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Decision Tree for Institutional Approval for Research and Non-Research Proposals and Contracts.

Updated Guidelines and Process Flows for Submission of Research Proposals

Submission of Protocols for scientific review for Human subjects as well as Administrative forms should be sent to:

• Administrative Forms idmadminforms@uct.ac.za 
• HREC Applications idmhumanprotocols@uct.ac.za

Submission of Protocols for scientific review for Animal subjects as well as Administrative forms should be sent to 

• Administrative Forms idmadminforms@uct.ac.za 
• AEC Applications idmanimalprotocols@uct.ac.za 

1. Progress and System Improvements

·       Since June 2024, we have introduced an automated research processing system called RIMS. This system has successfully reduced the number of pending applications from approximately 600 facilities in November 2024 to just 37 facilities for 2024 applications and 108 for 2025 applications. It allows for daily tracking across most Cape Town metro facilities.

·       As of March 2025, we introduced automated approval letters and confirmation of the application being processed to facilities.

·       These enhancements have sped up approvals and improved communication on the process.

2. Navigating Two Systems

2. • Researchers must submit applications through the National Health Research Database (NHRD), and internally, we then load and process these applications on RIMS to facilitate a local, decentralised approval process.

2. • We do not control the NHRD system but have automated parts of our local process to improve the process.

2. • Important: Only submit your NHRD application when you have all locally required documents. Incomplete applications will be declined without follow-up and will require resubmission with a new reference number.

2. • Please consult our webpage for detailed guidance on completing your NHRD and local submission properly. Health Research Approval Process | Western Cape Government

3. Compliance Challenges

Although most researchers comply, some challenges remain, mainly with larger clinical trials:

·       Incomplete applications missing critical documents such as SAPHRA approval letters, the SANCTR and DOH approval letters, etc.

·       Frequent requests for duplicate approval letters without checking with the Principal Investigators (PI) first. Note: Approval letters are sent automatically to the PI’s email address, which is submitted on the NHRD application.

·       Requests for amendments, extensions, and additional facilities for multiple-year studies without providing some preliminary findings.

·       Failure to submit the required summary of research findings on the Annexure 9 document.

4. Impact on the Provincial Health Research Unit (PHRU) and Communication

4. • Staff capacity is limited; manual follow-ups and individual email responses are unsustainable.

4. • Please direct all queries and communication to our shared inbox: Health.Research@westerncape.gov.za. Include your reference number in the subject line for efficient handling