After AEC Approval is obtained

So, you have AEC approval. What now?

Decisions: Unless you have outright approval, you should ensure that all conditions and requirements are met and approved by the committee prior to proceeding. See Committee - Decisions.

Access to animals: All animals for use on campus must be ordered through the Research Ethics Office using the Animal Order Form. Download the form and either email or post to the Research Ethics Office. The Animal Ethics Officer will forward authorised forms to the appropriate animal holding facility. If your order is not able to be authorised, you will be contacted by the AEO. You are advised to allow a minimum of 3 days for this process.

Licences: The Licence to use animals for scientific purposes in WA is obtained from the Department of Local Government and Regional Development (DLGRD) by the Research Ethics Office on behalf of the University. It is a requirement that the licence is available for public scrutiny. Therefore you must ensure that the licence is:

displayed wherever animals are used for scientific purposes, e.g. in your laboratory
carried by investigators in the field, e.g. in the car or boat.

Licence to use animals for scientific purposes

If your work involves the use of animals interstate or overseas you must contact the Research Ethics Office immediately as there may be a requirement for additional state licencing to be undertaken by the University.

If your work includes interstate or overseas collaborators, you should advise them that a WA licence may be required by their institution, and refer them to DLGRD (see Guidance).

Permits: It is your responsibility to obtain required permits and other licences from organisations such as Department of Environment and Conservation, Australian Quarantine and Inspection Service and Department of Fisheries. Please supply current copies to the Research Ethics Office. If using radioactive isotopes or other hazardous substances, you will need to supply the committee with a copy of your approval from the Biosafety or Radiation Safety Committee.

Annual reporting: Each permit holder must submit an annual report. Failure to do so will result in withdrawal of permission to use animals and suspension of the permit. All reports are due by 1st February each year, however, if you hope to use animals early in the New Year (including during Semester one) you need to submit your annual report by the January meeting. The annual report is a requirement of the Code. The annual report form is on the Form page.

Policy on Annual Reporting

Monitoring: All staff and students listed on the AEC approved application are responsible for animal monitoring. From time to time, the AEC and the Animal Ethics Officer will formally monitor a project. You will usually be advised of the visit although advance notice is not a requirement. You will be expected to have available all animal records.

Adverse events: The AEC must be notified promptly of any adverse events. Such events may include (but are not limited to) animal illness, unanticipated reactions of animals, unexpected results that impact on animals, delays to the protocol.

Unexpected deaths or euthanasia: The AEC must be notified within 2 working days of the event if any animal becomes terminally ill or dies unexpectedly. It is not sufficient to notify the committee through your annual report. It is a requirement that you arrange a Post Mortem of the animal, unless you receive special exemption from the AEC. The Post Mortem examination must be conducted by someone independent of the project, although you are permitted to be present. Researchers undertaking fieldwork are not exempt from this requirement. The unexpected death and euthanasia notification form is located on the Forms page.

Making changes: The AEC has approved the specified protocols; there is no approval for any alterations, even if you feel they enhance animal welfare. All changes to protocol, personnel and animals must be submitted to the AEC for approval. Failure to request AEC approval prior to making changes will result in a breach of permit approval and may lead to disciplinary action.

There are two forms designed for advising proposed changes:

Project alterations - All changes to the protocol including animal numbers or type of use, must be submitted to an AEC meeting, using the appropriate Permit Amendment Form. As a general guide you should allow one meeting cycle for this process - ensure the form is submitted prior to the meeting submission deadline. If urgent change is required, amendments may be assessed by the Executive, and a response may be available within 1-3 working days. Please note this option is only available in exceptional circumstances.
Altering Investigators (only) - If you only require the addition or removal of co-investigators use the Amendment - change to investigators form. Signed copes are required. These amendments are not counted in the three permitted amendments. If the Chief Investigator of a project is being changed, the amendment is required to be noted at an AEC meeting.