The Auckland Health Research Ethics Committee (AHREC)

AHREC provides ethical oversight and approval of clinical/health research that is not eligible for review by a Health and Disability Ethics Committee (HDEC) and is carried out by staff and students of the University of Auckland, or staff of the Auckland District Health Board (Auckland DHB) or Counties Manukau District Health Board (CM Health).

This page contains the sections:

  • What has changed for AHREC?
  • What training is available?
  • Infonetica Ethics RM online system link
  • Infonetica Ethics RM quick reference guides
  • Before completing the application
  • Preparing an application
  • Application process and Word application form templates
  • AHREC review pathways
  • Meeting and submission deadlines
  • Amendments to ethics projects after approval
  • Final report to AHREC
  • University of Auckland Ethics and Integrity Team

What has changed for AHREC?

As part of the introduction of Ethics RM at the University of Auckland, the following major changes in the current submission process should be noted:

  • Clinical / health research ethics applications by University staff and students are now to be submitted to AHREC for review.

The University of Auckland Human Participants Ethics Committee (UAHPEC) no longer accepts applications for clinical / health research studies.

Guidelines on what is defined as clinical / health research is available from Clinical Research Definition Guidelines.

  • Applications involving the use of human tissue:
    All applications involving the use of human tissue as part of the research must now seek AHREC, not UAHPEC, approval.
  • Applicants from the Auckland DHB or CM Health can get access to Infonetica Ethics RM. The first step is to apply to the University of Auckland for a username and password. Please refer to the Infonetica Ethics RM Quick Reference Guide – Onboarding for External Users

 

  • Applicants must request Academic Head sign-off

Applicants will need to add the name of their Academic Head (or delegated sign-off) once the application is ready for submission. Once signed-off, the application will automatically be sent on to the Ethics and Integrity team for further processing.  Please refer to the Infonetica Ethics RM Quick Reference Guide – Submitting an Application for Sign-Off.  A list of Academic Heads (or delegates) who will provide sign-off will be available from the sign-off page in Ethics RM.  

(Any up-dates to this list should be sent to humanethics@auckland.ac.nz)

 

  • Amendment request process
    For a period of time, amendments to an approved AHREC ethics application will be managed in two ways, depending on how the initial application was processed.
    • If the initial application was previously submitted by email (prior to Ethics RM being implemented), the amendment request should be emailed as a PDF to ahrec@auckland.ac.nz, using the current amendment request form (see link to the form below).
    • If the initial application was submitted using Ethics RM, any amendment requests should be initiated through the Ethics RM system.  Please refer to the Infonetica Ethics RM Quick Reference Guide – Amendment Request.
     
    More details of some of the benefits of using Ethics RM can be found in AHREC Ethics Process Key Changes.

 

What training is available?

Quick reference guides are available from the Infonetica Ethics RM Guides section below to provide guidance on how to use Ethics RM.

In addition, classroom training sessions are being offered by POD at the Grafton campus. 

Please click on the links below to book into one of the available training sessions:
 

Link to online system

Infonetica Ethics RM Guides

Applicant and Collaborator Guides

Academic Head / Departmental Sign-Off Guides

Committee Chair and Reviewer Guides

Other Guides

Before completing the application

Determine whether your application should be submitted to an HDEC, AHREC, or UAHPEC.

If a research study is not eligible for review by an HDEC, approval must be obtained from either AHREC or UAHPEC. 

AHREC reviews clinical / health research studies conducted by staff of the Auckland DHB and CM Health, (or other DHBs that might join AHREC), or studies by University of Auckland staff and students that fall under the definition of ‘clinical research’, and that are not in scope for HDEC review.

UAHPEC will no longer accept applications for clinical/health research studies. In addition, UAHPEC will no longer accept applications involving the use of human tissue in the research – these applications should seek AHREC approval.

 

Preparing for completing the application

  • Read the AHREC Applicants' Manual. This manual outlines the mandatory items that must be included in the application and other information essential for preparing ethics applications.
  • For University staff and students: Read the Guiding Principles for Conducting Research with Human Participants. These guidelines are approved by the University Council every three years.
  • For studies that require CM Health locality approval

The study will be processed through the CM Health locality approval process in parallel with the AHREC ethics approval process. You will need to register your study directly with CM Health for the locality approval. Auckland DHB and University of Auckland researchers will need to engage with a CM Health-based associate to represent them and access the online CM Health Research Registry on their behalf. Queries can be directed to: researchoffice@middlemore.co.nz

 

  • For studies that require Auckland DHB locality approval

Sign-off will be required at the end of the AHREC application form from a Clinical Director or a person/persons with authority in the area where the research will take place. Please ensure that a discussion is started with this person(s) early in the application process and that they are registered with Ethics RM to prevent delaying the sign-off process. A Quick Reference Guide outlining the registration process for a person external to the University is available.

 

  • Responsiveness to Māori review should be undertaken within either the University or the DHB depending on where the PI is based.

For the Auckland DHB, these reviews will be organised by the Auckland DHB Research Office for Auckland DHB employees after the application has been submitted.

University staff and students who are unfamiliar with University’s requirements may seek advice from the Office of the Tumuaki (R2M@auckland.ac.nz) or access the resources provided to students to facilitate this process.

 

  • Useful resources

Te Ara Tika – Guidelines for Māori research ethics: A framework for researchers and ethics committee members. Link to Te Ara Tika: http://www.hrc.govt.nz/news-and-publications/publications/maori
Te Mata Ira – Guidelines for Genomic Research with Māori
He Tangata Kei Tua – Guide for Biobanking with Māori
 

Application process and Word application form templates

The Principal Investigator (PI) of a study must submit the ethics application for ethics review. For student research (including Doctoral, Masters and Honours), applications should be submitted by the primary supervisor who will be named as the PI.

Student ethics application process

  • All students (PhD, Masters and Honours Students) can complete their AHREC ethics applications in the Ethics RM system.
  • Note: PhD and Masters students will automatically have access to Ethics RM, but access for Honours students will need to be requested by the academic supervisor once for each academic course. Please see step 1 of the Infonetica Ethics RM Quick Reference Guide – Create a Student Application Guide for details on how to request Honours student access to Ethics RM.
  • Student applications can be initiated in three ways -
  1. The academic supervisor can create the shell of the application and share the application with the student:
    The academic supervisor or principal investigator (PI) can first create a ‘shell’ of the application (completing minimal details - project title and principal investigator / supervisor name) and share the application with the student for completion. Please refer to the Infonetica Ethics RM Quick Reference Guide – ‘Sharing an Application’.
    Once the student has completed the application in Ethics RM, they must then request their academic supervisor or PI to review and submit their application for Academic Head sign-off.
  2. The student can create the application, transfer ownership of the application to their academic supervisor or PI and request they share the application with them:
    The student can initiate and complete the application form in Ethics RM noting their academic supervisor or PI as the Principal Investigator for the application.
    Once complete, the student must then transfer ownership of the application to their academic supervisor or PI and request they share the application with them. (This is necessary because a student is not permitted to submit an application for Academic Head review – the academic supervisor or PI is responsible for submission). Please refer to the Infonetica Ethics RM Quick Reference Guide – Transfer Application.
  3. Word versions of AHREC application forms are available for students to complete so that supervisors can continue to provide feedback on a student’s application using Word tracked changes prior to entering the application details online. See above to down load a word version of an application form.  Once the Word version application is finalised, the student can copy the content into the online Ethics RM form and request submission by their academic supervisor or PI as detailed above.
     

AHREC Review

There are two pathways for review of AHREC ethics applications: expedited review and full review.

 

  • Expedited Review
    A research project in which there is a low risk of physical harm, psychological harm, exploitation or other potential adverse effect will be reviewed via an expedited review process. Expedited applications will be reviewed by one Committee member and the Chair outside of the Committee meetings. The turnaround time for applications is usually about three weeks from the time of submission of the application.
     

Examples of low-risk studies are those that:

  • require access to health information only, where the person accessing the data is involved in the clinical service provision in that clinical area
  • involve administration of low risk procedures (e.g. interviews, questionnaires, etc.) not as part of clinical care and not involving vulnerable participants
  • observation only of clinical processes by members of the clinical team.

During the expedited ethical review, reviewers may recommend that the application is referred to the Committee for full review.

Full Review

Any research not qualifying for an expedited review will be placed on the next AHREC agenda for review at a Committee meeting. Each application will be reviewed by two Committee members prior to the meeting, and an outcome determined after Committee discussion of the application. After each AHREC meeting the Ethics Administrators will inform PIs of the Committee decision within five working days. The turnaround time for applications is usually about four weeks from the time of submission of the application.

Meetings and submission deadlines

Applicants can request to attend a meeting to discuss their ethics application with the Committee. However, the Committee reserves the right to close the meeting at any time. Please contact the Ethics and Integrity Team to advise the committee if you wish to attend a meeting. The Committee may also request that an applicant attend.

Amendments to ethics protocols after approval

Minor amendment requests are approved by the AHREC Chair under delegation, but any major changes to a protocol will be reviewed at the next AHREC meeting.

Amendment requests for applications previously submitted and approved as a PDF can use the Word form below to request amendments. Amendment requests for applications processed in Ethics RM can be submitted by amending the approved Ethics RM form.  

Final report to AHREC

Once the study has concluded, the Principal Investigator must submit a final report to AHREC. For applications processed as PDF files, the report must be submitted as an attachment to ahrec@auckland.ac.nz, with the AHREC reference number and “Final Report” in the email’s subject line. Final reports for Ethics RM applications can be submitted by creating an amendment request and attaching the report in section K of the application form.


The report will be reviewed by the Committee via the Expedited Review process. No further action will be necessary unless the Committee wishes to discuss the report at a meeting.
 

University of Auckland Ethics and Integrity Team

For any queries about an AHREC application, please contact an Administrator in the Ethics and Integrity Team.

Should you need any advice and guidance regarding your application, please make an appointment to speak with an ethics advisor well before the submission closing dates (see submission closing dates below).

Key Contacts

Dr Elizabeth Visser
Ethics and Integrity Manager
Email: e.visser@auckland.ac.nz
Phone: Ext 83711

 

Dr Shanuki Jayamaha
Ethics Advisor
Email: ahrec@auckland.ac.nz
Phone: Ext 85405

 

Colleen Altagracia
Ethics Advisor

For support and advice on dealing with project-specific ethical issues -

Faculties of Business and Economics, Creative Arts and
Industries, Engineering, Medical and Health Sciences, and Auckland Bioengineering Institute
Email: humanethics@auckland.ac.nz
Phone: Ext 88293

Fiona Cheal
Ethics Advisor
For support and advice on dealing with project-specific ethical issues - Faculties of Education and Social Work, Science, Law, Arts and the Liggins Institute.
Email: humanethics@auckland.ac.nz
Phone: Ext 81338

 

Applicants can request to attend a meeting to discuss their ethics application with the Committee. However, the Committee reserves the right to close the meeting at any time. Please contact the Ethics and Integrity Team to advise the committee if you wish to attend a meeting. The Committee may also request that an applicant attend.

If you have any questions about the amendment request process please contact the Ethics and Integrity Team.

Post-approval

Once the study has concluded, the Principal Investigator must submit a final report to AHREC. The report must be submitted as an attachment to ahrec@auckland.ac.nz, with the AHREC reference number and “Final Report” in the email’s subject line. The report will be reviewed by the Committee via the Expedited Review process. No further action will be necessary, unless the Committee wishes to discuss the report at a meeting.