Defence FOI 544/23/24 - Document
BN62959020
MINUTES OF THE 58th MEETING OF THE DEPARTMENTS OF DEFENCE
AND VETERANS’ AFFAIRS HUMAN RESEARCH ETHICS COMMITTEE
(DDVA HREC) EC00460
HELD AT s47E(d)
CANBERRA ACT 2600
ON 16 OCTOBER 2023
Attendees:
Dr Tony Cotton, AM
Chair
Mr Chris Gardiner
Deputy Chair [via teleconference]
Mr Lindsay Roe
Layperson
Ms Elizabeth McAllister
Layperson
Dr Carl Bryant
Professional care/counselling [via teleconference]
CHAP Rob Sutherland
Pastoral care [via teleconference]
Revd Dr Nikki Coleman
Pastoral care [via teleconference]
Mrs Amelia Thorpe
Lawyer [via teleconference]
Dr Renee Otmar
Researcher [via teleconference]
Dr Barbara-Ann Adelstein
Researcher [via teleconference]
Dr Andrew Cronin
Defence Health Graduate
Mr Michael Webster
Contemporary Veteran [via teleconference]
Secretariat:
s47E(c)
Assistant Director Research Ethics
Research Ethics Officer
Observers:
Ms Nadine Clode
Assistant Secretary Community & Research Branch
(Department of Veterans’ Affairs) [via teleconference]
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ITEM 1 – OPENING
1.01– Opening & Acknowledgment of Country
1.
The meeting opened at 1410 hours. The Chair welcomed members and noted
apologies from those listed above.
2.
The Chair acknowledged and paid respects to the Indigenous custodians of
Country throughout Australia, their culture and Elders past, present and future.
3.
Ms Clode introduced herself to members.
1.02 – Meeting Recorded
4.
The meeting was recorded for the purpose of transcribing of the minutes, and
the audio recording will be deleted once the minutes are finalised.
1.03 – Conflicts of Interest
5.
Members are to advise any conflicts of interests in accordance with the
‘National Statement on Ethical Conduct in Human Research’ (National Statement)
paragraphs 5.2.4 and 5.4.5 and the ‘DDVA HREC Researcher and Administrative
Guidelines’.
6.
s47E(d)
declared an institutional involvement with the projects being
discussed at agenda items s47E(d)
and that in the event that s47E(d)
the meeting for those items were considered by the Committee to be a conflict of
interest, s47 could leave the meeting for the discussion of those items. The
Committee determined that there was a conflict of interest and that s47E(d)
would
excuse s47E(d for the discussion of agenda items s47E(d)
7.
s47E(d)
both advised that they knew the s47E(d)
but had no relationship with or involvement
in the research being proposed.
8.
No other conflicts of interest were declared.
ITEM 2 – CONFIRMATION OF THE PREVIOUS MEETING’S MINUTES
9.
The Minutes of the previous meeting, that was held on 11 September 2023
were accepted by members upon motion by Mr Roe and seconded by Dr Cronin.
ITEM 3 – MATTERS ARISING FROM PREVIOUS MINUTES
10.
The Committee noted the Matters Arising from the previous meetings. Since
the papers were circulated, the Defence sponsor have initiated contact with DDVA
HREC and the researchers are liaising with them.
11.
The Committee discussed processes for withdrawing ethics approval where
ethics approval has expired and whether participants were advised of the withdrawal
of ethical approval. It was noted that in instances where ethics approval has expired,
multiple attempts are made to contact the researchers prior to closing the file.
Moreover, as the DDVA HREC was not aware of who had actually participated in
research, it is not feasible for the Committee to advise participants of the closure of
the file and the implications for the research.
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s47C & s47E(d)
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s47C & s47E(d)
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s47C & s47E(d)
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ITEM 5 – COMPLAINTS (1)
s47E(d)
s47E(d)
22.
The Committee noted that an additional complaint has been received from
the complainant that raised concerns about the s47E(d)
Some of the concerns raised are identical to what was raised by the
complainant s47E(d)
.
23.
The Chair and the s47E(d)
met with the
investigators and a representative from the s47E(d)
to discuss the
concerns and determine an appropriate course of action.
24.
The Committee noted that response to the complainant from the Chair. The
complainant has not responded to the DDVA HREC correspondence 47E(d)
ITEM 6 – PROGRESS AND FINAL REPORTS
25.
The Committee noted the following:
a.
Fifteen Progress Reports were approved. A progress report was received for
s47E(d) post circulation of the meeting papers, and has been approved.
b.
Two Final Reports were approved.
c.
Nine reports are being reviewed or further information has been requested.
s47E(d)
ITEM 7 – MATTERS FOR NOTING
27.
The Committee noted the following:
a.
Six new applications were reviewed out-of-session under non-HREC
pathways. Two other new applications were received but were deemed to be
invalid.
b.
Four resubmissions were reviewed out-of-session. Ten resubmissions are
pending.
c.
Two application were withdrawn by the researchers.
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d.
Ten amendments were considered out-of-session.
e.
Five extensions to the period of ethical approval were considered out-of-
session.
f.
Four desktop audits were conducted.
g.
No adverse or serious adverse event reports were received.
h.
No deviations were reported.
ITEM 8 – OTHER BUSINESS
8.01 – Veterans’ MATES Program
s47E(d)
29.
The Committee noted that due to recent media coverage and multiple emails
from individuals regarding the release of personal data to third parties, a review of the
project file was undertaken by the Secretariat. s47C & s47E(d)
s47C & s47E(d)
30.
As a result of the findings, the Chair wrote to the researchers and DVA, and
requested further information regarding what data fields are being provided by DVA
(including a description of the fields), copies of updated surveys and further
information regarding the complaint that was referred to in the media article. They
were also advised that no further data transfer was to occur until the matters identified
above were resolved.
31.
The University of South Australia and DVA have both provided a response
s47C & s47E(d)
32.
Members were advised that 33 individuals have contacted the HREC and
have raised concerns about the release of their personal information to the University
of South Australia. Another individual has contacted the HREC following receipt of
the DVA response to the Freedom of Information request. The response shows that in
addition to personal health information, the personal details of the individual
including name, date of birth, gender and address are provided to the University of
South Australia.
33.
Members noted that the complaint that was submitted to the Office of the
Australian Information Commissioner (OAIC) related to an individual who opted out
of participation in the program and DVA do not fully implement the request. s47
C &
s47
E(d)
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website for individuals who are wanting more information could be provided
(website content will need to be updated).
38.
There is no hard cap on the number of meetings to be held each year. Each
year, approximately eight or nine meetings are scheduled for the year and the
additional meetings provide contingency if an extraordinary meeting needs to be held.
If additional meetings need to be held, approval will be sought.
39.
As part of the discussion of agenda item 4.02, it was agreed that points of
contact for the research should be members of the research team. This guidance
should be added into the revisions to the DDVA HREC policy.
8.03 – Senis47E(c)
40.
Members noted that the APS6 s47E(c)
role is
currently being advertised and applications close this week.
8.04 – Resignation of s47F
41.
Members noted that s47F
has resigned and that in addition to the
email that was sent to members (including s47F
); the Chair has sent s47F a
formal letter recognising the significant contribution s47F has made in s47F tenure on
both the DDVA HREC and the Australian Defence Human Research Ethics
Committee.
8.05 – Updated National Statement
42.
Members noted that it is anticipated that further changes to the National
Statement Section 4 will be made prior to the end of the year (following on from the
public consultation earlier this year). Once the updates have been made, bound hard
copies of the documents will be provided to members.
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