Multi-site Project Applications

Step 1. Generate a Barwon Health Reference Number

Generate a reference number for your project via the Barwon Health Research Reference Number Generator if you have not already done so.

Please ensure that your Barwon Health reference number is quoted at the time of your submission and included on the cover page of your protocol.

Step 2. Prepare ethics application documents

** Do I need to apply for a waiver of consent? Download and complete a waiver of consent checklist before you proceed, to avoid unnecessary paperwork.

Regional multi-site projects

• Quality Assurance (QA) VIC form – complete via Ethics Review Manager (ERM) – Select 'QA Form' from drop down 'Form' menu (include signatures from principal investigator, associate investigators, Head of Department)

• Protocol - click for template (download)
• List of all sites for which you are seeking approval
• Curriculum Vitae of all members of the research team - click for template
• Peer Review Form for student projects only - click for proforma and process (downloads)

Plus supplementary documents

• Waiver of Consent application - please complete the Waiver of Consent Checklist to confirm requirements (downloads)
• Authorship Record Form Template (download) - see Guidelines on Collaborative Research and Authorship
• Supporting Documents (surveys, questionnaires, etc.) - these can be set up in REDCap for secure electronic data capture
• Plain Language Statement (PLS) if using a survey/questionnaire

For step-by-step ERM guidance for Minimal Risk/QA submission see Page 74 of the Applicant User Guide to ERM

Multi-site projects including metro/national organisations

Multi-site Minimal Risk/QA projects that intend to include metropolitan public healthcare institutions must first seek external Victorian metro reviewing site HREC approval, with Barwon Health listed as an approved site. Then follow the governance steps below. Victorian metro reviewing sites include:

• Alfred Health
• Austin Health
• Melbourne Health
• Peter MacCallum Cancer Centre
• The Royal Children’s Hospital
• Monash Health
• St Vincent’s Hospital (Melbourne)

You need to contact the committee most suitable to your project for ethics review before proceeding with the Barwon Health application process.

Step 3. Prepare governance application documents (required for all regional & metro projects

All regional & metro projects

• Head of Department Signoff Declaration of support (download)
• If a Deakin University led study, an Annexure A is required (download). Please upload to ERM partially executed (with DU signature) and RDU will secure Barwon Health Executive signature once approved.
• Agreements with each participating site may be required. Visit the Barwon Health agreements page.
• Fee payment form – see Fees page to confirm requirements and applicability

Plus for metro projects

• All approved documents listed within metro HREC Approval/Exemption

Step 4. Submit your application

• Please refer to our document naming guidelines before submitting your application
• Ensure signatures are included for all investigators and Head of Department - see ERM signature guide. 
• Submit your complete application (containing all supporting documents and signatures) via Ethics Review Manager (ERM) by clicking the ‘Submit’ button

Step 5. Review of your application

• Once submitted, your application will receive in office review. You will be prompted via email (address linked to your ERM account) to log into ERM and view any feedback, correspondence, and approvals relating to your application.
• If you receive a request for further information, you need to update the QA form and/or upload any missing documents and re-submit your application via ERM.
• Following a request for further information – if no re-submission OR correspondence is received from researchers within 3 months, the application will be withdrawn from ERM.