Doing the research

How to maintain your approvals

All research projects at Grampians Health can only commence once they have received GH research governance authorisation, regardless of whether ethics approval came from the GH SJOG HREC or an external HREC.

However, once authorised, projects must maintain their approval by submitting required reports, notifications, and – when needed – amendments throughout the project lifecycle. 

This is done via the same platform used at the beginning to obtain your initial approval/authorisation: ERM

Navigate back to your project in ERM, look for the action tile on the left-hand side that says “Create Sub-Form”, and go from there.

Contact us if you have any questions.

For projects approved by GH SJOG HREC

Submit via ERM

  • Ethics Amendment Requests
  • Project Notifications
  • Project Progress Reports (annually)
  • Project Final Report (at completion)

More information about Annual Progress Reports

Must be submitted by 30 April each year.

Projects approved between January–April do not need to submit until 30 April the following year.

Use the same form to submit a Final Report when the study is complete, including any publications.

For projects authorised at GH (external HREC oversight)

Submit via ERM

  • Site Governance Amendment Requests
  • Site Notifications
  • Site Progress Reports (annually)
  • Site Final Report (at completion)

Remember to provide confirmation of the overseeing HREC’s approval where relevant.

More information about Annual Site Progress Reports

Must be submitted by 30 April each year.

Projects approved between January–April do not need to submit until 30 April the following year.

Use the same form to submit a Final Report when the study is complete, including any publications.

Key requirements for all projects

  • It is a condition of approval that the Principal Investigator reports:
    • Amendments
    • Adverse events and safety information
    • Other matters impacting project conduct
  • Updated documents must include both clean and tracked changes versions.
  • New documents cannot be used until approved/authorised.
  • Safety reporting: For clinical trials, if submitting an SAE, SUSAR, or USADE, also email REGO at ResearchEthics@gh.org.au.
  • Amendment fees: Fees apply for most amendments. No fees for local projects initiated by GH and SJOG staff without commercial support. Review the fee schedule – where fees apply, complete the HREC and Governance Fees Form and include it in your submission. This ensures correct invoicing.

Need help?

Contact the Research Ethics and Governance Office:

Email: ResearchEthics@gh.org.au

Phone: 03 5320 8661 or 03 5320 8662