Before you begin

We recommend that you discuss your research study with our research governance officer before you apply for a research governance review. We can talk you through the submission requirements and answer any questions you may have.

For more information, you can read the following documents:

How do I apply?

Step 1. Prepare your supporting documents

You'll need to submit the following supporting documents with your SSA application.

Required documents

  1. Cover letter listing all documents you are presenting for review (with versions and dates)
  2. SSA submission checklist
  3. Initial approval letter from the Human Research Ethics Committee (HREC) and any HREC approval letters relating to amendments made to study documents (if applicable)
  4. Human research ethics application
  5. Research protocol
  6. Chief Finance Officer (CFO) memo
  7. CV for investigators

Supporting documents

You only need to provide this information if it's relevant to your study.

  • Approved study documentation including:
    • a data collection tool such as a Queensland Advancing Clinical Research Fellowships (CRF)
    • the Participant Information Sheet and Consent Form [DOC 51 KB]
    • the investigator brochure
    • questionnaires and other instruments
    • advertising materials including transcripts for ads, emails, websites, letters or phone calls
    • a letter of invitation or letter to a GP
    • participant diaries or wallet cards
  • Medicines Australia Form of Indemnity if appropriate
  • Insurance certificate if appropriate
  • Clinical Trial Notification if appropriate
  • Good Clinical Practice (GCP) Certificate (for clinical trials only)
  • Public Health Act (PHA) approval

You'll also need to submit a research agreement.

Please contact the Torres and Cape Research Governance Officer to find out what research agreement you need for your study by emailing torres-cape-research-governance@health.qld.gov.au.

The Research Governance Submission for research governance review checklist [PDF 192.26 KB] will help you keep track of the documents you need for your application.

Research agreements

Your research agreement depends on the type of research you’re doing.

If an external organisation is carrying out the research, you must include a research agreement with your application.

If you’re submitting a non-standard agreement, it may need to undergo a legal review. The research governance officer will organise this for you, but you’ll have to cover the cost.

We have different research agreements for particular kinds of research. You can use these without further legal review if they aren’t changed.

Contact the research governance officer for any questions you may have about this process.

Step 2. Get signatures and endorsements

Your site-specific assessment form will need signatures from the heads of departments.

You can get these by emailing the form along with a site-specific research budget [XLSM 87.48 KB] to TCHHS-Medical-Services@health.qld.gov.au.

Your budget

You must have an approved study budget before you can get sign off from our chief finance officer and the appropriate head of department.

Your study budget must include all costs, specifying any 'in-kind' support. You'll also need to consider the cost of staff time for their help during work hours.

Include quotes from the following areas if required for your study:

  • information management
  • radiology
  • pharmacy
  • pathology

Send your site-specific assessment forms and budgets to TCHHS-Medical-Services@health.qld.gov.au.

We'll forward these on for review. If your SSA and budget is approved, they'll be signed and returned to you from the above email address.

If we find problems with your budget in the review, we'll return it to you. You'll have to resubmit it before the SSA can be reviewed by the head of department.

If you don't submit a budget, your application won't be progressed.

Step 3. Submit your application

  1. Upload all your documents in the ERM
  2. Click on the submit button to ensure your application is lodged
  3. Send a hard copy of your application, including all study documents, to the research governance officer, including a detailed cover letter and a copy of your completed submission checklist.

The research governance officer will review your application. They may ask you to answer extra questions or to provide more information about your application.

Postal address

Research Governance Officer
Torres and Cape HHS
PO Box 5607
Cairns Qld 4870

View ERM Frequently asked questions.

Next steps

If everything's in order, your research application will be validated and a governance review can be completed.

A recommendation will be provided to the Chief Executive regarding research authorisation. The RGO will advise you of the outcome.

If your research study has been authorised, you’ll also have reporting requirements .

Last updated: February 2024

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