Please note: Cancer Council Victoria is introducing a new process for research ethics submissions. From January 1, 2025 all NEW research ethics submissions will need to be submitted via a HREA form. See Frequently Asked Questions for further information.
Frequently Asked Questions
New submissions
New research proposals without previous ethical review need to be submitted using a HREA form (see Frequently Asked Questions for more information). Please follow the link below to the NHMRC HREA portal to complete your ethics application. We also accept HREA forms created using other platforms. All completed documentation (HREA and other supporting material) must be downloaded and submitted via email to RGU@cancervic.org.au
Closing dates apply to proposals that require review by the Human Research Ethics Committee (pathways Greater than low risk and Low risk - Review required). Proposals that require review by the Research Governance Unit (Exempt from ethical review research) can be submitted at any time.
If your submission does not involve Cancer Council Victoria staff, we strongly encourage you to contact the Research Governance Unit before beginning your submission.
Key documents
New submission guide
Templates
Study protocol
Participant Information and Consent Form (withdrawal of consent)*
Data management plan (in development)
* Documents are under review
New research proposals with previous ethical review Cancer Council Victoria supports streamlined ethical review as part of the National Mutual Acceptance (for research conducted in Australian publicly funded health services) and the National Certification Scheme as an accepting site for multi-site research, noting that acceptance of approval by an alternative review body is discretionary. To submit a new proposal for review, email (1) a full set of documents submitted to the reviewing HREC and (2) a copy of the approval notification or letter from the review body to RGU@cancervic.org.au.
Approved research - Keeping us updated
Annual reporting/Final report
Annual reports (covering the period 1 July to 30 June) are required by the first Monday of September. Requests for extensions of ethical approval can also be included within this report. Final reports (for completed, discontinued or withdrawn/abandoned projects) can be submitted at any time to RGU@cancervic.org.au.
Annual Monitoring or Final Report
Amendments and extensions
These requests can be submitted at any time. Complete the Amendment form (see the guide for support). If the request involves changes to study documents (e.g., study protocol, participant facing documents), clean and marked (track changes or highlighted) containing updated version numbers and dates must accompany the request. If you are requesting an extension of approval, please note that the maximum extension that can be considered is 5 years for longitudinal cohort studies and 3 years for all other research. Submit the form with any supplementary documents to RGU@cancervic.org.au.
Reportable events (safety events and protocol deviations)
Event reporting form
If you have any questions or need help, please contact the Research Governance Unit at rgu@cancervic.org.au.
