Introduction to animal ethics annual reports

The animal ethics module in Themis gives you access to create and submit an application for animal ethics approval, as well as annual reporting requirements.

Themis animal ethics module users are:

• researchers (staff and research-active students) who register, submit and track ethics applications and related annual reports, and
• animal ethics administrators in the (REI) Research Ethics and Integrity who administer ethics applications and the annual reporting process.

You can access Animal Ethics Committee (AEC) reports and animal use returns using the animal ethics annual reports workbench if you have one of these Themis responsibilities:

• UOM research self service (faculty or department research staff)
• UOM research student self service (research-active students who are named on the animal ethics application)

Animal ethics annual reporting requirements

The annual reporting process for animal ethics enables the relevant reporting bodies (within both the University and Victorian Government) to monitor animal-based research undertaken at the University. Progress reports of an approved animal ethics project contain information about:

• progress of the project against the stated aims
• description of any problems that may have interfered with the project progress
• number of animals used during the reporting period, and
• wellbeing of the animals used during the reporting period.

Approved animal ethics projects have two annual reporting requirements:

1. The Animal Ethics Committee (AEC) is an internal committee responsible for approving and monitoring animal-based research at the University. Researchers are required to submit one AEC report for each animal ethics application on which they are recorded as the primary contact. The AEC report specifies the project activity/progress and animal usage activity for the reporting period.
2. The Licensing and Audit, Biosecurity division of the Victorian Department of Economic Development, Jobs, Transport and Resources (DEDJTR) coordinates animal welfare matters among local, state and Commonwealth governments and animal welfare agencies in Victoria. The DEDJTR is also responsible for reviewing and developing codes of practice for the welfare of all animals used in research and teaching. Researchers are required to submit one animal use return for each Scientific Procedures Premises License (SPPL) recorded against each animal ethics applications on which they are recorded as the primary contact.

Process overviews

The process for a Themis AEC report is:

1. The primary contact (PC) receives a notification from Themis advising that the report is due.
2. The PC accesses the report using the Themis animal ethics workbench.
3. The PC completes the report and submits it for review.
4. An animal ethics administrator reviews the report and submits it to the committee. The PC can clarify report details after this point, if necessary.
5. The committee reviews the report. The PC can clarify report details after this point, if necessary.
6. The animal ethics administrator updates the Themis record to reflect the review outcomes.

The process for a Themis animal use return is:

1. The primary contact (PC) receives a notification from Themis advising that the return is due.
2. The PC downloads an animal use return template via the Themis animal ethics workbench.
3. The PC completes the animal use return offline, then uploads it to Themis for review.
4. An animal ethics administrator forwards the return to the DEDJTR for review.
5. The DEDJTR reviews the information provided.
6. The animal ethics administrator updates the Themis record to reflect the review outcomes.

Annual report statuses

Annual report status Animal Ethics Committee report

Animal use return

Information for primary contacts

• If you are listed as the primary contact on the ethics application you will need to:
  
  • complete and submit the AEC annual report, and
  • complete and upload the animal use return report for review.
• If you are the primary contact on an approved animal ethics application, you will receive a Themis email advising you when a report is due. The email will be sent at the beginning of the year for reporting on research activities over the previous year.
• You must submit one AEC report for each animal ethics application for which you are the primary contact. In addition, you must submit one animal use return for each Scientific Procedures Premises License (SPPL) recorded against each animal ethics application for which you are the primary contact. You may be required to submit multiple AEC annual reports but only one animal use return for a reporting year.
• If a report is not completed by the due date, Themis will send a series of reminder emails to a variety of recipients. These are delivered to:
  1. the primary contact and project supervisor, three weeks after the initial request was sent
  2. the primary contact and project supervisor, three weeks after the first reminder was sent
  3. the primary contact, project supervisor and the head of department, two weeks after the second reminder was sent
  4. the primary contact and project supervisor, two weeks after the third (due date) reminder. These subsequent reminders will continue every two weeks for up to two months if your report is not complete.
• During the review process you may need to make modifications to your report, requested by:
  
  • an animal ethics administrator prior to the committee review, or
  • following the committee review.

In most cases, if clarification or modification to your report is required prior to the committee review, the animal ethics administrator will call and advise you of the details that you need to modify. You can then send them your modifications and they will update the record in Themis for you. If your report requires modification following the committee’s review, the animal ethics administrator will change the report status on Themis to ‘queried post-review’. You can then access and modify your report directly in Themis and then resubmit it.