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- Determine which application form is required - breeding, research or teaching.
- Download application form for your particular type of project (breeding, research or teaching) from this web site EACH time an application is to be made because out of date forms will not be accepted by the AEC.
- Use the guidelines either within the document (as "hidden text") or as a separate document (available from the forms page.)
- Ensure that all forms are typed and not hand written - illegible forms will be returned. Applicants are advised that using an Apple Mac can cause form formatting issues which will need to be addressed.
- NB. As specific questions are numbered differently on the various application forms the information supplied below should be used where necessary when completing the application.
- Complete the application form ensuring that that the following items have been appropriately addressed:
- ALL questions are answered, if a question does not apply to your project then indicate N/A (not applicable, as opposed to leaving the question blank)
- Ensure that the title is not identical to other projects, at least one or two words must be different or Part 1/Part 2 etc should be used, unless the application is replacing a previous approval with the same title
- That the commencement date does not pre-date the AEC meeting date.
- If the application is a renewal after 3 years then it is important that a report be provided of the work to date.
- That experience, qualifications and training of personnel have been provided relevant to the techniques and species to be used. It is not appropriate to indicate 20 years of animal work as this could be with observing elephants and the current project requires invasive heart surgery in rats.
- With increasing collaborations being undertaken at UQ which includes intrastate, interstate and overseas work the application needs to clearly identify where each component of the work is being undertaken, who will be undertaking the work, whether approval is required from another AEC, who will be monitoring the work and who will be reporting the work to regulators and NHMRC. AEC's are required to enter into agreements regarding this aspect of experimentation.
- Ensure that the application is written in plain language especially the section that deals with the aims, purpose and techniques and long and short term benefits. This section has to be understood by lay people who do not have a scientific background. Failure to provide a clearly understood lay description will result in the paperwork being returned for resubmission.
- Ensure that the location of the source of animals is properly provided and not just the generic definition indicated.
- Ensure that re-use of animals is noted and appropriate details of how the re-use will be managed especially from an animal welfare aspect and the spelling of animals between use. This is particularly relevant for animals which are used from University flocks and herds for both research and teaching activities on a rotational system. A log book system is usually required for this purpose at both the animal facility level and the project level.
- Full details of transportation must be provided for each species. Where multiple species are to be used details for each must be provided. It should be noted that it is not appropriate to obtain animals from interstate or overseas due to issues of transportation stress if they are available locally unless strong justification can be provided for doing so.
- Details of holding and procedure rooms should be specific not generic as in "the animal house" or "building (65)" etc.
- Only one category of procedure and scientific purpose should be nominated and should be that which is most appropriate for the majority of animals used.
- Check to ensure that the total numbers of animals requested are the same as the numbers indicated in the justification section and the numbers to be used in the experimental plan.
- Advice from a statistician should be sought for statistical justification wherever possible and their name provided. In most instances there is an expectation that statistical justification will be achieved through a power calculation, Latin square etc. If this is not the case the details of how the number of animals to be used where arrived at must be explained.
- A justification of why a given model or particular species is being used and why it is the most suitable model or species available
- The experimental plan for the project must be clearly set out in a sequential format and should cover all aspects of the project detailing what will happen to each animal or group. If 'boutique line' breeding is to be undertaken then this should be included as the first experiment for the project.
- The possibility of pain/stress must be assessed and information on how this will be dealt with provided. This must include an acknowledgement that all animals experience stresses from transportation and especially, in the case of wildlife, the stress of capture.
- Environmental enrichment is an important aspect of animal work and as such details of what environmental enrichment will be available should be provided. If for the sake of the project none is to be given then this must be justified.
- Death as an end point has a very specific meaning whereby animals are expected to die during the course of a project without intervention. It is expected that in all instances, intervention by euthanasia at the earliest point will be the first consideration of the project that is possible. Therefore the category 'Death as an end point' will only be used infrequently, must be strongly justified and may in some instances require ministerial approval.
- It is important to ensure that substantial consideration has been given to the 3R's (reduction of animals, refinement of experiments and replacement of animals with alternatives) and that this information is provided in the application. It is not appropriate to say that it is not applicable
- If references are listed, the list should only include those which are recent, relevant and directly related to some aspect of the project that will benefit from its inclusion.
- It is important that when applying for fauna permits that correct details of the permit office are provided.
- Information regarding the requirement of other permits or documentation must be appropriately addressed e.g. human ethics approval, consent forms etc
- A declaration must be signed by all persons working on the project indicating that they are aware of the aims, the purpose of the project, the work to be undertaken, and their responsibilities within the project.
- On completion of the application it is STRONGLY recommended that it is perused by a colleague who is involved in research especially if the applicant has little experience with submitting applications. Some faculties, institutes and centres have designated people who undertake this role and applicants are advised to consult with their area for information on who to approach.
- Once a satisfactory application is completed it should be signed where appropriate by all persons involved. Where a participant is interstate or overseas it is permissible to email the application to them and have them print and sign the declaration and return by facsimile.
- Once the application is finalised the original plus the relevant number of copies for the AEC to which it is to be submitted should by submitted to the AWU by the deadline. It should be noted that documentation arriving after the deadline will be held over to the next meeting. It is therefore important for applications being forwarded by persons off St Lucia campus that mailing time be taken into account.
- Once received at the AWU the application will be processed for the next AEC meeting.
- Applications with the requisite number of copies should be submitted to the address listed on the forms page.
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