Please note the VIFM research tissue service is currently unable to service new projects. Applications to the Ethics Committee for use of fresh tissue are therefore suspended until further notice. The Committee will continue to receive applications for use of stored tissue and/or data. If you have any queries, please contact the Executive Officers.

If you have any queries about using the form, or about the Ethics Committee generally, please direct them to The Executive Officer of the Ethics Committee, Fiona Leahy (fional@vifm.org -  Tel. 9684 4358) or Helen McKelvie (helenm@vifm.org -  Tel. 9684 4400)

Postal Address:
Executive Officer
VIFM Ethics Committee
57-83 Kavanagh Street
Southbank 3006
Victoria
Australia.

• General information
• Authority for use of human tissues
• Approval from host institution Human Research Ethics Committee (HREC)
• Submission of application to the VIFM Ethics Committee
• Meeting dates and deadlines
• Fees
• Service fees
• The application form
• Consideration by the VIFM Ethics Committee
• Agreement following approval
• Alterations to research protocols
• Complaint procedures

Submitting an application to the VIFM Ethics Committee

Important - Please read before completing application

The Victorian Institute of Forensic Medicine Ethics Committee considers research applications involving the use of human tissue retrieved during or following autopsy at the VIFM and the use of information generated and stored at the VIFM. The Ethics Committee is a subcommittee of the VIFM Council which is the Institute's governing body. It is constituted in accordance with the National Health and Medical Research Council's (NHMRC) National Statement on Ethical Conduct in Human Research.

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The use of tissue from deceased persons for research should be regarded as a great privilege. In Victoria, this is acknowledged in the Human Tissue Act 1982 ('the Act'), which gives authority for use of human tissue removed after death for medical or scientific purposes in certain circumstances. Under the Act, the VIFM is authorised to remove tissue from the body of a deceased person for medical or scientific purposes where consent has been given by both the senior available next of kin (section 26) and the coroner (section 27). This process is an integral part of the service provided by VIFM in making human tissue available to approved research projects. It is the function of the VIFM Ethics Committee to ensure that the proper processes are observed and that this privilege is not abused.

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Application Procedure

All applications must be assessed for scientific merit and validity by the Human Research Ethics Committee (HREC) at the Institution of the project's principal researcher (the host institution) before being submitted to the VIFM Ethics Committee. The VIFM Ethics Committee will only consider applications that are accompanied by supporting documentation from the host institution certifying that the project has scientific merit and validity. If the host institution does not have an HREC constituted under current NHMRC guidelines, applicants should contact the Executive Officer of the VIFM Ethics Committee to make arrangements for the Monash University Ethics Committee or other suitable Ethics Committee to assess the project proposal.

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Applications to the VIFM Ethics Committee need to be submitted 4 weeks prior to the scheduled Ethics Committee meeting (see table of meeting dates below). It is recommended that applicants call the Executive Officer to discuss the applicable fees and the availability of tissue or data prior to lodging an application.

Application submission dates for 2010	Meeting dates for 2010
14th January	4th February
8th April	6th May
8th July	5th August
7th October	4th November

Late applications will not be considered - unless approved by prior contact with the Executive Officer of the VIFM Ethics Committee.

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There is a $500 (GST inc.) administration fee payable to the VIFM to cover the costs of processing applications. Please send a cheque for this amount with your application. All cheques are made out to The Victorian Institute of Forensic Medicine.

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Successful applicants will also be charged further fees to reimburse the VIFM for the costs associated with providing this service. There is no fee charged for the tissue itself. Applicants should contact the Executive Officer to discuss the fees applicable to each research project prior to lodging an application.

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Applicants should choose the appropriate application form below for submission to the Ethics Committee.  The application forms are in Microsoft Rich Text Format (RTF), which should be viewable from any major platform. Applicants should read Chapter 3.4 (Human Tissue Samples) of the NHMRC's National Statement on Ethical Conduct in Human Research when completing their applications. When completed, the form must be printed out, signed, and mailed in. (Please refer to the checklist at the end of the form to ensure you have completed all of the information.

• Application Form - Access to Human Tissue 
• Application Form - Access to VIFM Records / Information
• Applications for research involving living subjects. Applications should be made on the Department of Human Services Common Application Form. (The same application form may also be used for applications to a number of hospitals.)

The original signed document with supporting material must be posted with the application fee to the Executive Officer of the VIFM Ethics Committee. Please do not staple documents, but fasten with a paper clip or bull pin. Cheques are to be made out to the Victorian Institute of Forensic Medicine.

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The VIFM Ethics Committee will consider applications in accordance with the National Health and Medical Research Council National Statement on Ethical Conduct in Human Research (E-Document 35).

The principal researcher or a member of the research team may be required to attend the Ethics Committee meeting at which your applications will be considered in order to answer questions arising from the application. Please take note of the meeting dates and times in the table above. The Executive Officer will contact the principal researcher if attendance is required. All meetings are held at the VIFM, 57-83 Kavanagh Street, Southbank.

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The Executive Officer will notify applicants in writing of the Ethics Committee decision including any further information requirements. Approval for research projects is valid for up to three years.

If your application is approved by the Ethics Committee, you will be required to enter an agreement with the VIFM regarding the practical matters associated with making the tissue or information available and your obligations with respect to acknowledgement and reporting. 

Under the Agreement researchers are required to provide a progress report to the Ethics Committee every twelve months until the project ceases.   This is an important obligation especially for projects involving use of human tissue.  Many families who agree to donate tissue for research request to be given follow-up information and support. This information is very meaningful to families as it assists in reinforcing the positive benefits arising from their decision to donate tissue from their loved one's body.  It is therefore important that researchers provide these reports, as agreed, and that they use language that can be easily understood by the families, most of whom will not have training in science or medicine.

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Researchers are required to notify the Executive Officer in writing if there are any alterations required to the research protocol. These amendments will then be forwarded to the VIFM Ethics Committee for consideration. Researchers may not commence projects requiring amendments until approval is received from the Ethics Committee. If the research project is abandoned, the Committee must be informed, as soon as practicable.

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As required by the NHMRC Statement on Ethical Conduct in Human Research, the VIFM Ethics Committee has developed a complaints procedure.  The Ethics Committee will only attempt to resolve complaints that raise ethical issues.  Complaints that do not involve ethical issues will be referred to a relevant person or organisation, depending upon the nature of the complaint (eg Director of the VIFM, Chair of the VIFM Council, head of the researcher's sponsoring Department).   As a matter of fairness, those about whom a complaint has been made should be given an opportunity to respond to the complaint. In the first instance, an attempt should be made to resolve complaints by negotiation involving the Chair of the Ethics Committee, the complainant and the party complained about.

Procedures for complaints from donor families

Procedures for complaints from researchers