Research Program | Human Research Ethics Committee
REQUIREMENTS FOR SUBMISSION OF NEW RESEARCH APPLICATIONS TO HREC
Submissions to Peninsula Health Human Research Ethics Committee (PH HREC) involve an electronic and a hardcopy submission.
Please refer to the below for information regarding documents and file formats to be submitted for new
applications and for post approval submissions.
All electronic submissions to PH HREC are to be emailed to researchethics@phcn.vic.gov.au.
For a full list of examples for labelling electronic files for submission, please refer to Appendix 1 Requirements for
naming electronic research submissions.
SUBMISSION OF NEW APPLICATIONS
Electronic Submission – to be submitted by New Study Pre-Screen Deadline
ELECTRONIC FILE FORMAT
[HREC Reference Number] New Application
[HREC Reference Number] Coversheet [Date as dd.mm.yy]
[HREC Reference Number] NEAF [Date as dd.mm.yy]
[HREC Reference Number] Protocol [Version Number] [Date as dd.mm.yy]
[HREC Reference Number] PICF [Version Number] [Date as dd.mm.yy]
[HREC Reference Number] VSM [Date as dd.mm.yy]
[HREC Reference Number] SSA [Date as dd.mm.yy]
Save all other study related documents in their original file format and label appropriately
When application is finalised, send to
compressed (zipped) folder
EMAIL TEMPLATE FOR NEW STUDY ELECTRONIC SUBMISSIONS
Subject: [Insert HREC Reference Number] | Electronic Submission of New Study to PH HREC
Email Body (copy and paste into email):
Dear Research Program,
I wish to submit the following application for review by the Peninsula Health Human Research Ethics Committee.
HREC Reference: [Insert HREC Reference Number]
Study Title: [Insert Full Study Title]
PI: [Insert Principal Investigator Name]
Contact Person: [Insert Contact Person for application (if not you)]
Research Program
Requirements for submission of new research applications to HREC
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Research Program | Human Research Ethics Committee
REQUIREMENTS FOR SUBMISSION OF NEW RESEARCH APPLICATIONS TO HREC
Please find attached zipped file containing all documents relating to this application. As instructed in the submission
information, I have named all electronic files as requested.
A signed hard copy of my full application will be submitted by the hard copy submission deadline.
[If there are any special requirements regarding your application (such as different contact information or upcoming
leave which will result in temporary contact via another member of the research team, etc.) specify these here]
Kind Regards,
[Insert Name]
[Insert Position on project (Principal Investigator, Associate Investigator)]
[Insert Contact Number]
Attach to email:
Zipped Folder containing all files relating to application as indicated and labelled above.
Hard Copy Submission – to be submitted by Agenda Closure Deadline
Submit all documents printed double sided and signed. All signatures are to be original ink signatures unless
otherwise agreed.
CONTACT
Please contact the Research Program if you have any questions regarding submission of applications to the Peninsula
Health Human Research Ethics Committee.
Research Program
Peninsula Health
t: (03) 9788 1473 or (03) 9788 1474
e: ResearchEthics@phcn.vic.gov.au
w: http://www.peninsulahealth.org.au/research-and-education/human-research-ethics-and-governance/
Research Program
Requirements for submission of new research applications to HREC
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Version: 11 February 2013
Research Program | Human Research Ethics Committee
REQUIREMENTS FOR SUBMISSION OF NEW RESEARCH APPLICATIONS TO HREC
APPENDIX 1 – REQUIREMENTS FOR NAMING ELECTRONIC RESEARCH SUBMISSIONS
Adapted from Melbourne Health Office for Research requirements for electronic submission: http://www.mh.org.au/www/342/1001127/displayarticle/1001401.html
To ensure all electronic files submitted are easily identifiable, please refer to the below tables for the format which must be used to name files relating to your research
project. Files submitted that do not follow the format specified may be returned for correct labelling prior to review by the Human Research Ethics Committee.
Document Name (File Type)
File to be Named As
Example
NEAF (PDF)
HREC Reference NEAF Date
HREC13PH1 NEAF 01.01.13
Participant Information and
Consent Form
(Word Format)
HREC Reference PICF Version Date
HREC Reference PICF PR - PICF for Person Responsible Version Date
HREC Reference PICF PPR - PICF for Person after Person Responsible
HREC Reference PICF PR Contd PA - PICF for Person Responsible consent to continue after
Procedural Authorisation
HREC Reference PICF Contd after PA - PICF consent to continue after Procedural Authorisation
HREC13PH1 PICF V1 01.01.13
HREC13PH1 PICF PR V1 01.01.13
HREC13PH1 PICF PPR V1 01.01.13
HREC13PH1 PICF PR Contd PA V1 01.01.13
HREC13PH1 PICF Contd PA 01.01.13
Protocol
(Word Format or PDF)
HREC Reference Protocol Version Date
HREC13PH1 Protocol V1 01.01.13
Victorian Specific Module
(Word Format or PDF)
HREC Reference VSM Date
HREC13PH1 VSM 01.01.13
Questionnaires
(Word Format or PDF)
HREC Reference Questionnaire (Abbreviated Name) Version Date
HREC13PH1 Questionnaire (QOL) V1
01.01.13
Advertisement (Word
Format or PDF)
HREC Reference Ad (Type of Advertising) Version Date
HREC13PH1 Ad (Poster) V1 01.01.13
HREC Coversheet
(Word Format or PDF)
HREC Reference Coversheet Date
HREC13PH1 Coversheet 01.01.13
Curriculum Vitae (Word
Format or PDF)
Research CV Name Date
Research CV Jo Bloggs 01.01.13
Research Program
Requirements for submission of new research applications to HREC
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Research Program | Human Research Ethics Committee
REQUIREMENTS FOR SUBMISSION OF NEW RESEARCH APPLICATIONS TO HREC
Research Database
Registration Form
(Word Format or PDF)
HREC Reference RDRF Date
HREC13PH1 RDRF 01.01.13
SSA Form
HREC Reference SSA Date
HREC13PH1 SSA 01.01.13
Fee Form
HREC Reference Fee Form
HREC13PH1 Fee Form
Other Attachments
List the HREC Reference number followed by document name, version number and date.
All documents must be marked with a version number and/or date.
Research Program
Requirements for submission of new research applications to HREC
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Version: 11 February 2013