadUndertaking 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 Doc DownloadAnnual 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