Art History postgraduate coursework: Ethics for human research : School of Culture & Communication : The University of Melbourne

Art History postgraduate coursework: Ethics for human research

Do you need Ethics clearance for your research?

If your research project involves:

gathering information about human beings (and organisations) through interviewing surveying, questionnaires, observation of human behaviour, audio/video taping
using archived data in which individuals are identifiable
studying or researching in illegal activities

then you must apply for Human Ethics Committee approval before you begin work. Ethics approval may also be required where, as part of assessment requirements in a particular subject, students are asked to undertake research involving human subjects.

If you are in any doubt about whether your project needs Ethics Clearance, consult:

your supervisor
the University's Ethics website
a member of the School's Human Ethics Advisory Group (HEAG)
the University's central Research Office.

The University of Melbourne is committed to the highest standard of integrity in research. The University of Melbourne Code of Conduct for Research sets out the obligations on all University researchers, to be aware of the ethical framework governing research at the University and to comply with institutional and regulatory requirements. All research involving human subjects by students and staff in the School of Culture and Communication should conform to the Melbourne Research Office Human Ethics protocols that support ethical research.

Human Ethics Advisory Group (HEAG)
Applications and procedures
Meeting dates and deadlines
After Ethics approval

Human Ethics Advisory Group (HEAG)

Every Ethics application is initially assessed by the School of Culture and Communication's HEAG, which is made up of representatives from the School's different disciplinary areas. The HEAG will provide the researcher with expert feedback and, when appropriate, approval or referral to the relevant University committee.

School of Culture & Communication: 2008 HEAG committee

Ken Gelder (English - Chair)
Ingrid Volkmer (Media and Communications)
Carolyne Lee (Media and Communications)
Barbara Bolt (Creative Arts)
Rowan Wilken (Cultural Studies)
Sarah Mathers (Administrator)

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Applications and Procedures

You'll find lots of useful information on MRO's Application and Approval Process website (especially via the "Handy Hints" link).

Human Ethics applications are submitted electronically via the Human Ethics Workbench in Themis.
Signed, printed copies are also required at various stages of the process.

Using Themis

All University of Melbourne researchers, including Research Higher Degree students, have ready access to Themis. If you haven't used Themis before, you must start by setting up a Themis account via the Account Registration System.

Once you are using Themis, step-by-step guides are available in the form of Quick Reference Cards - these will help you through the different processes.

HANDY HINT: If you are a student, make sure you create the application on your own workbench (ie via your own login). You will list your supervisor as the "Responsible Researcher", granting him/her editing rights. But if your supervisor creates the application, then you (the student) will only have view access.

Application Types

Different ethics application types are outlined on the MRO website, but you don't need to be certain which category of application you will be submitting before you start. The first 10 screens in Themis contain questions and checklists designed to help you determine what kind of application it will be, while Step 11 will allow you to make a special case if you feel you can justify your project as Minimal Risk despite identifying risk factors.

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Timelines and Deadlines

Ethics applications can take several months from submission to approval, even longer if they are full Project proposals, rather than Minimal Risk. Please APPLY EARLY to allow adequate time for the process of feedback, revisoin and approval.
Applications must be submitted by the School deadlines outlined in the table below, for consideration at the HEAG meeting listed in the second column.
Late applications will not be accepted.
After HEAG consideration, and revisions, Project applications will be submitted to the University meeting.

RESEARCH MUST NOT COMMENCE UNTIL ETHICS CLEARANCE HAS BEEN OBTAINED.

2009 School and University deadlines and meeting dates

School Deadline
Tuesday 7 July
Tuesday 18 August
Tuesday 15 September
Tuesday 10 November

Submission procedure

Submit your application within Themis (you will be permitted to do this at Screen 20, provided you have attached all the required attachments)
Print a complete copy of your application, according to these instructions:
Photocopy the full application, in order to submit 6 copies - 1 signed original and 5 photocopies (preferably double-sided) - of the whole package (summary, application and attachments) to the Ethics Administrator before the relevant School HEAG deadline, so they can be distributed to each member of the committee.

HANDY HINTS for the Application Summary

For a Minimal Risk application you will need to select the following report name: UOM RMS HE AP Minimal Risk - Application Summary
When entering your Ethics ID, don't forget the '0' at the start of the number
I would recommend using RTF format, especially if you are using a Mac - sometimes Themis cuts off some of the text from the Brief Description, and you can paste the missing text in to an RTF document from Themis, before you print

What happens next

The HEAG will provide recommendations within several weeks of their meeting, and usually request some revisions. Once you have completed these changes, upload them in Themis again, and submit the application again. Themis should always represent the most up-to-date version of your application.
Then email the Ethics Administrator to say which documents you have changed. Unless you have been asked to re-submit your application to a full HEAG, your revised documents will usually be considered by the HEAG chair.
Once approved, we will ask for another round of printed signed copies (instructions for this will be emailed to you when your application is judged ready).

Project applicants will need to undertake their revisions quickly if they wish to submit the 15 copies in time for the next HESC meeting. Remember that the Ethics Administrator will need to secure signatures from the HEAG Chair and Head of School after you and your supervisor sign, so you must allow a few days for this too.

HANDY HINT: The MRO provides information about submitting Ethics applications on their Submitting your Hardcopy Ethics Application website, but don't forget to refer back to this page for the School's specific guidelines.

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After Ethics approval

The MRO website provides details of processes that follow approval on their Once approval has been granted page.

Variation to project

If subsequent variations or modifications to the project are required once approval has been granted, a Human Ethics: Request for Amendment must be submitted for approval. If the HEAG considers that the proposed changes are significant, researchers may be required to submit a new application for approval of the revised project.

Annual reports

The Human Research Ethics Committee requires all researchers to submit an annual report on each of their projects in February of the following year, or at the conclusion of the project if it continues for less than a year (see their Reporting and monitoring webpage). Failure to submit an annual report at the end of each year will mean approval for the project will lapse and a new application will need to be submitted.

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