Frequently Asked Questions

Do I need ethics approval to analyse data I had when I joined the University?

Two possibilities but please contact the Human Research Ethics Officer for advice:

No: If you are analysing data as initially approved by a properly constituted HREC.

Yes: If you are doing more than analysing the data or are analysing the data for a new purpose. For example, if you add a student or other new researcher, wish to collect more data or otherwise change the approved protocol, you will need to apply to the University HREC. Provide the participant information statement and consent form used plus evidence of approval from the other HREC with your application. (07/08)

Does the offer of course credit constitute a coercive inducement to participation?

No. Course credit is a standard reimbursement used within the School of Psychology and does not constitute a coercive inducement. However, you should always advise the Human Ethics department exactly how much credit is on offer for participation. (07/08)

How do I get partial release of approved funds for research?

You need to contact Rebecca Palmer in the Grants Office via email and advise why you need the funds to be released. Furthermore, you will need to provide an assurance that you will not conduct any research that requires ethics approval until it has been granted. (07/08)

How do I know when to renew my ethics approval?

You will be sent an automatically generated request from the Human Research Ethics Office to advise that a progress report is due. If the project is at the end of its 3-year approval and you indicate it is still in progress, the progress report will automatically convert to an application for renewal. This will then be sent to the next HREC meeting for consideration and you will be advised via email of the outcome shortly afterwards. (07/08)

I want to continue data collection for a project started before I joined the University?

Two possibilities but please contact the Human Research Ethics Officer for advice:

If you are the Principal Investigator (or Student Supervisor): you will most likely need obtain ongoing approval from the University HREC.

If you are a Co-Investigator: you will most likely not need an application as this will be categorised as 'Collaborative research'. (07/08)

If I send a draft Participant Information Statement for ethics approval, does it require my supervisor's signature?

No. You need to include a signature block for each signatory from the research team to indicate where each research will sign, but the draft document itself does not need to be signed when being submitted for ethical approval. It can be signed once the draft is approved and the document is ready to be released. (07/08)

Is there any support for completing a NEAF?

Yes there is. The NEAF form can appear quite complicated, but you should simply complete the form as best you can. To access the NEAF, you will first need to register with the New South Wales Human Research Ethics Committee at: http://www.ethicsform.org/au/Help/Information.aspx. [Note: the HREC will accept this version of the form or that provided by the NEAF website directly. The NSW Health website provides help and it is not only for research in NSW Health facilities. All Level 3 applications in the University currently require a NEAF application]. Alternatively, go to the NEAF site: https://www.neaf.gov.au/Default.aspx.

Still having problems? Check the Human Research Ethics website, identify your Faculty's Research Ethics Advisor (REA) and contact them. Still unclear, contact a Human Research Ethics Officer. (07/08)

My data collection was approved by the HREC at the University of Newcastle but a while ago. I want a student to do further analyses on this data. Do I need another ethics application?

No. If originally approved at this University, complete a Variation form to indicate the direction of review and provide the student's details. (07/08)

My supervisor is abroad. Can I provide an e-mail from them in support of my application?

Yes. If your supervisor is abroad and sends us an endorsement of your application via their University of Newcastle e-mail then this will be accepted in place of their signature, but only if they are overseas or are unable to sign the application personally. (07/08)

What if I begin my research before I have obtained ethics approval?

The Human Research Ethics Committee CANNOT grant retrospective ethics approval (National Statement on Ethical Conduct in Human Research). If you realise after you begin your research that you need human research ethics approval you must stop data collection IMMEDIATELY and contact a Human Research Ethics Officer. They can establish if you do need approval or not and what should be done. Deliberate or continued failure to seek and obtain ethics approval will definitely result in rejection of your research proposal. (07/08)

What if I don't submit a progress report?

Failure to submit a progress report by the due date means you no longer have a valid approval for your project and its status will change to Approval Expired. The research must stop immediately. The matter will then be referred to the HREC for consideration at its next scheduled meeting and approval may then be withdrawn. (07/08)

What if I said my project was completed in a progress report?

Email the HREO and advise which project it was and indicate that you wish to re-open it for further analyses. The record can then be retrieved from longer term storage. (07/08)

When do I need to consult with the marketing and media department?

Whenever the media is to become involved in your research project OR you want produce marketing material to promote your project.

All media releases relating to research projects by students and staff of the University must be prepared by the Media and Public Relations team and approved as per normal University procedures.

If you intend to contact the media about your project in any way (i.e. phone call, community service notice, classified advertisement, email etc), you are required to send background information to the Media and Public Relations team at the University of Newcastle. Please allow three days for an initial response.

Contact: media@newcastle.edu.au.

All marketing material produced relating to research projects by students and staff at the University must be written within the University's brand guidelines. Guidelines can be found at www.newcastle.edu.au/mpr.

If you intend to produce advertisements or marketing material (i.e. fliers, posters, printed material, paid and online advertising), containing the University logo it must be sent to the Marketing and Public relations department for approval prior to distribution. PDF files are preferred and please allow three days for an initial response.

Contact: onlinemarketing@newcastle.edu.au

For further information, please refer to the Marketing and Public Relations website.

When do I need to provide details of counselling services within the Participant Information Statement?

Whenever you feel that there is a realistic possibility of the participant suffering stress or anxiety as a result of their participation. Examples include investigations into mental health or emotive issues such as bereavement, depression, illness or any self-image questions that might make the participant feel uncomfortable or unhappy. (07/08)

When do I need to submit a variation application?

Any time you want to change any aspect of the research protocol approved in your original ethics application. This can include a change to any of the following:

• the participant group (increase or reduction)
• the research personnel (addition or removal of students or assistants)
• your procedure (e.g. number or timing of administration of tests or data collection)
• the data collection sites.

Essentially, complete and submit a Variation form to formally advise the Human Research Ethics Office of any intended changes from the approved protocol. Do this prior to making changes. (07/08)

When do I need to use the University logo?

You need to use the University logo in the following cases:

• On your participant information sheet
• On your consent forms
• On any posters/flyers advertising for participants both within and outside of the University grounds.

Please make sure that you use the updated University logo (a black seahorse head) and not the old logo (a seahorse emblem beneath the Southern Cross).

The University logo is not required in the following cases:

• On questionnaires.
• When the research is collaborative research being conducted by a body which is already part of the University of Newcastle (e.g. Royal Institute for Deaf and Blind Children (RIDBC). (07/08)