Obtaining Approval

Approval must be obtained from the Animal Care and Ethics Committee before animals are used for research and teaching purposes. Application for approval for the use of animals is made to the ACEC using the prescribed application forms.

What eForm should you use?

  • New Application. For new projects.  Under NSW legislation, an Animal Research Authority may be issued for a maximum of one year.
  • Annual Progress Report/Renewal. For annual review and renewal of approval for an ongoing project. Research projects that require continuation of ethical approval beyond the initial 12 months need an annual progress report/renewal application.
  • Variation Application. To add an investigator or teacher, minor/major amendments or to change funding sources.
  • Observational Studies. To provide the ACEC with sufficient information to assess whether animal ethics approval is required for activities involving the observation of vertebrate animals. In many cases, the necessity for animal ethics approval is not clear.
  • A Final Report is required on completion or discontinuation of an approved project.
  • Adverse Event.  Notify ACEC of adverse/unexpected events concerning an approved protocol.
  • Report to ACEC.  Report to ACEC as required e.g. in response to project inspections or pgoress report for pilot study, etc.

Making Submissions to the ACEC

To make a submission to the ACEC, log into RIMS (https://rims.newcastle.edu.au/login.asp) and then create a new submission within the "My Animal Use" moduleor.  Use the "Show/List" feature to find an existing protocol to vary.  If you do not have access to RIMS, please contact the Animal Ethics Officer via the ACEC-submissions@newcastle.edu.au email address to arrange an alternative submission procedure.

Review of draft applications PRIOR to submission to the ACEC

For review of your draft application prior to its submission, contact the Manager, Animal Welfare & Training at least two weeks prior to the formal submission deadline for a meeting (see submission dates below ). This will allow sufficient time for review and provision of comment, and for you to amend the application as necessary. Depending upon the load, review of draft application cannot be guaranteed.

Submission Instructions

1. Checklist before you submit:
  • Have you used the correct application form and made changes to your initial submission where necessary?
  • Have you used plain English?
  • Have you completed, and appended, all relevant attachments or SOPs?
  • Have you included relevant monitoring checklist(s)?
  • Have you completed the eForm and sent a PDF copy for peer review?
  • Have you submitted the e-Form to the ACEC via RIMS?

Additional checks for New applications:

  • Have all persons involved with the use of animals on this project been identified in the application?
  • For teaching protocols, have you included an "Evaluation Questionnaire"?
  • For applications describing mandatory studies required by an external body, have you attached a copy of the documentation that supports the experimental design of your project?
  • The following conditions MUST be met when submitting applications:
    • The electronic copy of your application MUST be submitted through RIMS by the Chief Investigator or Alternate Chief Investigator.
    • An Honours or PhD student CANNOT be named as the Chief Investigator or Alternate Chief Investigator for an application.
    • If submission by the Chief Investigator or Alternate Chief Investigator is not possible, please contact the Animal Ethics Officer. 
    • Application must be submitted by 5:00 pm on the closing date for the relevant meeting.
  • Late applications will NOT be accepted and will be deferred to the following meeting for consideration.

2013 Meeting Dates and Application Submission Deadlines

APPLICATION Submission Deadline 5:00pm

Meeting Date

Wednesday 9 January

Friday 25 January

Wednesday 6 February

Friday 22 February

Wednesday 6 March

Friday 22 March

Wednesday 10 April

Friday 26 April

Wednesday 8 May

Friday 24 May

Wednesday 12 June

Friday 28 June

Wednesday 10 July

Friday 26 July

Wednesday 14 August

Friday 30 August

Wednesday 11 September

Friday 27 September

Wednesday 9 October

Friday 25 October

Wednesday 30 October

Friday 15  November

 Wednesday 20 November

Friday 6 December

Urgent consideration of a variation to an approved project

Urgent consideration of a variation to an approved project is considered only in special circumstances which are usually based upon animal welfare grounds (eg. the welfare of an animal is at risk if the amendment is not instituted prior to the next meeting of the ACEC). If urgent consideration is required:

  1. Complete the appropriate Variation Form in RIMS (http://rims.newcastle.edu.au/login.asp) and tick to question regarding urgent consideration.
  2. Ensure that clear reasons for the necessity for urgent consideration of the proposed amendment are outlined in the application.
  3. It is strongly recommended that you contact the Animal Ethics Officer in the first instance to advise of the circumstances and discuss the necessity for urgent consideration.
  4. Submit the application as per the procedures outlined within the eForm.