CEthics in Research: Guidance Notes for Application to the HREA Panel

All research has an ethical dimension.  This comes from the balance between our rights to the
development of ideas and knowledge and our obligations to uphold the rights of those from
whom we collect data.  As a minimum we are required to work in such a way that we do no
harm to anyone through our research and that we maintain the moral autonomy and human
dignity of everyone who may be affected by our work.

In order to achieve this objective, the University of New South Wales has clear policies and
procedures to ensure that all research involving human subjects meets certain standards. 
These include mechanisms to ensure the giving of informed consent to participate in research
and the protection of data by researchers.  All research involving human subjects, including
the secondary analysis of existing data, must be accountable through the Human Research
Ethics clearance process.

There are two levels of ethical clearance at UNSW.  The Human Research Ethics Committee
(HREC) considers all applications for approval of projects in which there is a serious or tangible risk that some harm might result because of the research.  In projects where the possibility of harm is minimal or not obvious then the faculty focused Human Research Ethics Advisory Panels (HREA) consider applications.  The HREA panels require less detailed information and can process applications more quickly.

The procedure for making an application and necessary forms can be located on the
Research Office web site. Follow the links to HREA for projects with minimal ethical impact or HREC where anticipated impact is likely to be serious or tangible.  Other ethics questions are answered in the information provided through the links in the menu on the left side of the page.

Some common issues in completing the HREA applications:
• ‘Recruitment’ (question 6 on the form) means any invitation to anyone to participate in your project as a source of primary data – so if you are intending to talk to anyone to obtain information then you are ‘recruiting’ participants
• Indirect methods of recruitment are favoured, such as approaching participants through an intermediary, or by mail or e-mail (direct methods of recruitment would include a face-to-face request or a personal phone call – these are not favoured as it may be more difficult for the person to decline to participate in such circumstances)
• You must not contact potential participants until you received ethics approval (this does not include organisations that might support the project or assist with access – see point below about participating organisations)
• If you are undertaking secondary analysis of data that has already been collected you must still complete an application (this does not include any material that is already in the public domain)
• If you are a post-graduate or honours student, your supervisor is the ‘first investigator’ for the purpose of this application and you are the ‘co-investigator’
• All named investigators must sign the form
• You must use the UNSW participant information sheet and consent forms (PISC) – in cases where you wish to argue that a different approach to informed consent be used you must provide an explicit reason and show how you will meet the university’s expectations about providing and recording informed consent
• Data must be stored at UNSW, in your School or Research Centre (not at any other location) and this must be stated in the text box on the form (Question 10).
• If your research is funded by an outside body your application may have to go to the
HREC – please check which body is appropriate before submitting an application
• If you are relying on an outside organisation to provide access or to assist with the recruitment of participants then they are a ‘participating organisation’ (question 12) and you must attach a letter from them giving their agreement to supporting the project
• If you are applying for approval for research activity within a taught course, then you should provide details about the activity, copies of all documents that will be presented to participants (such as information sheets and consent forms) and also provide details about how the ethical aspects of the process will be taught and supervised within the course

HREA Panel B tries to work as quickly as possible. We try to give a response in approximately three weeks; however, this cannot always be guaranteed. The dates for submission and response are similar to the HREC, and can be found at <http://www.gmo.unsw.edu.au/Ethics/HumanEthics/InformationForApplicants/HREC/HRECKeyDates.html>.

Approval is given for a period of twelve months.  If you are continuing to undertake data collection beyond that time then you must apply for a further period.  Renewing an approval requires either that the panel receives a statement that nothing has changed in the project or else a fresh application detailing what has changed.

Please note that if you undertake any research work involving human subjects without ethical clearance then you may not be supported by the University in a case of an ethical complaint. UNSW does not approve ethics applications in retrospect.

If you have any concerns about your project, you may contact a member of the local Panel, who are: Associate Professor Leong Chan (COFA and Convenor of Panel B);  Dr Renae Low (Faculty of Arts & Social Sciences); Associate Professor Robert Walker (Faculty of Arts & Social Sciences); Professor Nicholas Rasmussen (Faculty of Arts & Social Sciences); Professor Neil Warren (Faculty of Law).

All correspondence with the panel must be direct to Ms. Louise Kolff, HREA Panel B Administrator, c/- COFA, HREA Panel B, Dean’s Unit (B-block).  The email address is:
<hreapanelb@unsw.edu.au>.

 

Information correct as at 04-08-2008.