How to set up an Online Forms account, upload documents, submit your application and manage correspondence or post-approval requirements.
Before you create your account in the Online Forms website, check that you:
To create your application or access your current account, go to the Online Forms website(external link).
Follow the instructions in the Online Forms User Manual [PDF, 4.9 MB]. This is a useful step-by-step guide to setting up and managing your account and application.
Once you have created a ‘project’, you can complete the screening questionnaire for your type of study. This will help you work out if you need to apply for HDEC review.
For more information about the screening questions, read Section 7. Complete the form in the Online Forms User Manual [PDF, 4.9 MB].
Follow these tips for naming and uploading your application documents.
File names: Label each document you intend to upload with a useful title, version number and date. These details are important in helping everyone keep track of all the elements of your application. All appropriate file names will be included in any correspondence.
File size: You cannot upload documents over 32 MB or zip files.
File format: Save your files as MS Office or PDF format only. If your documents can’t be opened, your application can’t be validated or reviewed.
For more information, refer to Section 8. Upload study documents in the Online Forms User Manual [PDF, 4.9 MB].
You can save your application at any time, log out of your account and return later.
You can also print out a PDF of your application at any stage.
However, once you’ve submitted your application, you can’t make further changes. See step 7. Submit your application.
You can authorise another Online Forms user to access and edit your work. Read about allowing temporary access in Section 9. Transfer a form to another user in the Online Forms User Manual [PDF, 4.9 MB].
You can transfer a project permanently to another Online Forms users.
Read more about this in the Section 9. 2 Transfer a project permanently in the Online Forms User Manual [PDF, 4.9 MB].
If you want someone to give their approval to be associated with your application, you need to send them an authorisation request.
Read more about this in Section 11. Request or Grant Authorisations in the Online Forms User Manual [PDF, 4.9 MB].
It’s important to give your application a final check before you submit it for HDEC review as you can’t log back in to change anything once you have submitted it:
Read through the checklist in Section 10. Check for completeness in the Online Forms User Manual [PDF, 4.9 MB].
Once you submit your application, the HDEC Secretariat will give it an initial check to ensure it includes everything that is needed and is an appropriate application. They will notify you by letter to your Online Forms account that your application is either valid or invalid.
Valid means that your project will be reviewed by the HDEC. The review will be either an expedited or a full review.
Invalid means that either:
If you have any questions about or disagree with this initial decision, contact the HDEC Secretariat:
The steps in the review process are set out in the HDECs Standard Operating Procedures: HDECs SOPs.
If your application is assigned for an expedited review and is validated by an advisor, then you will receive a letter confirming this within five working days.
If your application is assigned for a full review, you will receive a letter after the agenda for the meeting you are assigned has closed (at least five working days).
We may also contact you by phone or email to clarify any issues with your application.