Considerations before applying
The AIHW Ethics Committee assesses ethical and privacy issues regarding the AIHW’s collection, use and disclosure of data. A key area of consideration is the scope of consent provided or, alternatively, the impracticability of obtaining consent. In cases where is it impractical to obtain consent from individuals for the secondary use of data, the Committee considers how respect for participants is demonstrated in other ways, such as in the methods used to ascertain community expectations and how the community expectations identified are reflected in the project. This ethical review process helps the AIHW to maintain the trust of the individuals represented in the data and the entities that supply data to the AIHW.
Researchers are encouraged to view the EthOS application form and related forms and guidelines as early as possible in the research planning phase to ensure AIHW requirements are met. For example, the:
- AIHW Act 1987 requires compliance with data supplier requirements and sets out strict confidentiality requirements which prohibit the release of documents and/or ‘information concerning a person’ held by the AIHW unless specific exemptions apply.
- Privacy Act 1998 sets out rules for how personal information about living individuals must be handled, including how the AIHW collects, uses and discloses this information.
- NHMRC’s National Statement on Ethical Conduct in Human Research and Australian Code for the Responsible Conduct of Research provide frameworks for the safe conduct of research.
Applications to the AIHW Ethics Committee relate specifically to the AIHW’s collection, use and disclosure of data. Evidence of home HREC approval for the project as a whole, and any required First Nations HREC approval, are to be attached to the EthOS application. Please note that the National Statement requires the review process for research with First Nations people and communities to include seeking advice from Human Research Ethics Committees that have specialist expertise in reviewing ethics proposals for research with First Nations people and communities.
Ethics Online System (EthOS)
All new applications, amendment requests and monitoring reports are to be submitted through EthOS for consideration by the Secretariat.
The Secretariat will conduct a preliminary review and only progress applications to the Committee when sufficient information has been provided to demonstrate that all requirements have been met.
Lodgement fees
A fee may apply to some applications and amendment requests submitted to the AIHW Ethics Committee Secretariat for consideration. The current fee schedule is shown in Table 1.
Table 1: Current fee schedule| Fee type* | Fee amount (inc GST) |
|---|
Complex/ more than low risk application | $1,980 |
Uncomplicated/ Low or negligible risk application | $990 |
Significant amendment | $990 |
Simple amendment | $0 |
*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].
Meeting dates
The AIHW Ethics Committee meets regularly to consider applications and amendments. See Meeting dates and closing dates.
How to submit an application
All new applications are to be submitted through EthOS.
- Complete all questions in the EthOS form and attach all required documentation as indicated in the form.
- Click ‘Request a quote’. The Principal Investigator and Contact Officer will then be emailed a quote and payment information.
- Once payment has been lodged or a fee waiver request approved, the Secretariat will review the application and may request additional information.
The Secretariat will only progress applications to the Committee when sufficient information has been provided to demonstrate that all requirements have been met.
Please read the following documents before lodging your application
Amending approved projects/collections
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 conditions of approval and may result in, for example, possible withdrawal of access to AIHW supplied data.
Refer to How to submit an application above: The Secretariat will only progress applications to the Committee when sufficient information has been provided to demonstrate that all requirements have been met
To amend a project:
Notification of AIHW Ethics Committee decisions
Notification of Committee application and amendment decisions occurs via email to the Principal Investigator and Contact Officer.
Monitoring reports
- Principal Investigators are required to lodge monitoring reports on an annual basis until the project is completed. The AIHW Ethics Committee is required to monitor approved projects through to completion. Failure to lodge annual reports by the due date is a breach of the conditions of project approval and could result in termination or suspension of ethical approval and/or data access.
- 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 lodge 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 must continue to be lodged during the data retention period. This enables the Committee to ensure data supplier and other requirements continue to be met, including regarding publication, data destruction and/or return requirements.
- Notification of Committee approval of monitoring reports occurs via email to the Principal Investigator and Contact Officer.
Annual monitoring reports
Final reports
- Once 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, a completed Final monitoring report form (DOCX 35kB) may be lodged through EthOS.
- This form must 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.
Contact information
For further information and guidance with lodging an application, amendment request or monitoring report to the Ethics Committee, please contact the Ethics Secretariat.
- Email
- [email protected]
- Phone
- +61 2 6249 5004
For data linkage projects, please contact the Linkage Client Services team.
AIHW Ethics Committee forms and templates
Forms
For policies and guidance, see How to submit an application
See also: Data integration; Resources
