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Processes and Forms for Students

For Degree Purposes

  • PhD

    Applicable to all PhD students

    Step 1:  First time registration of PhD thesis at the Faculty of Health Sciences PG Office

    1. Download the Abridged MOU (ACA47b)
    2. Complete the Abridged MOU (ACA47b)
    3. Prepare a brief summary of PhD proposal
    4. Submit the completed and signed Abridged MOU (ACA47b) and the summary of your PhD research to the PG Office via email vuyi.mgoqi@uct.ac.za
     

    Step 2:  Develop your full research proposal/protocol

    1. Download the Full Memorandum of Understanding (ACA47a)
    2. Complete the Full Memorandum of Understanding (ACA47a) and submit to the PG Office via email vuyi.mgoqi@uct.ac.za within 6 months of registration
    3. Finalise your research proposal/protocol and present to the SoPHFM within 12 months of registration
    4. Once the proposal presentation is passed (i.e. successfully completed), you are ready to apply to obtain ethics clearance
     

    Step 3:  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. In conjunction with your supervisor, you must complete and sign the FHS013 form and provide supporting documents
    3. Submit the completed FHS013 form with the synopsis of your research, research protocol, motivation for expedited review (where applicable), cover letter and any other supporting documents to the Departmental Research Committee Administrator, Falmouth Building, Level 3, SoPHFM Research Ethics Document Submission Box
    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 and your supervisor
     

    Step 4:  Continuation of your research

    1. Following your ethics approval, proceed with your study—begin to collect data or to analyse your secondary data and complete your write up
    2. Consult your supervisor regarding the issuing of intention to submit and the final submission of your thesis to the Doctoral Dissertation Board (DDB) for examination

 

  • Masters (MPH, MMed, MPhil)

    Applicable to all Master's degree students where ethics approval is required
    (Both expedited and full review)

    Step 1:  First time registration for your Masters dissertation at the Faculty of Health Sciences PG Office

    1. Download the Abridged MOU (ACA47b)
    2. Complete the Abridged MOU (ACA47b). You do not need to have the summary of your proposal at this stage
    3. Submit the completed and signed Abridged MOU (ACA47b) to the PG Office via email vuyi.mgoqi@uct.ac.za
     

    Step 2:  Develop your full research proposal/protocol

    1. Download the Full Memorandum of Understanding (ACA47a)
    2. Complete the Full Memorandum of Understanding (ACA47a) and submit to the PG Office via email vuyi.mgoqi@uct.ac.za within 6 months of registration.  If you envisage any challenge, discuss this with your supervisor/programme convenor
    3. Once you have completed your research proposal, you are ready to apply to obtain ethics clearance
     

    Step 3:  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. In conjunction with your supervisor, you must complete and sign the FHS013 form and provide supporting documents
    3. Submit the completed FHS013 form with the synopsis of your research, research protocol, motivation for expedited review (where applicable), cover letter and any other supporting documents to the Departmental Research Committee Administrator, Falmouth Building, Level 3, SoPHFM Research Ethics Document Submission Box
    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 and your supervisor
     

    Step 4:  Continuation of your research

    1. Proceed with your study—begin to collect data or to analyse your secondary data and complete your write up
    2. Consult your supervisor regarding the issuing of intention to submit and the final submission of your Master's degree dissertation for examination

 

  • Masters (MPH, MMed, MPhil)

    Applicable to all Master's degree students where ethics approval is NOT required
    (E.g. A systematic or policy document review dissertation)

    Step 1:  First time registration for your Masters dissertation at the Faculty of Health Sciences PG Office

    1. Download the Abridged MOU (ACA47b)
    2. Complete the Abridged MOU (ACA47b). You do not need to have the summary of your proposal at this stage
    3. Submit the completed and signed Abridged MOU (ACA47b) to the PG Office via email vuyi.mgoqi@uct.ac.za
     

    Step 2:  Develop your full research proposal/protocol

    1. Download the Full Memorandum of Understanding (ACA47a)
    2. Complete the Full Memorandum of Understanding (ACA47a) and obtain a detailed letter from your supervisor confirming that ethics approval is not required and the letter and the completed ACA47a to the PG Office via email vuyi.mgoqi@uct.ac.za within 6 months of registration.  If you envisage any challenge, discuss this with your supervisor/programme convenor
    3. Once you have completed your research proposal, you are ready to continue with your research

    Step 3:  Continuation of your research

    1. Proceed with your study and write-up
    2. Consult your supervisor regarding the issuing of intention to submit and the final submission of your Master's degree dissertation for examination

For Non-Degree Purposes

  • Self-initiated research

    Applicable to all Master's and PhD degree students who initiate research that is not part of the requirements for their degree (i.e. student self-initiated research) but ethics approval is required
    (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)
    2. Complete an internal scientific review for the research study:
      * Contact your Supervisor, Head of Division, Unit or Centre Director to assign an internal reviewer. Note: this reviewer must be a senior researcher with expert knowledge of the research topic or area.
    3. 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
    1. Complete and sign the FHS013 form and provide supporting documents. In completing the FHS013 form, a UCT principal investigator (PI) is required.  The PI could be your supervisor or a UCT staff from the School of Public Health and Family Medicine (SoPHFM) on the research project.  Else, you are required to liaise with your Head of Division, Unit or Centre to nominate a SoPHFM staff member as your PI.
       
    2. Ethics review processes
      1. [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.
      2. [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. Human Research Ethics Application Submission dates.
         
    3. 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.
       
    4. 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).
       
    5. Your PI 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 via the PI.

     

    Step 3:  Continuation of your research
     

    1. Following ethics approval, you may proceed with your study—begin to collect data or to analyse your secondary data and complete your write up
    2. It is your responsibility to ensure that, if necessary, any relevant clearance, including government department clearance, is obtained before you proceed with your study
    3. If required, you may then submit your research proposal to the agency from whom you would like to seek funding.

 

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