• All applicants must submit a draft application before applying for Department of Health WA Human Research Ethics Committee (DOHWA HREC) approval.
    • This allows Data Custodians and the DLBData Linkage Branch: the specialist team at the Department of Health who are responsible for developing and maintaining the WA Data Linkage System, performing data linkage, and the facilitation of access to linked data. to provide advice on the request, and to identify and correct any issues before work begins on the project.
    • The Application for Data form, as well as all relevant modules should be completed.


  • The draft application will be processed by the DLB Project Officer, who will review and assist with the revision of documentation prior to presenting it to the relevant Data Custodians.
    • The Data Custodians will advise whether the data requested is appropriate for the purposes of the study, give guidance on issues such as data availability and quality and suggest changes. 
    • Initial feedback on draft applications (prior to Custodian review) will be given within two weeks of submission. The DLB Project Officer may only present applications to Custodians for review after all initial feedback from DLB Client Services is addressed.
    • The Data Custodian review process is iterative and may require a number of revisions and resubmissions of the application.


  • After in-principle support has been provided by the relevant Data Custodians, the final version of the application must be sent to the DLB Project Officer for review before submission to DOH HRECDepartment of Health Human Research Ethics Committee. A group that provides governance over Department of Health personal health information and its use in research. See also http://ww2.health.wa.gov.au/Corporate/Articles/N_R/Research-ethics.
    • Following this, a feasibility letterA letter from the DLB Project Officer indicating in-principle support from Data Custodians and the DLB for a linked data request. The letter communicates to an Applicant that his/her request is technically feasible and that the application can proceed to the next phase of ethical review by DOH HREC. The letter does not communicate formal approval. will be provided to indicate clearance of the draft application stage. This ensures that all relevant changes have been incorporated, and ensures efficiency in the submission to HREC (if applicable) and subsequent release of data.
    • Please be aware that applications that do not have a feasibility letter attached will not be accepted by the DOH HREC.


Applicants do not need to complete the signature section of the form when submitting a draft application. Draft applications should be sent as Word document attachments to DataServices@health.wa.gov.au.

If you would like to submit an application, please see the Forms page.


Please note that applications for cross-jurisdictional linked data should be made via the PHRN Online Application System. 


For assistance with completing your application, please contact the DLB Project Officer at DataServices@health.wa.gov.au 


For information about when the Draft Application Review Meetings will be held in 2018, please see the 2018 Data Services Calendar