SSA Governance Submission Deadlines
Due to the impact of COVID-19 on the organisation, staff and the need to change governance administration processes, we provide the below governance submission changes to help ensure that research is processed in an expeditious and efficient manner, particular if resources are further impacted.
In order to help the Office for Research better manage the workload that is coming through, all non Covid-19 related projects and Investigator Initiated research will be subject to the governance submission deadlines.
Note: During these times of resource constraints, the Office for Research is unable to review submissions that are incomplete. Submissions which are found upon preliminary review to be incomplete will not be further reviewed and a notification stating that the submission is incomplete will be issued if requisite submission elements are missing. It will be the responsibility of the submitter to ensure that the re-submission is completed in accordance with the requirements of the Office for Research. We therefore strongly encourage all staff to familiarise themselves with the submission requirements and ensure that a complete submission is made to the Office for Research to avoid review delays. It is anticipated that incomplete submissions will result in governance review delays.
No submission deadlines for COVID-19 studies and Commercially Sponsored trials/projects, these can be submitted at any time but above review conditions for incomplete submissions will apply.
All other submissions must be made by the submission date at 12PM.
Submission Deadline Dates
2024
- 29 January 2024
- 26 February 2024
- 25 March 2024
- 29 April 2024
- 27 May 2024
- 24 June 2024
- 29 July 2024
- 26 August 2024
- 30 September 2024
- 28 October 2024
- 25 November 2024
Details to submit
Electronic copies must be submitted to be considered a full submission.
No hardcopies are currently required due to COVID19 contingencies.
Electronic Copies:
Applicants must submit the SSA application via Ethics Review Manager (ERM) and notify via Email [email protected]
Mandatory electronic file name convention:
To ensure the electronic copies submitted are easily identifiable, the format outlined below must be used for all electronic files. As shown in example below, include version numbers and dates in the file name.
Projects submitted with documents that do not follow the below naming convention/format will not be considered and will be returned via email to sender.
Please do not use the following symbols in your electronic filename: ! @ $ % & ?
Convention: [ERM Project ID] [Document Name] [version number] [Date DDMMMYY]
E.g. 41234 Protocol v1 01Jan19
CVs, GCP & Codes (where applicable) to be named as:
- [First Name][Last Name] WH CV DDMMMYY
- [First Name][Last Name] GCP DDMMMYY
- [First Name][Last Name] WH Code DDMMMYY
See electrnic naming convention document (download on right hand side link) for more details.
What to expect from the Office for Research after you submit:
You will receive a generic automatic reply indicating the submission email has been received by the Office for Research.
- Your application will be checked to determine that ALL the requisite submission elements have been included. For incomplete submissions; where it is missing requisite submission elements (as described above) you will be notified via email that your submission is incomplete. We will not provide a report as to what essential elements are missing.
- For submissions that have all the requisite submission elements for us to be able to conduct the governance review, you will receive a valid submission notification email. You will then receive a comprehensive governance review/response within 4 weeks of the initial submission date. Please be aware this timeline may change depending on the volume of submissions at the time.
What you must do:
For complete (valid) submissions that have been reviewed and comments provided, you will be given 4 weeks to respond.
Failure to respond or address queries within this timeframe will result in your governance application being put on hold and to be reviewed at the next available date.
The next available date will be determined by the number of complete (valid) submissions that need to be processed at that time of your resubmission.
Incomplete resubmissions will be withdrawn and a new resubmission and fee may be imposed.
Please Note: Site Initiation Visit meetings should not be booked prior to governance review.
