In this section
If ethical approval is being obtained from a certified HREC (other than RCH) as part of the National Mutual Acceptance (NMA) scheme,investigators from the Melbourne Children’s Campus are required to submit a
Governance Only ‘Site Specific Assessment (SSA)’ Application.
There are no closing dates for SSA applications – they can be submitted for review at any time.
From 01 January 2020, all research studies must have a single unique identification number for use across the Parkville Precinct and the Melbourne Children’s Campus. This unique ID will now be the ERM Project ID. This is a 5 digit number generated in ERM when a project is created. You will find the ERM Project ID at
the top right hand corner of your screen on ERM. Ex. 55555
Please also refer to the guidance material on "
How to get a project reference number."
With the introduction to the Parkville Precinct fully integrated Electronic Medical Record (EMR) Project we are having to move across to one precinct reference number.
All studies are still required to
pre-register prior to submission. You can do this by completing the
Any new submissions submitted during this time will need to fill in the
pre-registration form after the 6th January 2020, however are still able to submit the REG department.
You will need to include the ERM Project ID within the
pre-registration form and with your new submission to the REG.
You need this number to communicate with REG and for all internal communications, as well as all supporting service departments on campus. Please quote this number in all email and other correspondence
Please note as of the 1st July 2018 the changes to the
HREC Payment Fees. These are payable in full at the time of the initial submission of a project or amendment.
All payments that are submitted to the Research Ethics and Governance Office at RCH must be completed using this
or payment remittance advice (proof of payment).
RCH HREC Fee Payment Form
There are three options for payment Credit Card, Electric Funds Transfer and Internal Cost Centre Transfer. ***Please note RCH no longer accepts American Express (AMEX) credit card payments and all credit card payments will now incur a 1.5% surcharge fee. ***
If payment does not accompany the initial submission or amendment the Ethics review process will not be able to start until it has been received.
To determine whether fees are applicable to the review of your submission, please review the schedule of
Submission Fees. You do not need to submit this form if no fee applies.
The following documents are required when submitting an SSA application for governance authorisation (as applicable):
RCH REG Application Coversheet
HREC Approval letter listing:
- All ethically approved documents (see Handy Hints); and
- RCH or MCRI as an approved site
One electronic copy signed by:
- Associate investigators (RCH/MCRI only);
- Head of Department; and
- Supporting Departments (can also use Declaration Form below)
You need to submit electronic documents as separate documents. Each file name should capture the name of the document, as well as the version number and date.
Handy Hints (including PICF):
Please ensure that you submit a Governance Only SSA Application as soon as possible, preferably in parallel with the ethics submission. This is critical for applications where a non-standard agreement is used as legal review will be required, which may incur delays.