How do I access NCIS data?

There are a range of products and services available through which government departments, health and safety agencies, researchers, or other interested parties can obtain access to NCIS data. Product and service descriptions are listed below, along with an indication of the applicable access fee.

1) Applying for direct access.

All applications for online access to NCIS data are required to be approved by the Victorian Department of Justice Research Ethics Committee. Copies of the relevant application forms are available from the Research Ethics Committee website.

Before you complete the application forms it is advised that you read the Information Sheet and Research Ethics Guidelines. If you have trouble downloading these documents please contact us and we will email you a copy.

Once your application has been completed, it should then be submitted to the NCIS Access Liaison Officer who will coordinate the access process.

NB. If your organisation has an ethics/research committee you MUST obtain approval from them before completing the Department of Justice Application Forms.

Before the NCIS submits your application to the Department of Justice Ethics Committee it will be reviewed by the NCIS Research Committee (NRC). A maximum of 8 applications will be considered by the NRC at any one meeting. Applications will be considered in the order in which satisfactorily completed applications are received. For details of the NRC meeting schedule, please refer to the Information Sheet or contact the NCIS.

If you are seeking Level 1 access to Western Australia data you will also be required to submit your application to the Western Australia Coronial Ethics Committee (WACEC) via the NCIS. This is a requirement of the Western Australian State Coroner. The NCIS Access Liaison Officer will also assist you with this process.

The time frame for the entire process (NRC, DOJ Research Ethics Committee and WACEC if required) generally ranges from 8 weeks onwards.

What are the conditions of access?

Authorised users of the NCIS will be required to enter into an NCIS Access Agreement that governs the use of NCIS data. The access rules have been determined by State and Chief Coroners of participating jurisdictions and have been endorsed by the Standing Committee of Attorneys-General. The rules provide for two levels of access to completed cases: Level 1 - all data; and Level 2 - non-identifying data only.

Compliance with the NCIS Privacy Protocols is a term of the Access Agreement. The NCIS Privacy Protocols are contained in Schedule 7 to the Agreement. A copy of the template access agreement can be downloaded here.

An annual online subscription to the NCIS will apply. For further information, please contact the NCIS on ncisapplications@vifm.org.

2) Requesting statistics.

The NCIS team can be engaged to conduct a search of the NCIS to retrieve data as agreed between the team and the applicant. The charge for this service will be at the hourly rate of $165 (GST inclusive) which covers the time taken for the research officer to perform the search and collate the results. The information provided to the applicant can range from basic statistical data to the provision of detailed reports which include additional analysis and commentary.

Unless otherwise agreed between the parties and the relevant State or Territory Coroners Office to which the data relates, the information supplied will not contain identifying information.

Important note for researchers:

As indicated previously, fees apply for access to NCIS data and therefore these fees should be incorporated into your project’s budget forecasts and/or grant application(s).

Where can I get more information?

For further information, please contact:

Joanna Cotsonis
NCIS Access Liaison Officer
C/- The Victorian Institute of Forensic Medicine
57 – 83 Kavanagh Street
SOUTHBANK  VIC  3006  

ncisapplications@vifm.org

Phone: (03) 9684 4323 
Fax:   (03) 9684 4475