As required under Section 2.4.34 of the Australian Code for the Care and Use of Animals for Scientific Purposes (8th Edition, 2013) 'the Animal Use Code', Chief Investigators must submit reports for research projects involving the use of animals.

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

  • Department of Agriculture and Fisheries (DAF) Mandatory Annual Report of Animal Usage
  • Interstate Mandatory Annual Reports to relevant interstate regulators, when UQ staff and/or students have undertaken hands-on animals work interstate
  • National Health and Medical Research Council Statement of Compliance 

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)

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 via the UQ online webform, regardless of the duration of approval for the project (Clause 2.4.34 (i.)).

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 (8th Edition, 2013). The Animal Use Code mandates that Investigators must submit an annual report to the UQ 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 institution for further action.

If you are aware that 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.

Completion Report

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

How to create a mandatory annual report form

If you have submitted Mandatory Annual Report forms in the past, please be aware that there have been some changes in the way that you will access the forms. Please follow the following instructions:

  1.  Go to the UQ Research and Innovation Online Forms webpage
  2. Login using your UQ username and password.
  3. On the ‘Actions’ toolbar on the left of the page, click on ‘New form’.
    Click on new form
  4. The list displays the types of forms that you can create. Select ‘Mandatory Annual Report/Completion Report’.
    Select mandatory annual 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. Clicking on each of the projects will create a draft Mandatory Annual Report form for each approval.
    Select the most relevant
  6. When you click ‘Home’ on the ‘Actions’ toolbar on the left of the page, you will see a list of your draft online forms as well as your 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 click on ‘Edit’ in the grey bar located under the name of your form. Follow the in-form instructions to work your way through each question and section of the form.
    Select edit
 

Delegating your report 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. Please note that 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. Follow these instructions to delegate access to another user:

  1. Go to the UQ Research and Innovation Online Forms webpage
  2. Login using your UQ username and password.
  3. On the ‘Actions’ toolbar on the left of the page, click on ‘Delegate’.
    Select delegate
  4. The display will show who has already been delegated access to the forms. You may add a new delegate by entering the person’s UQ username into the text box. Click on ‘Add’.
    Select add

How does the delgate access the form?

  1. Go to the UQ Research and Innovation Online Forms webpage
  2. Login using your UQ username and password.
  3. Your name will be displayed in the top right corner of the page. Click on the triangle to the right of your name to display the names of Chief Investigators who have delegated access to their online forms page

Click on the triangle in the corner

  1. Select the name of the person whose page you wish to view.
  2. Follow the steps under ‘How to create and complete a Mandatory Annual Report Form’ to complete forms for the Chief Investigator.
  3. 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 does a delegate access forms

  1. Go to the UQ Research and Innovation Online Forms webpage
  2. Login using your UQ username and password.
  3. Your name will be displayed in the top right corner of the page. Click on the triangle to the right of your name to display the names of Chief Investigators who have delegated access to their online forms page

Click on the triangle on the right

  1. Select the name of the person whose page you wish to view.
  2. Follow the steps under ‘How to create and complete a Mandatory Annual Report Form’ to complete forms for the Chief Investigator.
  3. 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.

Access for external Chief Investigators

External Investigators, who do not have a UQ username and password, will have needed to register with the system to create an online research application form in the first instance. A password will have been sent to the email address supplied during the registration process.

To access the mandatory annual report, External Investigators will need to enter the email address and password used to create the online application form otherwise approved projects will not be displayed.

Once logged in to the  online form system, follow the instructions to create a mandatory annual report.

External Investigators who are unsure of the email address on record should email the Animal Ethics Unit

 

How to redirect a form to another person

  1. Go to the online forms page using your UQ username and password.
     
  2. On the ‘Actions’ toolbar on the left of the page, click on ‘Home’
    Select home
  3. You will see a list of your 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 click on ‘Share/Redirect’ in the grey bar located under the name of your form.
    Select share/redirect
  4. You will be directed to a webpage that displays a list of people who have access to the form. In the following example only the Chief Investigator has access. 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. Then click on ‘Save changes’.
    Use other field form if adding new people
  5. Click on ‘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.
    Select save changes
  6. Contact the person to let them know they have access to the form. It may be useful to provide them with the form number (e.g. AEMAR08533) in case they have a number of forms to complete.
  7. The added person should now login to the online forms page using their own UQ username and password. 
  8. The redirected form will now show in their list of current forms as a ‘draft’ form.