This article is part of the Iris Ethics Knowledge Base; you can find a directory of all articles here.
Overview
Applicants do not communicate directly with the Panel; the Secretariat mediates that interaction throughout the review. Where a Panel member raises an issue requiring clarification from the applicant, the Secretariat engages the applicant directly, through the applicant platform or by other means, to resolve it (SOP sections 5 and 14). This mediation model keeps deliberations confidential while ensuring applicants can respond to the Panel's questions.
The applicant platform
The primary channel for communication is the applicant platform (Odoo) and the applicant's registered email account; the Secretariat may also contact an applicant by email or telephone if needed. The platform is used for monitoring application status, uploading documentation, messaging the Secretariat, receiving Panel decisions and recommendations, and invoicing (SOP sections 12 and 14).
Collaborative discussions
The Chair or Deputy Chair may convene a collaborative discussion with the Panel to resolve matters that cannot be settled through the asynchronous collaboration platform alone. Applicants attend a collaborative discussion only by invitation of the Chair, extended through the Secretariat (SOP sections 5 and 14). Applicants cannot access the collaboration platform itself or the content of any in camera session.
Notification of decisions
Applicants are notified at the earliest possible convenience of application confirmation, any invitation to a collaborative discussion, and the Panel's decision, through the applicant platform and by email. Iris Ethics aims to notify applicants of a decision within one business day of the decision being made (SOP section 13). This reflects the National Statement's requirement that a review body clearly communicate its decision, with communication in writing where a proposal is approved, rejected, or approval is withdrawn, and reasons given for any rejection, withdrawal or requested modification (NS 5.2.7; NS 5.2.13).
Requests for further information
Where the Panel asks an applicant to provide further information or documentation, the request is made through the Secretariat. Applicants respond through the applicant portal, or by email to the Secretariat where the portal is not feasible (SOP section 14).
Related resources
This page was last updated on 16 September 2026.
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This article makes reference to the National Statement on Ethical Conduct in Human Research 2025. It is intended as practical guidance and does not constitute legal advice.
AI Disclosure: Resources in this library were prepared using Large Language Models with input from Iris Ethics staff who guided the scope and design. Subsequent revisions and final versions were developed and approved by Iris Ethics staff.