Overview

If you're planning to do research at a Cairns and Hinterland Health and Hospital Service site, you’ll need to submit an SSA application using the Ethical Review Manager (ERM).

Make sure you have ethics approval before you submit your SSA application.

Before you start the SSA application process, please contact the Research Governance Officer for project specific information, on 07 4226 5512 or RGO_CHHHS@health.qld.gov.au.

How do I apply?

Step 1. Prepare your supporting documents

You'll need to submit the following supporting documents with your SSA application.

Required documents

  1. Cover letter [DOCX 51.35 KB] listing all documents you are presenting for review (with versions and dates)
  2. Completed SSA submission checklist [PDF 275.75 KB]
  3. Initial approval letter from the Human Research Ethics Committee (HREC) and any HREC approval letters relating to amendments made to study documents (if applicable)
  4. Human research ethics application (HREA)
  5. Research protocol
  6. Verified budget endorsement request form [XLSX 203.54 KB]
  7. Finance endorsement memo
  8. CV for all investigators (signed and dated within 3 years)
  9. Good Clinical Practice (GCP) certificate (for all research projects)
  10. Research integrity training certificate (for all research projects)

From 1 April 2026, all investigators and project team members involved in the conduct of research at the CHHHS must complete Good Clinical Practice (GCP) and Research integrity training. The training remains current for 3 years.

Supporting documents

You only need to provide this information if it's relevant to your project.

  • Approved study documentation including:
    • data collection tool/s
    • participant information sheet and consent form (master version, and site-specific versions as required for multi-site projects)
    • questionnaires/surveys and other instruments
    • advertising materials including transcripts for ads, emails, websites, letters or phone calls
    • a letter of invitation or letter to a GP
    • participant diaries or wallet cards
    • evidence/letter of support from the relevant department, data custodians etc
  • Medicines Australia Form of Indemnity (for clinical trials only)
  • Insurance certificate (for clinical trials only)
  • Clinical Trial Notification (for clinical trials only)
  • Research contract
  • Good Clinical Practice (GCP) Certificate (for clinical trials only)
  • Public Health Act (PHA) approval, letter and application form

The Site Specific Application (SSA) submission requirements [PDF 224.69 KB], SSA submission checklist [PDF 275.75 KB] and PHA checklist [PDF 399.13 KB] will help you keep track of the documents you need for your application.

Step 2. Budget verification

Send the draft SSA application, completed budget endorsement request form [XLSX 203.54 KB] and contract (if applicable) to CHHHS_Research_Business@health.qld.gov.au for review.

The Senior Business Coordinator (SBC) will provide you with a budget verification email and verified copy of the Budget Endorsement Request Form by return email.

Step 3. Get signatures and endorsements

You'll need signatures from:

  1. the designated business head of department. The SSA Head of Department list [XLSX 18.37 KB] identifies the relevant business head of department corresponding the area in which the study is taking place.
    • Ensure that the “Wet-ink signature after printing” option is selected on the Head of Department signature page. This will bring up the signature block for the Head of Department.
    • Send the draft SSA application, SBC budget verification email, verified Budget Endorsement Request Form to the relevant business Head of Department.
    • Upload the Head of Department signature page in ERM.
  2. You'll also need a finance endorsement memo from CFO Services, even if no funds are being provided.
    • Email the SSA application signed by the Head of Department, SBC budget verification email, verified Budget Endorsement Request form and contract (if applicable) to CHHHS_CFOServices@health.qld.gov.au.
    • The CFO will issue you with a signed memo. This memo will then need to be uploaded as part of the SSA application in ERM.

Step 4. Submit your application

  1. Once you’ve uploaded your documents to the ERM, you can submit your application in ERM.
  2. Email RGO_CHHHS@health.qld.gov.au to let the Research Governance Officer know that the SSA has been submitted.

For more information view the ERM frequently asked questions.

Fees

There may be a fee for the research governance review of some projects. View the research governance review fees [PDF 117.53 KB].

Next steps

After the Research Governance Officer has done their review, you’ll get an email to let you know the outcome of your application.

If your research has been given governance authorisation, you’ll also have reporting requirements.

Last updated: April 2026

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