​​​​​​​​​​​​​​​​​Annual/Final Progress Reporting Submission Requirements for QA/Low Risk Projects approved by Western Health

A condition of authorisation of all projects authorised by the Western Health is that an annual progress report must be submitted by the Principal Investigator (PI) and Human Research Ethics Committees (HRECs)/Low Risk Ethics Panel (LREP) are required to monitor research in accordance with the NHMRC National Statement on Ethical Conduct in Human Research (2007).  A condition of approval and site authorisation of all projects approved by a HREC/LREP is that a report of project progress is submitted annually by the PI.

Changes from 2022

Click here for the Progress Report QA LR Summary Guide

Single submission date

The Office for Research is streamlining the timeframes for submitting annual progress reports and self-audit forms by implementing the same annual due date for all projects. This change is effective from 2022. Progress reports for Low Risk and multi-site SSA projects are now due on 01 May each year. Meaning, annual progress reports will no longer be due by the anniversary of HREC approval.

For Quality Assurance/Negligible Risk/Audit Projects, only a Final Report is required at 2 years.

We also ask that investigators submit the final site report with the annual progress report to this deadline unless an acknowledgement is required earlier.

Why implement a single due date for progress reports?

The Office for Research envisages that a single due date for all progress reports will be easier for investigating teams to remember. In the past teams have forgotten to submit progress reports thus jeopardising the ethics status of their study. With this change we aim to avoid this confusion.

A single due date will also improve reconciliation and reporting by the Office for Research.

Reporting Period

The reporting period is for the twelve months preceding the annual due date which is 01 May i.e. May 2021 to May 2022.

Note: Annual Progress Reports for projects that have been approved in January – April in any year do not need to be submitted until 1 May the following year.

An annual progress report and self-audit should be submitted to the Office for Research by 01 May every year (Starting 2022). Continued ethical approval of a project is contingent upon the Office for Research receiving an annual progress report before the anniversary of HREC approval or as specified by the HREC. A failure to do so may result in withdrawal of ethical approval.

Annual Progress Reports

How to Submit an Annual Progress Report to WH

• The site Principal Investigator (PI) should complete and submit a Project Progress Report via Ethical Review Manager (ERM)
• Obtain signature/s via ERM
• Upload the following document as supporting documents on ERM:
• WH Self-Audit form (download this form on right hand side links)
• Send an email notification to [email protected] to initiate review. The email must include the following details:
• ERM Project ID/LREP reference number
• Project title
• Type of submission (e.g. Progress Report for 2021-2022)
• Date of submission made on ERM

Failure to submit progress reports may result in suspension of the study and audit investigation from the Office for Research.

Acknowledgement of submission and ongoing authorisation

• The Office for Research will acknowledge receipt of the report through email and ERM.
• Research teams should file the acknowledgement email/s in the Investigator site file as evidence that the project has been approved for a further 12 months.