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Processes and Forms for Staff

  • Applicable to all staff

    (Both expedited and full review)

    Step 1:  Completing the internal review process for the scientific content of the proposal

     

    1. Download and complete the Scientific Review of Research Proposals Form (R1)
       
    1. If an external scientific review was already conducted for the research study:
    • Contact the DRC Chair to clarify if the external review is sufficient
    • If the external review is sufficient, provide a cover letter to this effect and proceed to Step 2
    • If the external review is not sufficient, proceed to conduct an internal scientific review
       
    1. Complete an internal scientific review for the research study:
    • Contact your Head of Division, Unit or Centre Director to assign an internal reviewer. Note: this reviewer should have expert knowledge of the research topic and proposed methodology.  The reviewer cannot be a student but ideally  a senior academic or researcher
       
    1. Submit the completed R1 form and your completed proposal to the internal reviewer to be reviewed for the scientific content.
    • Provide a cover letter detailing the amendments, if any, to your research proposal following the internal review process.

     

    Step 2:  Obtaining ethics approval

    1. Download the required ethics forms
      • FHS013-New protocol application form
      • FHS014-Pointers for preparing a synopsis
      • FHS015-Guide to preparing a research proposal/protocol
         
    2. Complete and sign the FHS013 form and provide supporting documents
       
    3. Ethics review processes:
      a) [Expedited ethics review required]: Submit the completed FHS013 form with the synopsis of your research, research protocol, motivation for expedited review, cover letter and any other supporting documents to the Departmental Research Committee Administrator, Falmouth Building, Level 3, SoPHFM Research Ethics Document Submission box.
      b) [Full ethics review required]: Submit the completed FHS013 form with the synopsis of your research, research protocol, cover letter and any other supporting documents to the Departmental Research Committee Administrator, Falmouth Building, Level 3, SoPHFM Research Ethics Document Submission box. Please click on the link provided for Human Research Ethics Application Submission dates.
       
    4. Following departmental approval, you will receive an email with the instruction to collect your documents, i.e. duly signed FHS013, Synopsis and Protocol, from Falmouth Building, Level 3, SoPHFM Research Ethics Collections Box.
       
    5. After collecting your documents, submit the required copies of your duly signed FHS013, synopsis and protocol to: Faculty of Health Sciences Human Research Ethics Committee E53, Room 46, Old Main Building, Groote Schuur Hospital. E‐mail: hrec-enquiries@uct.ac.za; phone (021 406 6492; 021 404 7682; 021 406 6626).
       
    6. You will receive email communication from the HREC regarding the status of your ethics application. On successful approval, your HREC number will be communicated to you (i.e. the principal investigator).

     

     Step 3:  Continuation of your research

    1. If your research is being conducted in South Africa, involving public sector staff/clients, you will need to get the relevant government department clearance (e.g. the provincial DoH)
       
    2. If your research is being conducted outside of South Africa, you will need to check whether local ethical clearance is required
       
    3. If either 1 or 2 applies, you may proceed with your study only after obtaining the requisite clearances in addition to your ethics clearance
       
    4. If neither 1 nor 2 applies, then following ethics approval, you may proceed with your study—begin to collect data or to analyse your secondary data and complete your write up
       
    5. If required, you may then submit your research proposal to the agency from whom you would like to seek funding

 

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