HREC Applications, Amendment requests and other relevant HREC forms

1. Complete the HREC Application Form (Please ensure you are using the current application template – 2025 version. 
2. Complete a Plain Language Information Statement template (PLIS) (refer to example PLIS before completing)
3. Complete a Consent Form
4. Include any relevant questionnaires, surveys or interview schedules
5. Provide letters of permission from any external agencies and advise if any external HREC’s are reviewing your application.
6. Ensure to do a grammar and spell check prior to submission.

IMPORTANT: the student researchers personal contact details must not appear on any material that participants access i.e. PLIS, questionnaire, advertising etc. Please make sure that any queries relating to the project are directed to the Principal Researcher via their email address or via the CMI main reception number (03 9813 3400). Student CMI email addresses can be included on the PLIS and advertising for the purposes of recruitment (e.g. contact person to arrange interviews). Any complaints or ethical concerns are to be directed to the HREC Secretary via hrec@cairnmillar.edu.au.

Helplines to include in your application (if applicable)

These are two URLs that have different help lines available.

Mental Health Helplines: International

Note: Checkpoint.org and Mental Health Wearespur.com are no longer accessible.

Useful links and resources

Guidelines on the use of draws, raffles, or prizes as a research participation incentive

Once you have completed and assembled all documents do the following:

1. Sign the HREC Forms. Ensure to obtain signatures from all Researchers involved (student/s and principal researcher) and the Assoc. Dean of (Research). Click here for contact details. Note: If any signatures are missing, the application will be sent back to the Researchers to update and this may cause delays.
2. Make sure the documents are in the above order and in PDF format. (All documents merged as one PDF file, not in separate attachments, where possible).
3. Prior to submission, all active project members must sign off on the application form.
4. Ensure to do a grammar and spell check prior to submission.
5. Ensure that your email clearly states that it is a new application for first review and email to:

Secretary to HREC
The Cairnmillar Institute
Email: hrec@cairnmillar.edu.au

Important: You will receive an acknowledgment with an allocated Project Number via email once your application has been sent out for review. Please ensure to quote your Project Number with any correspondence relating to your application.

Below are estimated timeframes that may vary depending on busy periods as reviewers may be managing competing priorities:

• Lower Risk applications: allow 4 weeks to be reviewed.
• Higher Risk applications: Feedback will be sent to Researchers 10 working days following the HREC meeting. Refer to the HREC calendar for submission dates.
• Amendment Requests: approx. 2 weeks.
• Exemption Requests: approx. 2 weeks.

If this information is not followed correctly or if there are any discrepancies with the application, it will not be submitted to the committee and will be returned immediately to the researcher/s.

When you have received your feedback and updated your Lower Risk application or if you are resubmitting a Higher Risk application, make sure to provide the status of your application in your email to the HREC secretary and quote your project number.

1. Sign the HREC Forms. Ensure signatures of all Researchers involved (student/s and principal researcher) and the Assoc. Head of School-Research (AHoS-Research). Click here for current AHoS-Research details are present on the revised application. Note: If any signatures are missing, the application will be sent back to the Researchers to update and this may cause delays.
2. Quote your allocation project number.
3. Make sure the documents are in the above order and in PDF format. (All documents merged as one PDF file, not in separate attachments, where possible).
4. Ensure to do a grammar and spell check prior to submission.
5. Ensure that your email clearly states that it is a Revised application with feedback incorporated and email to hrec@cairnnmillar.edu.au.

Note: The updated/resubmitted application must contain all signatures (student researcher, Principal Researcher /Supervisor and the AHos-Research (Research coordinator) for the submission of revised applications (once feedback has been incorporated).

Please do not commence data collection until your Revised application has been approved and you have received your official approval letter to commence research.

Make sure to email to hrec@cairnmillar.edu.au, in PDF format, the following documents:

• HREC Amendment request
• Previously approved application
• Copy of the ‘Approval to Commence Research letter’

Who needs to sign this amendment

• Principal researcher / CMI staff are required to sign all amendments
• All new members being added to a project need to sign. 
• Existing student and external project members are not required to sign every amendment request.

HREC Amendment request

For research activities to be eligible for exemption from ethics review, it must meet the following minimum standards:   

• The activity is negligible risk as defined in the NHMRC National Statement.
• It involves the use of existing collections of data or records only.
• The data to be used is non-identifiable.

Exemption from Human Ethics Review Request form 

Who needs to sign this request:

• Prior to submission, all active project members must sign off on the request form.

If your application has already been submitted to Monash Health’s HREC or another approved NHMRC external HREC, please advise CMI’s HREC secretary before submitting a full application as you may not need to submit to CMI HREC.

Evidence required:

For acceptance and ratification, the HREC committee will need:

• Final application
• Approval letter (e.g. from Monash or other HREC) 

Please discuss with your Supervisor before applying to CMI HREC.

Expedited Review (External HREC approved) form

Who needs to sign this request:

• Prior to submission, all active project members must sign off on the request form.

Failure to submit a 12 month progress or Final report will mean approval for the project will lapse and a new application will need to be submitted to the HREC.  A researcher must not continue with the research if ethics approval has lapsed and or been withdrawn.

12-month Progress

Once your application has been approved and you have received your approval to commence research letter, you can begin your project. If your project reaches the 12 month point, you are required to submit a 12 month Annual Progress Report.  Speak to your Principal supervisor and request that they submit the progress report on behalf of the project team as outlined in the approval to commence research letter. Please complete the 12-month progress report form.

Final Report (project conclusion confirmation)

Approval of a research project is valid only to the proposed completion date as stated in your application. Researchers must submit a final report to the HREC once all data has been collected and the project has concluded. Complete the 12-month progress report form as well as the Final Report section.

Please ensure to include your Project Number in the folder name when submitting your data to the Research Sharepoint site.

12 month Annual Progress Report / Final Report