Applications and reports

If you are involved in the conduct of research that has been approved by another Human Research Ethics Committee (HREC) then a Human Research Ethics application is required to be submitted to the UniSQ HREC. 

Complete the online HRE application, ensuring you select ‘Yes’ to the question, ‘Do you have approval from another Ethics Committee to conduct this project?’ in the 'Overview' tab.

The following supporting documents need to be attached to your HRE application:

• HREC approval letter or notification
• HRE application
• information sheets
• consent forms
• data collection tools
• any additional supporting documents.

If you need to make changes or request an extension to your approved HRE application, the changes must be reviewed and approved by the UniSQ Human Research Ethics Committee before implementation. 

We are currently implementing a new Ethics system and this is a two staged process, Please refer to the information below to guide how to submit an amendment:

1. If your project was approved in RIMS (prior to end December 2022) - Use RIMS to submit an amendment form. [See details below]
2. Applications approved in Cayuse Ethics Monitor (from January 2023) - Use online amendment request form in Ethics Monitor. Refer to the Human Ethics training guide for further information on how to complete the form, or visit the Ethics Monitor SharePoint site.

How to create an amendment in RIMS:

1.   Log into RIMS - https://orims.usq.edu.au
2.   Select "Research Ethics Applications" (menu on the right)
3.   Click "Create Application", select form "HRE Amendment."
4.   Find the HRE project that requires an amendment; select "Create New."
5.   Select "Edit" (at the bottom of the form); complete the amendment and accept the declaration
6.   For staff: select the Action tab and submit amendment.  For students: select the Action tab "Prepare for supervisor endorsement". Select Review tab; "Nomination principal supervisor" and Action tab "submit to Principal Supervisor." Once your supervisor has endorsed the amendment select Action tab and submit amendment to the Ethics Office.

It is a standard condition of Human Research Ethics approval that a milestone report is submitted annually and upon completion of the project. When you have a report, you should receive notice to go in to the system, and complete this requirement.

We are currently implementing a new Ethics system and this is a two staged process, Please refer to the information below to guide you on how to submit a report:

1. If your project was approved in RIMS (prior to end December 2022) - Use RIMS to submit a milestone form. [See details below]
2. Applications approved in Cayuse Ethics Monitor (from January 2023) - Use the milestone report form in Ethics Monitor. Refer to the Human Ethics training guide for further information on how to complete the form, or visit the Ethics Monitor SharePoint site.

How to create a progress report in RIMS:

1.    Log into RIMS - https://orims.usq.edu.au
2.    Select "Research Ethics Applications" (menu on the right)
3.    Click "Create Application", select form "HRE Milestone"
4.    Find the HRE project that requires a report; select "Create New"
5.    Complete the report; accept the declaration and save
6.     Select the Action tab and submit the report

All ethics applications will need to go to the relevant Head of Unit/ Head of School for review and endorsement. This is a workflow step undertaken before an application comes through to the Ethics Office for review.

Heads will have a general look at the application, and pay specific attention to the following in their review:

• Are the Aims, significance and background articulated and appropriate given the research focus of the School (or Centre) and the research team?
• Are there benefits and risks articulated? 
• Are there any risks specific to your School, students or courses? If yes, are these being managed appropriately?
• Are there appropriate resources for the project?

Overview of the Steps in the System:

1. All the project team participate in drafting the ethics application and collaborating on the design of the project (this can be done using the 'delegate this task' and 'take over the task' actions in the system)
2. The Principal Investigator submits the ethics application through for approval - either using the 'save and continue' button on the last tab of the form or by the 'submit application' button in the ethic application overview screen. [Note: Students can not be Principal Investigators on ethics applications, the primary supervisor should be listed as the PI and will therefore submit the application]
3. Head of School/ Head of Unit reviews and either sends back to the project team or submits it through to the ethics office. [Please note that your application is not yet with the Ethics Office until the relevant Head of Unit endorses the project].

Quality assurance or evaluation activities must be reviewed and approved by your relevant Senior Manager, Head of School or Centre Director.

• Evaluation activities involving UniSQ staff and students application (DOC)

Please review the following guidelines before commencing quality assurance or evaluation activities:

• Guidelines: Evaluation activities involving UniSQ staff and Students (PDF)
• Ethical considerations in quality assurance and evaluation activities. 

If an adverse or unexpected event occurs during research or as a result of the research, use the HRE adverse event report available in Ethics Monitor.