DEC Frequently Asked Questions

Below are the answers to frequently asked questions on applications to the Departmental Ethics Committee.

In this section:

How do I know if my project requires ethics approval?

Ethics approval is required to ensure that any research involving humans or access to personal information is conducted in accordance with guidelines set out in the National Statement on Ethical Conduct in Human Research. The design, review and conduct of research must reflect the following values, namely: research merit and integrity; justice; beneficence; and respect.

The Departmental Ethics Committee (DEC) provides ethical assessment of
non-biomedical research proposals that are:

funded by the Department of Health and Ageing;
require access to, or linkage of Department of Health and Ageing data; or
are initiated or conduced either wholly or partly by departmental staff.

and either

have not been considered by another HREC; or
have been referred to the DEC by a data custodian or by a Senior Executive of the Department.

To confirm whether your project requires ethics approval, a written outline of the project proposal must be submitted to the Committee Secretariat at ethics@health.gov.au. This information will then be forwarded to the Chair of the DEC who will determine whether ethics approval is required.

My project has already received approval from another HREC? Will I be required to seek DEC approval?

DEC approval is required where access to, or linkage of departmental datasets is required (e.g., Medical Benefits Schedule or Pharmaceutical Benefits Scheme datasets).

In all other cases, the DEC will accept a copy of ethics committee clearance from another HREC (such as the AIHW). It is assumed that these ethics committees will have terms of reference as outlined by the National Health and Medical Research Council.
Top of Page

Is there a fee involved in making a submission to the DEC?

While there is no application fee for projects submitted to the Committee, an administrative charge may apply to cover the provision of independent legal advice regarding privacy aspects of the project. The cost will depend on the complexity of the project.

Independent legal advice is obtained for each project submission to help the Committee determine whether the project design and research methodology complies with the Privacy Act 1988.

The Chair of the DEC has determined that my project requires ethics approval. What factors do I need to consider when preparing my application?

Applicants are encouraged to review the National Health and Medical Research Council’s (NHMRC) National Statement on Ethical Conduct in Human Research (2007) which sets out the ethical principles and values for research conduct.

For projects which involve Indigenous people, it is recommended that applicants examine the NHMRC’s Values and Ethics: Guidelines for Ethical Conduct in Aboriginal and Torres Strait Islander Health Research (2003) report.

Can I use the National Ethics Application Form or is there a preference for the DEC application form?

The Committee prefers the DEC application form but is willing to accept research applications using the National Ethics Application Form.

Can you provide more information on the level of detail required in the project budget?

A high level summary of the project’s financial position should be provided to the Committee. This summary will need to cover the entire duration of the project.

The Committee will consider whether the funding proposal is appropriate. Information is required on a breakdown of project costs by salaries, administrative costs, participant reimbursement and estimated indirect costs. Examples of indirect costs include travel, conference costs, recruitment incentives and equipment.

We are unable to obtain all the necessary signatures before the submission closing date. Who do I notify and can I still submit an application form?

An application will not be considered by the Committee without the necessary signatures.

However, an application without signatures will be accepted on the submission closing date conditional upon:

Signatures being received prior to the Committee meeting. Scanned copies of all relevant signatures must be sent to the Committee Secretariat at ethics@health.gov.au.
Provision of a covering letter from the Principal/Senior Researcher to the Chair of the DEC explaining the nature of the delay and a proposed course of action for obtaining any outstanding signatures.

A hard copy of any outstanding signatures should also be sent by post to:

DEC Secretariat
Departmental Ethics Committee
Department of Health and Ageing
MDP 132
GPO Box 9848
CANBERRA ACT 2601

Top of Page

My application is being considered at the next DEC meeting. What outcomes can arise from the meeting?

The following outcomes apply to applications considered by the Committee:

The application is approved by the Committee.
The application receives conditional approval. Approval is granted provided certain requirements are met. Evidence of the requirements being met must be provided before final approval will be granted.
The application does not receive Committee approval and further information is required for consideration out-of-session. The Principal/Senior Researcher is required to provide further clarification on issues raised by the Committee and/or the independent privacy advice. Once a satisfactory response is received, final approval will be granted.
The application does not receive Committee approval and significant further information is required to be considered at the next Committee meeting. The Principal/Senior Researcher may be required to make changes to the project proposal or address issues raised by the Committee and/or the independent privacy advice. When reconsidered, the project will either be granted approval or be progressed out-of-session.

How long will it be before I can expect a response on outcomes from the meeting?

The Principal/Senior Researcher will be advised of the Committee’s decision within
7–10 working days of the Committee meeting.

No information will be available before that time.

How long do I have to respond to comments from the Committee?

A response from the Principal/Senior Researcher is expected within three months or two meetings, whichever occurs sooner. After this time, the proposal will be deemed to have lapsed and a new application is required.

I have a question about the independent privacy advice provided by the Committee. Who should I contact to seek further information?

Enquiries about independent privacy advice should be sent to the Committee Secretariat at ethics@health.gov.au. The Secretariat will then contact the provider of this advice and arrange for a response to be sent to applicants.
Top of Page