New applications

  • Speak to us

    If you are submitting to us for the first time please call us on (03) 9345 5044 so we can guide you in the right direction. We also have drop-in sessions for you to discuss your study on Wednesdays 9.30 – 10.30am and Fridays 10.30 – 11.30am. Our office is located on Level 4, South Building.

    Submission process

    The submission process for a new application depends on the 1) risk profile of the project and 2) whether it is a single or multisite ethics application. Alternatively, if ethics review and approval has been provided from an external institution the application will be for governance only authorisation.


    MCC DERP is a system to support your submission in ERM (Ethics Review Manager), it does not replace ERM. For all low and high risk projects, researchers will still be required to use ERM to submit their HREA and study documents related to ethical review (protocol, PICF and other patient facing materials).

    In addition to helping reduce the duplication when filling out forms, MCC DERP will also guide researchers into what forms/governance processes are required for their project. It will be used to lodge all research or quality projects on campus.

    Initial steps

    You will need to:

    • Obtain the ERM project Id number, if you are doing a low or high-risk research project
    • Register your project on MCC DERP
    • Complete the Research Ethics Risk Assessment to determine your risk

    Project risk

    MCC DERP will help you determine your project's level of risk. In line with the revised National Statement  projects are assessed as low-risk, high-risk or minimal risk.

    • High-risk projects require full review by the HREC.
    • Low-risk projects are reviewed by the LREC (a subcommittee of the HREC)
    • Minimal risk projects no longer need ethical review by the REG Office. They must be registered on MCC DERP with all accompanying documentation

    Submission deadlines

    If your project is high risk, you need to submit it to our office by the relevant deadline. See the HREC and DTS meeting dates. 

    If your project is low risk, you can submit it to our office any time.  

    If your project application is for governance only, you can submit it to our office at any time.

    ERM Project Id number

    To obtain your ERM project Id number and to submit an application you will need to log in to Ethics Review Manager (ERM). The Victorian Department of Health provide an Applicant User Guide to ERM. Further ERM guidance is also available on their website here.

    Only low and high-risk projects need to be submitted on ERM. If you’re not sure of the risk of your project, you can use MCC DERP to find out or contact us at

    EMR Study Registration Survey (previously called the pre-submission survey) 

    You also need to register your study with the Parkville EMR team at the time of submission. You can do this by completing the EMR Study Registration Survey.

    More information

    See below for more information on the submission processes for different types of applications:

    2024 HREC & DTS meeting dates

    See the HREC and DTS meeting dates. 

    MCRI sponsorship committee

    The MCRI sponsorship committee needs to approve new investigator initiated clinical trials that are not commercially or collaboratively group sponsored. The committee meets on the first Monday of every month to review new trial applications for sponsorship. The committee's role is to identify any requirements for extra indemnity, insurance and contracts for a trial, on a case by case basis. They will advise the Sponsor-Investigator, and REG where necessary, of these requirements. Applications for MCRI Sponsorship must be submitted 10 working days prior to meeting date. All email queries regarding the MCRI Sponsorship Committee can be sent to - 

    Please review the following for more information: 

    2024 Meeting Dates: 

    • June 3rd 
    • July 1st
    • August 5th 
    • September 2nd
    • October 7th 
    • November 11th 
    • December 2nd 

    HREC payment fee

    To determine whether fees are applicable to the review of your submission, please review the schedule of RCH HREC Submission fees

    The RCH HREC Fee Payment Form only need only be submitted if a fee applies. Proof of payment can be made by submitting the remittance advice if payment has been made by electronic transfer.

    The fee payment needs to be made in full at the time of initial submission. We cannot undertake the ethics review process until payment is received.  

    The RCH does not accept any American Express (AMEX) credit card payments. All other credit card payments will incur a 1.5 per cent surcharge fee. 

    You will be required to upload evidence of this payment with your Ethics application via MCC DERP.

    Electronic signatures

    The RCH Research Ethics and Governance (RCH REG) Office support and promote the use of electronic signatures when executing clinical trial governance-related documents including:

    • HREC and Governance Applications
    • Clinical trial research agreements
    • Clinical trial indemnities

    PLEASE NOTE: copies of all clinical trial research agreements and indemnities require review from the Research Ethics & Governance office prior to the request to the relevant signatory. Please email the document to with the HREC application number and state for review prior to requesting signatures. A reply will include whom the electronic signature request should be sent to.