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Request System Access – Researchers

//Request System Access – Researchers
Request System Access – Researchers 2018-11-13T21:44:51+00:00

Data contained in the NCIS is available for direct system access to authorised users, allowing them to view coronial case information via an online interface.

Access is available to two categories of users and both categories must complete an approval process. The user categories are:

  • Death Investigators – those with responsibilities to assist in coronial investigation such as Coroners, Registrars, Court Staff, Police.
  • Third Party Researchers – those with an ethically approved research project.

Each user category requires approval for access. Death Investigators require approval from the State or Chief Coroner. Third Party Researchers requesting access to the NCIS must obtain approval through the Victorian Department of Justice and Regulation ethics committee for Australian data and through the New Zealand Chief Coroner for New Zealand data.

Anyone wishing to access the NCIS must have a bona fide interest or professional role in public health and safety or a statutory requirement to collect and publish data. Members of the media and private organizations or individuals are not permitted direct access to the NCIS but can make a request for data.

Third Party Researchers with an interest in accessing the NCIS are advised to read the following documents.

If your organisation has an ethics or research committee, you must first obtain approval from this committee before submitting an application to the NCIS.

All applications for access to Australian data contained on the NCIS must be approved by the Victorian Department of Justice Human Research Ethics Committee (JHREC).

Applications for access to Victorian data must be approved by the Coroners Court of Victoria Research Committee (CCOV RC).

Applications for access to Western Australian data must be approved by the ‘Western Australian Coronial Ethics Committee (WACEC).

Applications for access to New Zealand data must be approved by the New Zealand Chief Coroner.

The NCIS Access Liaison Officer will assist in the application process. All applications for access to data must be submitted via the NCIS.

Closing dates for application submissions are listed below.

An annual fee applies for direct access. The NCIS Access Liaison Officer will discuss with you the applicable fees as part of the application process.

The time frame for obtaining NCIS access generally ranges from eight weeks onwards from the time of submission and is dependent on the number of approvals required.

To enquire about access, request the application forms or to submit an application, please contact the NCIS.

Conditions of Access

Authorised Third Party Researchers will be required to enter into an Access Agreement that governs the use of NCIS data. One of the terms of this Agreement is compliance with the NCIS Privacy Protocols.

One requirement outlined within the Agreement relates to notification of any identified Issues of Concern to Public Health or Safety. Access the Guidelines and reporting form here:

Guidelines governing direct access to the NCIS were developed by the State and Chief Coroners of Australian and New Zealand coronial jurisdictions and have been endorsed by the Standing Committee of Attorneys-General. The guidelines provide for two levels of access:

  • Level 1: Access to all data related to closed cases – including case reports where available –and non-identifying access to open cases.
  • Level 2: Access to non-identifying data for closed cases only.

NCIS Closing Dates for Application Submission 2019

CCOV RC submission dates NCIS closing dates JHREC meeting dates
14-Nov-18 12-Dec-18 07-Feb-19
06-Feb-19 26-Feb-19 28-Mar-19
06-Mar-19 20-Mar-19 09-May-19
17-Apr-19 08-May-19 27-Jun-19
05-Jun-19 19-Jun-19 08-Aug-19
17-Jul-19 31-Jul-19 19-Sep-19
28-Aug-19 11-Sep-19 31-Oct-19
09-Oct-19 23-Oct-19 05-Dec-19

Data Extract Service

Approved authorised users of the NCIS can request Data Extracts for data fields that are not available for export through the Query Design, Coroners Screen or External Code search interfaces. This includes data fields such as geographic data, identifying details of the deceased, and attachment status of documents. For more information please read the Data Extract Service Information Sheet.

For more information or assistance with data extracts, please contact the NCIS.