As required under Section 2.4.34 of Australian code for the care and use of animals for scientific purposes (8th Edition, 2013), Chief Investigators must submit the various reports for research projects involving the use of animals.

Major reports to be submitted by the Animal Ethics Unit on behalf of Chief Investigators

  • Department of Agriculture and Fisheries (DAF) Mandatory Annual Report of Animal Usage
  • National Health and Medical Research Council Statement of Compliance 

Interstate reports to be submitted by the Animal Ethics Unit on behalf of Chief Investigators

  • A report similar to the DAFMandatory Annual Report is submitted to relevant interstate regulators where UQ staff and/or students undertake hands-on animal work interstate

Other reports to be submitted by the UQ Director of Biological Resources

  • Queensland Biosecurity Pest Species Report

Reports to be submitted by Chief Investigators to the Animal Ethics Unit for the relevant Animal Ethics Committee

As required under the Animal Use Code, Chief Investigators must submit the following reports for research projects involving the use of animals:

  • Annual Progress Report (as part of the DAF Mandatory Annual Reporting process)
  • Completion Report (to be submitted to the relevant AEC within three months of the finalisation of hands-on animal work)
  • Adverse Event Report (to be submitted to the relevant AEC as soon as possible after the event and in some instances included as part of the DAF Mandatory Annual Reporting process)

Mandatory Annual Reports at the University of Queensland

Investigators that use animals for research and teaching purposes are required to submit a Mandatory Annual Report every year for each Animal Ethics Committee project approval. The Mandatory Annual Report requests information on the use of animals between 1 January and 31 December of the reporting year. Submission of Mandatory Annual Reports serves several purposes.

  1. Submission of annual reports to state regulators is a requirement under the Queensland Animal Care and Protection Act 2001 as well as with the relevant Acts in other states. The Animal Ethics Unit reports animal use at The University of Queensland to the Department of Agriculture and Fisheries, and other state regulators, on behalf of investigators. The Mandatory Annual Report form allows investigators to provide the information that is needed to create reports for the regulators.
  2. The Animal Use Code requires that an annual report for each approved project is submitted to the Animal Ethics Committee, regardless of the duration of approval for the project (Clause 2.4.34 (i.)).

Completion of this form is via the online webform.

Completion report

Each animal ethics approval must be formally finalised at its conclusion. The Code requires that investigators submit a final report to the AEC as soon as practicable after the project is completed (Clause 2.4.34).

Completion of this form is via the online webform.

Adverse Event report

Find out about reporting adverse events.

Hard copy submissions of these documents are no longer required. Completed forms should be hand signed, scanned, and forwarded to the relevant committee via email. 

Extensions

The timing of the Mandatory Annual Report deadline is based upon the reporting deadlines to the state regulators. The Animal Ethics Committees must consider each Mandatory Annual Report prior to the submission of annual reports to state regulators and are therefore unable to provide extensions to the deadline.

Not submitting a Mandatory Annual Report

Failure to submit Mandatory Annual Reports is considered non-compliance with the Australian code for the care and use of animals for scientific purposes. The Code mandates that Investigators must submit an annual report to the Animal Ethics Committee for each approved project (Clause 2.4.34). The Chief Investigator of all projects for which Mandatory Annual Reports are not submitted will be referred to the  to the institution for further action.

Chief Investigators

If a Chief Investigator is not available to create and redirect forms, please contact the Animal Ethics Unit. Mandatory Annual Reports will need to be submitted for all animal ethics approvals and another participant on the certificate will be contacted to complete the form.

Chief Investigator delegation of reporting to another person

Chief Investigators can delegate access of their whole online forms login area to another person, such as a laboratory manager, to complete forms on their behalf. Chief Investigators must sign the form before submissions. The Chief Investigator has ultimate responsibility for the approval and reporting of animal use under each approval number.

Delegate access to other users:

  1. Access online forms
  2. Login using your UQ username and password
  3. On the ‘Actions’ toolbar on the left of the page, select ‘Delegate’
  4. The display will show who has already been delegated access to the forms. Add a new delegate by entering the person’s UQ username into the text box. Select ‘Add’.

Access for external Chief Investigators

External investigators who do not have a UQ username and password will first need to register with the system to access forms. Registration must use the email address that is on record on UQ’s animal ethics database, otherwise approved projects will not be displayed. External investigators who are unsure of the email address on record should contact the Animal Ethics Unit before registration.

  1. Access online forms
  2. Select the ‘registration form’ link
  3. Complete and submit the registration form

How delegates access forms

  1. Access online forms
  2. Login using your UQ username and password
  3. Your name will be displayed in the top right corner of the page. Select the triangle to the right of your name to display the names of Chief Investigators who have delegated access to their online forms page
  4. Select the name of the person whose page you wish to view
  5. Follow the steps for how to create and complete a Mandatory Annual Report form to complete forms for the Chief Investigator
  6. The Chief Investigator must sign the form before submission. They should login to their online forms page and open the draft form to review the information that has been entered. The Chief Investigator may then navigate to ‘Section F: Declaration’ to sign the form.

How to create and complete a Mandatory Annual Report form

There have been changes made to how to use the Mandatory Annual Report form.

  1. Access online forms
  2. Login using your UQ username and password
  3. On the ‘Actions’ toolbar on the left of the page, select ‘New form’
  4. The list displays the types of forms that you can create. Select ‘Mandatory Annual Report/Completion Report’.
  5. You will be presented with a list of animal ethics approvals for which you are the Chief Investigator, and for which submission of a Mandatory Annual Report is required. Selecting each of the projects creates a draft Mandatory Annual Report form for each approval.
  6. Selecting ‘Home’ on the ‘Actions’ toolbar on the left of the page displays a list of draft online forms as well as recently submitted forms. The Mandatory Annual Report forms will sit amongst this list and will be displayed as ‘Draft’ until the form has been submitted. To complete the form select ‘Edit’ in the grey bar located under the name of the form.
  7. Follow the in-form instructions to work your way through each question and section of the form.

How to redirect a form to another person to complete

  1. Access online forms
  2. On the ‘Actions’ toolbar on the left of the page, select ‘Home’
  3. The list displays draft and submitted online forms. The Mandatory Annual Report forms will sit amongst this list and will be displayed as ‘Draft’ until the form has been submitted. To redirect the form, select ‘Share/Redirect’ in the grey bar located under the name of the form.
  4. The resulting page displays a list of people who have access to the form. To add new people, type their UQ Username (you must use the UQ username and not just the person’s name) into the ‘Other’ form field.
  5. Select ‘Save changes’. A check mark will show next to the name of the new person to indicate they will now have access to the form.
  6. Contact the person to let them know they have access to the form. Provide them with the form number (e.g. AEMAR08533).
  7. The added person should now login to online forms 
  8. The redirected form will now show in their list of current forms as a ‘draft’ form

How to get help

Contact the Animal Ethics Unit if you require assistance with completing the form. The email links within the Mandatory Annual Report form will direct your email to the best person to answer your questions. If you cannot access the form at all, email the generic inbox of the Animal Ethics Unit.