AEC amendments, reporting & feedback

• A signed copy (by the current Chief Investigator) of the relevant form (refer below) forwarded to the AEC Secretary at [email protected].
• One (1) electronic copy of the Ethics Application form highlighting all changes/amendments (signed and authorised by the Chief Investigator).
• Copy of relevant documentation as attachments.

Electronic copies of all documentation must be forwarded to the AEC Secretary at [email protected].

Applications will not be processed without the appropriate authorisation.

Note: Researchers/Teaching staff must not commence the changes until the amendment has been formally approved by the AEC.

Continued approval of all ongoing projects is dependent upon the submission of a written to the AEC. The AEC Secretary will forward reminders to Chief Investigators in December.

Researchers/Teaching staff are required to submit a to the AEC upon the completion or discontinuation of a project.

Complaints relating to the use of animals or AEC process and procedure should be forwarded to the AEC Secretary at [email protected] who will immediately inform the AEC.

The Animal Use Complaints Procedure will be followed.

Your research or teaching activity begins with the approval of the application to the AEC. After approval you must ensure the following.

• Everyone named on the approved application must have access to the final approved version of the application and understand their responsibilities in relation to the project and have completed VU AEC training.
• Work needs to be carried out exactly in accordance with the approved application and any cited AEC approved SOPs or Guidelines. If a change is required a request for minor amendment to an approved project form must be completed and approved before any change can be made.
• Work needs to be carried out only by persons named on the application. A change in Chief Investigator requires completion of the request for change of Chief Investigator form. Adding or removing persons from the approved project must be approved by the AEC prior to work commencing with a request to add or delete a co-investigator form.
• If training in procedures is provided, records of training and attainment of competency must be kept - see AEC Guideline G004 Training in animal procedures.
• You must inform the VU Animal Welfare Officer when competency is achieved to allow independent assessment of competency of those using animals.
• The use of animals should be exactly in accordance with the approved application. You must keep clear and accurate records that document all procedures conducted on animals - see AEC Guideline - Record Keeping.
• The animals must be housed, fed and provided with enrichment as per the approved application - see AEC Guideline G005 VU Animal Facility Standard feeding, bedding and enrichment.
• Animal monitoring records should be kept with the animals and reflect the monitoring specified in the approved application - see AEC Guideline G001 Animal Monitoring.
• All those involved in the project must be familiar with the monitoring criteria and humane endpoints as per the approved application.
• If an adverse incident occurs you report this to the AEC.
• If animals are unwell or die you must report this to the AEC and undertake appropriate action to enable further investigation - see AEC Guideline G002 Collection of Pathology Samples - laboratory animals.
• If you become aware of non-compliance in relation to animal use you report to the AEC according to the Animal Use Non-compliant Event Procedure.
• View and follow the Animal Use Complaints Procedure if you have a concern regarding the use of animals at VU.
• Familiarise yourself with any changes to relevant Legislation, Codes and Guidelines.
• Report to the AEC as required in any conditions of approval, annually and at the conclusion of the project.

If you require assistance or advice contact the Animal Welfare Officer or the Animal Facilities Manager.