Process of the Animal Ethics Committee

AEC Committee

Purpose:

To provide an overview of the processes of the Animal Ethics Committee and the responsibilities of each category member.

For more information detailing AEC functions and responsibilities please see AEC Terms of Reference (TOR) and Procedures for the Operation of the Animal Ethics Committee

Membership

UC AEC members are appointed as per the requirements of the Code. According to Section 2.2.4, institutions must ensure that membership of the AEC comprises at least one person from each of four categories of membership:

• Category A—a person with qualifications in veterinary science that are recognised for registration as a veterinary surgeon in Australia, and with experience relevant to the institution’s activities or the ability to acquire relevant knowledge.

• Category B—a suitably qualified person with substantial and recent experience in the use of animals for scientific purposes relevant to the institution and the business of the AEC. This must include possession of a higher degree in research or equivalent experience. If the business of the AEC relates to the use of animals for teaching only, a teacher with substantial and recent experience may be appointed.

• Category C—a person with demonstrable commitment to, and established experience in, furthering the welfare of animals, who is not employed by or otherwise associated with the institution, and who is not currently involved in the care and use of animals for scientific purposes. Veterinarians with specific animal welfare interest and experience may meet the requirements of this category. While not representing an animal welfare organisation, the person should, where possible, be selected on the basis of active membership of, and endorsement by, such an organisation.

• Category D—a person not employed by or otherwise associated with the institution and who has never been involved in the use of animals in scientific or teaching activities, either in their employment or beyond their undergraduate education. Category D members should be viewed by the wider community as bringing a completely independent view to the AEC and must not fit the requirements of any other category.

Preparations and Meetings

Submission Deadlines: Applications 

1. Applications are sent to Research Ethics and Integrity (REI) team for review.

2. Applications are distributed to AEC 3 weeks prior to meeting.

3. Review Applications.

4. AEC Submit questions to Research Ethics & Integrity team.
5. Research Ethics & Integrity team will collate the questions and forward them to the applicants within one week.

6. The responses provided by the applicants, will then be tabled at the meeting for approval.

Conduct of Meeting

1. The Committee must have a quorum (see TOR) for the meeting to take place. If a quorum is not achieved, the meeting will be rescheduled to the earliest possible date.

2. In consideration of new applications, the Q&A will be considered by the Committee at the meeting. If the Committee is unanimously satisfied with the responses to the questions, the application may be immediately approved..

3. The Committee may require that the applicant provide further clarification (for example, if they feel that questions raised have not been appropriately addressed in the responses). Additionally, they may wish to raise further questions regarding the application. In such cases, the application will not be approved and applicants will be advised of additional matters that must be addressed before ethics clearance can be granted.

4. The AEC will either approve the application or approve with conditions, request further information or deny.

5. Follow up responses from applicants will be communicated to the Committee for out of session approval.

6. At all times, the Committee will strive to reach decisions by general consensus. Where consensus cannot be reached, the Committee may do any of the following: invite the applicant to the Committee meeting for further discussion of the application; explore possibilities for the applicant to modify the application; or proceed to majority decision after all members have been allowed further time to review their positions and discuss their views.

7. The Committee will also consider other agenda items and provide feedback to researchers as required,

8. The Committee meeting will follow the distributed agenda, with discussion to be directed through the Chair.

Record Keeping and Reporting

1. The Research Ethics & Integrity team will keep a record of the discussion and circulate the minutes of the meeting to the Committee prior to corresponding meeting.

2. The Research Ethics & Integrity team will communicate the outcomes on ethical clearance to applicants via the Online Ethics Portal within 7 days of the meeting.

3. Projects will not be permitted to commence until applicants have received written approval.

4. The Research Ethics & Integrity team will maintain electronic records in relation to ethical clearance applications and related activity.

Monitoring

1. The Committee will monitor all activities relating to the care and use of animals, including through the conduct of annual inspections of animal facilities.

2. The Research Ethics & Integrity team will be responsible for ensuring that the inspections occur annually as required, preparing a report, and maintaining a register of inspections.

3. In instances where, during inspections, the Committee detects activities that are not compliant with approved applications or animal handling that is not compliant with the Code, the researcher will be advised in writing of the non-compliance and requested to suspend activities until remedial action is initiated.

4. The Committee will also monitor researchers’ activities by reviewing annual reports which researchers will need to submit to the Committee for approved projects and End of Project reports.