Meetings and Dates
The AEC usually meets monthly, to examine applications for approval and to consider related matters. See meeting dates.
Procedures at Meetings
The AEC operates in accordance with the University's standard procedures and guidelines, hence its quorum is half the membership plus one. However, the governing legislation also stipulates that at least one member must be present from each of categories A, B, C & D. If there is no quorum, the meeting may proceed, with decisions ratified at the next regular meeting. The AEC aims to reach decisions by consensus, but is entitled to decide by a majority vote.
Any AEC member involved in a matter requiring decision by the Committee must leave the room while the matter is resolved.
Applications must be made on the UNE AEC Application form. See information about applying.
Closing Dates and Late Applications
Committee meetings are usually held on the last Friday of each month. Applications for each month's agenda close 8 days prior to the meeting, i.e., the Tuesday of the previous week.
Late applications will not be considered.
The Approval Process
Applications, including those to which the Executive has given interim approval, may be dealt with in the following ways:
Approved with no conditions
Approved with conditions
A system of 'pre-conditions' and 'conditions' is in effect:
Pre-conditions are items that will not be listed on the AEC Authority, but must be resolved prior to the issue of an authority number (i.e. experiments cannot commence before these are resolved). Pre-conditions will be forwarded to researchers via e-mail and as soon as they have been adequately addressed, an approval number and authority will be issued.
As in the past, conditions of approval (other than pre-conditions) will remain and will be specified on the issued authority. These conditions will apply to the research for the duration of the protocol.
A response; to each pre-condition imposed by the AEC, is to be provided prior to the issue of the AEC authority to undertake research. Should a response not be received by the AEC within 7 weeks i.e. by the closing date for the 2nd AEC meeting from the date on which the original application was considered, researchers will be notified that the application has been declared void and researchers will be required to submit a new application to the AEC in order to obtain ethics clearance for the proposed research.
Deferred: so that the application can be resubmitted to the Committee in the light of its previous comments.
Rejected: The application is rejected and the research cannot be undertake
In the cases above, the researcher is in most cases requested to consult with the Chair and to provide additional information before resubmitting their application.
Duration and Completion of Approvals
Approvals may not extend for more than 12 months. If a project is designed to extend beyond a year, it is the researcher's responsibility to reapply each year, while submitting a progress report on work done.
A final report must be submitted on completion of all projects.