Single 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

• HREA form – complete via Ethics Review Manager (ERM) – Select 'HREA Form' from drop down 'Form' menu (include signatures from principal investigator, associate investigators, Head of Department)
• Victorian Specific Module (VSM) – for research projects with a site in Victoria, the VSM is required document. This can be completed and submitted in ERM.
• Protocol - click for template (download)
• Participant Information and Consent Form (PICF) or Plain Language Statement (PLS) (download)
• Research Data Management Plan Checklist (download) - see Guidelines on Research Data and Records Management Policy
• 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 (download) - please complete the Waiver of Consent Checklist to confirm requirements
• 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

If you are experiencing difficulty with ERM, please see the Victorian Clinical Trials and Research ERM training tools page

Step 3. Prepare governance application documents

• Head of Department Signoff Declaration of support (download)
• Site Specific Assessment (SSA) – not applicable if researcher is Barwon Health employed. Note: Departmental signoff can be obtained on the SSA
• Research agreements - See research agreements page to determine if required
• 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.
• Fee Payment Form if the project has funding – see Fees page to confirm requirements

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 be reviewed by the Barwon Health Human Research Ethics Committee (BH HREC). Please refer to the submission close and meeting dates of the BH HREC on the Barwon Health HREC page. 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 further information is requested, you need to update the HREA form and/or upload/update any documents and re-submit your application via ERM.