Submitting an Application
- Prior to applying for ethics approval, researchers must complete a Checklist form.
- Once you have entered and submitted your application via THEMIS, print your application. Do this by using the Reporting tab in THEMIS (refer to Quick reference cards on the THEMIS home page for instructions)
- Add all supporting paperwork (information which is attached when entering the application to THEMIS i.e. application form, Plain Language Statement (PLS), Consent Form, TGA approval, survey or questionnaire etc)
- Print your application summary, see http://www.themis.unimelb.edu.au/resources/RC_Human_Print_Application.pdf
- ALL researchers named on the application must sign the application form
- Submit the original signed application, including all the supporting paperwork to:
Melbourne Dental School HEAG Administrator
Room 4.408, 4th Floor
720 Swanston Street
The University of Melbourne VIC 3010
Ph (03) 9341 1509
email: research-dent@unimelb.edu.au
- Once your application has been submitted, the HEAG Administrator will circulate the application to the HEAG for comment. Any amendments or suggestions will be entered into THEMIS and an email will be sent to the researcher requesting the relevant changes. The HEAG Administrator will change the status of the application in THEMIS to “Draft” to enable modifications to be made by the researchers.
- Researchers may enter THEMIS and re-attach revised documents and must amend the applications in accordance to the HEAG recommendations, then resubmit their revised application in both THEMIS and in hard copy, outlining where changes have been made. The changes must be indicated by vertical lines in the margins which is done by using the Track Changes facility in Word. (To set up Track Changes in Word, go to Tools, Options, click on the Track Changes tab, select Changed Lines and ensure this is set to Outside Border, then click OK. Once changes have been made to your document, click on Tools, Track Changes and from the Track Changes Toolbar, click on the drop-down arrow next to Accept Changes, select All Changes in Document, then print the amended application).
- Once the revised version of the application has been approved, the HEAG Administrator will then forward the application to the Chair of the HEAG and the Head of Department for signature.
- Applications which are considered as Minimal Risk by he HEAG are sent to the HESC for noting. The HEAG Administrator will issue a formal approval letter to the researchers. Once approval has been granted, researchers may commence their project.
- Applications which would be otherwise considered a Project Application (ie posing higher risk) are sent to the HESC for consideration at the next HESC meeting (held monthly). Formal approval will be issued by the HESC. Research is NOT to commence until approval has been granted.
- If the application form you submit is a Minimal Risk application and the HEAG considers the application to pose a higher risk, the committee will recommend the application be re-submitted as a Project Application. This will involve entering further information into THEMIS.
- If the HEAG considers a Project Application to be minimal risk, then the HEAG will approve the application as though it is a Minimal Risk. The HEAG Administrator will notify the HESC in such cases in order to expedite the application’s progress.