Honorary researcher appointments

When an honorary researcher appointment is required 

If you’re working with Western Health as an external researcher or through a partnership with another institution, you may need an honorary researcher appointment. 

This is usually required if you plan to: 

• access Western Health data
• use Western Health facilities
• contact Western Health patients or staff. 

To find out if an honorary researcher appointment is needed, please check the Eligibility Flowchart. 

What you need to provide 

For new appointments 

To apply for a new honorary researcher appointment, you must submit the following: 

1. Pre-employment health check clearance

• This must be completed through the Western Health Staff Clinic.

2. Honorary Researcher Application Form

• Must be fully signed, except for the Director of Research.

3. Police check (Fit2work)

• Organised by Western Health via Fit2work.
• Completed online by the applicant.
• The Application Form must include a WH Cost Centre for payment of the Fit2work check.

4. Two reference checks

• Completed by the applicant’s Principal Investigator or Supervisor.
• Use the WH reference check templates.

5. Full CV signed and dated

• Include qualifications, employment history and relevant experience.

6. WH Research Code of Conduct

• Must be signed and dated.  

For appointment renewals 

If you are renewing your appointment: 

• Submit a fully signed Honorary Researcher Application Form (Director of Research signature not required). 

If your original appointment has expired, you must also provide: 

• Health check clearance (from the Western Health Staff Clinic)
• Police check (Fit2work)

The same process and requirements apply as for new appointments. 

Step-by-step guide 

1. Pre-employment health clearance  

• The WH supervisor/WH personnel or the applicant is required to email a table as per below (add more rows if required) with the stated information to [email protected].  

• Advise the Staff Clinic in your email that you are applying for an honorary researcher appointment and state the applicant's level of clinical contact with patients, if any.
• The Staff Clinic will then send out a survey link to the applicant. The applicant is required to complete the survey and provide the required evidence.
• The Staff Clinic may request additional information. Once everything is satisfactory the Staff Clinic will advise the WH Manager and the external applicant via email.
• Please keep this confirmation email and include when submitting your application to the Office for Research. 

If you have any queries about the health clearance process, email the WH Staff Clinic at [email protected]. 

2. Honorary Researcher Application Form  

• Fill in all required sections of the form.
• You must include a WH Cost Centre (required for payment of the Fit2work police check).
• All signatures must appear on one document (do not submit multiple pages). Please obtain signatures from:
  • the applicant
  • the Western Health Principal Investigator or Supervisor
  • the Head of Department (must be the Director of the PI’s department – not the PI themselves).
• Please leave the Final Approval sign-off blank – the Office for Research will obtain final sign-off from the Director of Research or their delegate after reviewing your submission.
• Ensure all supporting documents and evidence are included, and all items on the checklist are completed.
• Send each document as a separate file (please do not scan everything into one single PDF).
• Email all documents to [email protected].
• The Office for Research will email you if more information or changes are needed.  

If you have any queries, please email the Office for Research at [email protected]. 

3. Fit2work police check 

• Western Health will begin the police check with Fit2work after receiving your Honorary Researcher Application Form.
• You’ll receive an email from Fit2work asking you to create an online account.
• Once your account is set up, follow the steps to complete the police check online. 
• Fit2work will notify Western Health of the outcome once it’s complete. 

Important: Your Honorary Researcher Application Form must include a WH Cost Centre for payment of the Fit2work check. 

4. Letter of offer  

• Once the required steps are complete, the Office for Research will email you a Letter of Offer.
• Please sign the Letter of Offer and return to [email protected].
• Once received, the Office for Research will confirm your appointment and notify you as well as your Western Health supervisor and your Western Health Department Director. 

If you have any queries, please email the Office for Research at [email protected]. 

When your appointment is finalised 

The honorary researcher appointment is only confirmed and can begin once all of the following have been completed:  

• A satisfactory pre-employment health clearance from the WH Staff Clinic.
• A satisfactory police check from People and Culture.
• The Honorary Researcher Appointment Form is completed and signed.
• Two completed reference checks, using the required templates.
• You have returned your signed Letter of Offer.
• The Office for Research has sent you a confirmation of your approved appointment.  

Related resources

• Honorary Researcher Appointment Eligibility Flowchart
• Honorary Researcher Application Form
• WH Honorary Appointments Policy and Procedure
• WH Research Code of Conduct