Why have I received ethics review feedback?
During the ethics review process, reviewers may request clarification, additional information, or revisions to your application and supporting documents. Providing a clear and complete response will assist reviewers to efficiently assess your application and progress it through the review process.
Should I be concerned?
No. Requests for clarification are a routine part of the ethics review process and are intended to help reviewers understand your project and ensure ethical requirements have been addressed. They do not necessarily indicate problems with your study. Providing a clear and complete response will assist the Committee in progressing its review of your application.
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Preparing your response
When responding to review feedback:
- Provide your responses in a covering letter or where necessary, a response document.
- Copy each reviewer comment into your cover letter and provide your response.
- Address each point raised by the reviewers separately.
- Clearly indicate how each concern has been addressed.
- Reference the specific section, question number, or document where changes have been made.
- Ensure that all reviewer comments are addressed, even where no document changes are required.
A clear point-by-point response helps reviewers efficiently assess your revisions.
Example Response Format
Reviewer Comment 1: Please provide further detail regarding participant recruitment.
Response: Additional information has been added to Section 3.2 of the protocol and Question 3.3 of the HREA application. The revised text now outlines the eligibility screening process, the method of approaching potential participants, and the participant invitation procedures. -
Revising documents
Where changes have been made to the application or supporting documents, resubmit:
- one version with tracked changes enabled, and
- one clean version with all tracked changes accepted.
Providing both versions enables reviewers to efficiently identify amendments made since the original submission and assess whether the issues raised during review have been adequately addressed.
All revised documents should be clearly labelled with:
- document name.
- version number.
- version date.
For example: HREA ID #_Participant Information Sheet_v2_01July2026.docx.
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Important: Do not create a new HREA application
If your application is currently under review and you have been asked to provide clarifications, revisions, or additional information, do not create a new HREA application.
All responses to reviewer comments and revised documents must be submitted against the original HREA application number. Creating a new HREA application may result in delays to review, duplication of records, and difficulties maintaining an accurate ethics review history.
If you need to make changes to an application that is currently under review, please update the existing HREA application rather than creating a new submission.
For assistance with editing an existing application, please refer to the HREA Help Guide or contact the HREA Help Desk via email: [email protected] or phone: (02) 6217 9902.
If you require further assistance, please contact the ethics office at [email protected] before creating a new application.
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Before you submit
Ensure you have included:
- A point-by-point response letter addressing all reviewer comments.
- A tracked-changes version of each revised document.
- A clean version of each revised document.
- Current version numbers and dates on all revised documents.
- Any additional information requested by the reviewers.
- The original HREA application number and have not created a new HREA application to respond to reviewer feedback.
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Submitting your response
Email your point-by-point response letter to [email protected].
Attach a single ZIP folder containing all revised documents and supporting materials, including:
- Tracked-changes versions of revised documents.
- Clean versions of revised documents.
- Any additional information requested by the reviewers.
Please ensure all files are clearly labelled with the appropriate document name, version number and version date.
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Timeframes
Your application will remain open for up to 60 days to allow you to address the feedback received.
If no response is received within this timeframe, the application may be administratively closed. Researchers who require additional time should contact the ethics office at [email protected] before the 60-day period expires.
Should you wish to continue with the project after closure, a new ethics application will be required.
Important reminder: You must not commence any research activities associated with the project unless and until you have received a formal letter of ethical approval from the Bond University Human Research Ethics Committee (HREC).
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After submission
- The research ethics office will undertake an initial compliance review.
- Additional information may be requested if required.
- Applicants will be advised of the outcome via email from [email protected].
- Do not commence research until you have received formal written confirmation of ethics approval.
Researchers remain responsible for:
- Ensuring that all information provided in the exemption application is accurate and complete.
- Complying with any applicable data custodian, legislative, regulatory, or contractual requirements.
- Managing and storing research data in accordance with Bond University policies and procedures.
- Monitoring the project throughout its lifecycle to ensure it continues to meet the conditions under which the approval was granted.