Application and Approval Process
Oral Health Victoria (OHV) has set three clear research priorities to help shape the oral health research agenda and maximise the potential public health benefits of research investment.
The research priorities are focused on empowering Victorians, improving patient outcomes, and improving the oral health system as a whole. Research priorities will focus on:
- World-class, patient-centred care with a focus on prevention and early intervention
- Population oral health initiatives to support health equity
- Health policy and systems research to maximise value
OHV research approval processes apply to all research projects proposed to be conducted at all OHV sites including the Royal Dental Hospital of Melbourne (RDHM).
No research can commence at OHV/RDHM until successful outcome of the following steps, as outlined in the OHV Research and Evaluation Governance Flowchart:
- OHV-RESC (Research & Evaluation Strategy Committee)- Confirmed alignment with the OHV research priorities via an OHV Research Priorities Application.
- HREC (Human Research and Ethics Committee)- Ethics approval from a National Health and Medical Research Council (NHMRC) approved Human Research and Ethics Committee (HREC). This could be the Department of Health and Department of Families, Fairness and Housing HREC, or a HREC approved university or health service.
Note: Oral Health Victoria does not have a HREC.
- OHV-RRG (Research Review Group) - The PI will complete the OHV Research Application Form and submit the application along with relevant documents outlined here. The OHV-RRG will assess the application and share it with the OHV-REGC.
- OHV-REGC (Research & Evaluation Governance Committee) - The OHV REGC will assess governance and compliance, approve or not approve the application and provide a decision letter back to the PI.
Note: The RESC does not endorse research projects, endorsement and approvals occur only after the impact of research is assessed by the OHV Research Review Group (RRG), Research and Evaluation Governance Committee (REGC) and Department of Health Review as per OHV Research and Evaluation Governance Flowchart.
OHV-RESC Priority Alignment Process
The Principal Investigator (PI) completes a OHV Research Priorities Application and submits the application to the OHV-RESC.
The role of the OHV-RESC is to:
- Determine whether the research is aligned with OHV’s research priorities
The outcome for the OHV-RESC process will be at least 10 business days via email.
OHV-RRG - Research Endorsement Process
The OHV-RRG is responsible for reviewing all research applications, to assess the Clinical and Operational feasibility:
- Determine whether the research is feasible to be undertaken at OHV/RDHM.
- Review resource implications for OHV/RDHM.
- Assess alignment with clinical & operational guidelines, policies & procedures
- Assess implications on patient, workforce, operations, cost and resourcing
- Communicate directly with the researcher to seek clarifications and information
As part of the OHV research application process, the researcher is required to discuss their project proposal with the relevant Head/s of Department and seek approval prior to sending their application to OHV-RRG.
- The OHV-RRG completes the initial research review for endorsement to the OHV-REGC.
Please provide DHSV RRG Secretariat and CC the DHSV RESC Secretariat with the following documents:
1. Email copy of the outcome of the OHV-RESC application.
2. Completed OHV Research Application Form.
3. Completed HREC Application form (copy). In addition, please submit all the documents that accompanied the HREC application e.g. plain language statement, consent forms, medical history form, surveys etc.
4. HREC approval letter: Please forward a copy of the formal HREC approval letter (including any revisions suggested by the HREC) to the OHV-RRG secretariat. Please note final OHV research approval cannot be provided until OHV receives the formal HREC approval letter, and the project is approved by OHV-REGC .
5. Department of Health letter of support if the research project involves the use of Victorian statewide public oral healthcare data. More information can be found here: https://www.health.vic.gov.au/dental-health/dental-health-program-reporting
The researcher is requested to allow adequate time for OHV-RRG members to review the OHV Research Application Form.
All research applications endorsed by the RRG are then submitted the OHV-REGC for approval.
OHV Research and Evaluation Governance Committee – Research approval Process
The OHV-REGC responsibility is to oversee:
- Implementation of site-specific governance
- Liaise with the Department of Health to facilitate approvals for use of data for secondary purposes
- Evaluate compliance with information and data standards, policies and legislations that apply to the conduct of human research and secondary use of patient data
- Assess consent process, data handling, data management are in accordance with the Health Records Act and patient privacy policies and procedures
OHV Research Approval letter
Once the research has been considered by the OHV-REGC and a decision has been made, the Researcher receives a formal OHV approval letter with a study Identification Number.
The researcher needs to provide an estimate start date for the research. Where RDHM patient records are required as part of the research, a fee may be charged for the service. The estimated fee will be provided to the PI. Acceptance of these costs by the PI will need to be provided in writing before the research can commence at RDHM.
Research Amendments
Where amendments to the research occur following the OHV-REGC approval, the HREC approval email/letter for the amendment should be forwarded to the OHV-RRG. OHV reserves the right to rescind approval where this notification is not provided or if the amendment does not align with OHV/RDHM policies and procedures.
On completion of the research
Please provide the summary of the final report (see OHV Summary of Final Report Form) or a copy of the HREC final report to the OHV-RRG. The support received from OHV must be acknowledged in all future publications emerging from this research.
Where research is expected to continue past the final HREC approved end date
Where researchers have requested an HREC extension for their research to continue, the PI will need to provide the OHV-RRG secretariat a copy of the HREC letter approving the extension. OHV reserves the right to rescind approval where this notification is not provided or where continuation of the research would cause undue cost to the organisation or impact on staff and/or patient welfare.
OHV Research and Evaluation Strategy Committee (RESC):
OHV-RESC Secretariat
Email: resc@dhsv.org.au
OHV Research Review Group (RRG):
OHV RRG Secretariat
Email: researchreviewgroup@dhsv.org.au
Health Informatics - Research & Evaluation
Oral Health Victoria
Level 1/720 Swanston Street
Carlton Vic 3053