The Application Process

There are several steps in the Application Process. Expressions of Interest, formal applications and applications for amendment to existing projects are all completed on the same Application for Data form, with a different box selected on the cover page.

Expression of interest

Researchers and data analysts wanting to obtain information from unit record data from two or more DOHWA data collections are recommended to submit an Expression of Interest (EOI) before applying for either institutional ethics and/or the DOHWA Human Research Ethics Committee (DOHWA HREC) approval. This is strongly suggested prior to applying for funding.The EOI will be provided to the relevant Data Managers. They will then advise whether the datasets and the variables requested are appropriate for the described purposes of the study. They can also give valuable guidance on issues such as the availability and quality of the data. If necessary managers will discuss the feasibility of your request with you and may suggest changes. Feedback from the DOHWA Data Managers will be provided within two to three weeks of the submission of the EOI.Applicants do not need to complete the signature section or the Confidentiality Agreements when submitting an EOI. The changes made from the feedback can be incorporated into the EOI document to become your formal Application for Data form. Please refer to the WA Data Application Form page for the forms. Submit EOI electronically to DataServices@health.wa.gov.au and also include data services forms and variable lists.

Ethics Approval

The DOHWA Confidentiality of Health Information Committee (CHIC) has been decommissioned and replaced by the DOHWA Human Research Ethics Committee (DOHWA HREC). The DOHWA HREC has assumed responsibility for monitoring all CHIC approved projects and for reviewing all requests for amendments and business arising from CHIC approved projects. The DOHWA HREC is constituted in compliance with the 2007 NHMRC National Statement on Ethical Conduct in Human Research and is registered with the NHMRC. Linkable data may be provided to researchers whose projects have been granted ethics clearance from an institutional Human Research Ethics Committee (HREC). Approval will also be required from DOHWA HREC where applicants seek:

• personal identifying information* from Department of Health WA Data Collections and/or the Electoral Roll
• the creation of new links between data sets
• Mental Health Information System data
• Birth Defects Registry Data

*Personal health information is information or opinions that relate to the health of a person where the identity of a person is apparent or can reasonably be ascertained from the information. For a more detailed explanation see the Practice Code For the Use of Personal Health Information. All project personnel who will have access to personal health information provided by the DOHWA must enter into a Confidentiality Agreement for researchers or Confidentiality Acknowledgement for WA public sector employees.See the DOHWA HREC website for information about the new process, ethics application form and documentation. For further information regarding the DOHWA HREC please contact the HREC Executive Officer at HREC@health.wa.gov.au or on +61 8 9222 4278. Please understand that ethics approval does not guarantee release of the data- the Data Custodians must also approve the project and sign off on the release of the data.For some categories of data, such as aggregated data or non-identifiable data extracted using existing links, approval from an institutional HREC external to the Department of Health is sufficient. If you are unsure of whether your project will require DOHWA HREC approval, please contact the HREC Executive Officer at HREC@health.wa.gov.au.If the linkable data requested is to perform health-related research involving Indigenous people, ethics approval must also be sought from the Western Australian Aboriginal Health Information and Ethics Committee (WAAHIEC). In particular, projects should be submitted to WAAHIEC if one or more of the following apply:

• Aboriginality is a key determinant
• Data collection is explicitly directed at Indigenous people
• Indigenous people, as a group, will be examined in the results
• The information has an impact on one or more Aboriginal communities
• Aboriginal health funds are a source of funding 
  
  

Application for Data

After consultation with the relevant data managers your EOI can be amended and/or submitted, including all the necessary signatures as a formal Application for Data.
Please note: the formal Application for Data form is the same as the EOI form.

Application for Amendment to an existing project

Requests for amendments to existing projects should be discussed with the Data Linkage Project Officer (alexandra.godfrey@health.wa.gov.au). Some amendments will require DOHWA HREC approval; the Project Officer will provide instructions for submission for the formal request for amendment.

Submitting the Application for Data

Where DOHWA HREC is required:

A completed application can be sent to:DOHWA HREC Executive Officer
Information Management and Reporting
Department of Health WA
1st Floor, C Block
189 Royal St, East Perth, WA 6004Please ensure that 1 original and 12 copies of the following are included:

• Application for Data form (Module 1)
• Data Services forms (Module 2)
• Variable lists (Module 3)
• DOHWA Application for Ethical Review (Module 4)
• Detailed research proposal/protocol (this is in addition to the brief outline included in section 3 of the DOHWA Application for Data form).
• Supporting documentation e.g. participation information sheets, consent forms & information about data collections required outside of DOHWA)

Where other HREC approvals have been obtained please provide one copy only of the current approval letter with your application package.IMPORTANT: In addition, each listed analyst on the project must sign a Confidentiality Agreement/Acknowledgment for Researchers or WA public sector employees. Each original signed copy of the Confidentiality Agreement/Acknowledgment must be included with the above requirements (12 copies are not required of each agreement/acknowledgment instead only the original copy for each analyst is required.) Once signed by the DOHWA representative copies of the signed agreements will be returned to the Applicant.NOTE: Please ensure the Indemnity forms (last page) on the DOHWA Application for data has been read, understood and signed by the Institutional Officer authorised to provide the indemnity. For more information, including the calendar of meeting dates, please see the HREC website.

Where DOHWA HREC not required:

A completed application form can be sent to:Data Services
Information Management and Reporting
Department of Health WA
1st Floor, C Block
189 Royal St, East Perth, WA 6004Please ensure one copy of each of the following are included:

• Application checklist (Word format, 31kB)
• Application for Data form (Module 1) – original with signatures
• Data Services forms (Module 2)
• Variable lists (Module 3)
• Supporting documentation e.g. participation information sheets, consent forms & information about data collections required outside of DOHWA)
• Evidence of a current institutional HREC approval for the project.

Also include the original & signed Confidentiality Agreement/Acknowledgment for Researchers or WA public sector employees for all listed personnel who will have access to the data. NOTE: Please ensure the Indemnity forms (last page) on the DOHWA Application for data has been read, understood and signed by the Institutional Officer authorised to provide the indemnity.