How to write and submit an animal ethics application

To be able to determine whether the use of animals in a project is justifiable and compliant with legislation, the Animal Ethics Committee needs to understand what the research and/or teaching project involves. When writing the application, keep the purpose in mind - the information that you provide should allow the AEC to assess:

• The expected impact on animal welfare
• Whether the experimental design is likely to result in useful, relevant and sufficient data that will answer the proposed research question
• How the 3Rs have been taken into account to minimise the animal welfare impact: The 3Rs: Replacement, refinement, and reduction
• Whether the investigators have the required skills to perform the work and will be trained and/or supervised appropriately
• Whether the expected benefits of the research or teaching outcome justify the use of the animals

Before you start writing the application, you should be able to explain why the project is justified and answer the following questions:

• What are the aims of the project and what results are expected?
• Why is the use of animals in the project unavoidable?
• What manipulations will be performed on the animals?
• How will these manipulations impact the welfare of the animal?
• What have you done to ensure that animals are replaced where possible, the methods used are refined where possible, and the number of animals used is reduced to the minimum possible?
• Who will perform the manipulations? Are these people competent to do so, or do they require training and/or supervision?

Note: It is the application as a whole that is approved. Approval is not merely permission to use a particular manipulation or a certain number of animals.

Please pay attention to grammar, writing style, and layout when writing the application. Keep in mind that the first section should be comprehensible to the lay members of the Animal Ethics Committee and that sections of the application may be released to the public. Before you start, go to Essential reading before applying for an animal ethics approval.

When filling out the application form:

• Read all questions and instructions carefully
• Provide a relevant answer to each question
• Provide sufficient detail, but do not repeat information unnecessarily
• Make sure that section B is comprehensible for lay members (think 15-year-old with no science background)
• Use tables, flowcharts, timelines and/or pictures to clarify complex concepts or experimental designs
• Refer to the instructions for animals used for manipulations/tissue collection
• Do not provide details on drug administration when referring to the management of animals; refer to the IDAO instead (e.g. “Rats will be anaesthetised as per IDAO.”).
• Review Tips for writing an AEC application, and if you have any questions about the application form or how to complete it, contact the animal ethics secretariat.

Submission deadlines include an application pre-screening service. You will receive feedback on how to improve the application and will have a chance to make suggested changes before it is sent to the AEC for consideration. This will help to facilitate a smooth progression of the application process and increase the likelihood of a positive outcome in a faster manner.

Submission of a research or teaching application must be made via Infonetica Ethics RM.

• Teaching questionnaire and summary of responses

Institutional Drug Administration Order (IDAO)

If the application includes the use of prescription medicines (human or animal) and/or medicines to be used for the direct management of the animals, such as anaesthetics and analgesics, please complete and forward an Institutional Drug Administration Order (IDAO). More information, as well as Instructions and a template of an IDAO form, can be found in Medicines/IDAOs/IOP (Research variables and medicines used in the management of animals). If you require further assistance after consulting these documents, contact the animal welfare officer.

The IDAO does not need to accompany the application and may be sent later. However, no medicines may be used under the approval until the IDAO has been received and signed off by the AWO.

Note: Drugs used as experimental variables (e.g. insulin in diabetes research) are not used to manage the animal and do not require an IDAO.

Animal welfare monitoring records

Any manipulations in Section D.4 of the application must be recorded using an animal welfare monitoring record.

Examples of animal welfare monitoring records can be found below. These may be adapted to the specific animal/experimental requirements of your particular research project.

The animal welfare monitoring record must be attached to your application.

In many approvals, large numbers of animals are manipulated over a short period of time.

If no abnormalities are found during the monitoring, a “No abnormalities” monitoring record may be used. This confirms that the animals have been monitored and are in good health. An individual monitoring record is not required for each animal.

A template of a “No abnormalities” monitoring record can be found below.

If an abnormality is found or an animal shows signs of sickness or distress, an animal welfare monitoring sheet must be completed for this animal.

• Welfare monitoring sheet (No abnormalities) – example
• Welfare monitoring sheet - example 1
• Welfare monitoring sheet - example 4 (fish)

After completing the application, please check that all information is complete, clear, and grammatically correct. Applicants are strongly advised to ask a colleague to review the application.

After you have checked the application, you will need to submit it online to the designated person in your department for sign-off. When sign-off is completed, the application will be automatically sent to the animal ethics secretariat.

Pre-screen

Your application will be pre-screened once received. We will likely be able to provide you with valuable feedback to improve your application before official submission to the committee.

If no changes are required, your application will automatically go through to the committee. If changes are recommended, you will be asked to make these changes and resubmit your application through the online system.

Medicines use

If there are medicines required with this application, see the Medicines/IDAOs/IOP page. Download the ‘Institutional Drug Administration Order (IDAO)’ form, and upload a Word document draft to your research or teaching application e-form. Signatures of all personnel can be obtained after consultation with the AWO, and a final version has been completed. The AWO is then able to sign the document.

Note: For (partially) commercially funded research projects or research projects performed by investigators from outside the University of Auckland, an application fee applies (currently $2,800 for research applications and $1,500 for teaching applications). In addition, there will be costs for any site visit that is necessary to approve the application and/or monitor compliance with legislative responsibilities during the period of approval. Amendments to the original application may also incur charges. Contact the animal ethics secretariat for details of these charges.

Submission closing dates

There are no longer submission deadlines; applications are now accepted on a rolling basis.

When the application has been successfully submitted, you will receive an automated email from the Ethics RM system confirming the submission of the application. It is best to assume the application has not been submitted until you receive this email.

AEC meeting dates 2026

1. Friday 27 February 2026
2. Friday 27 March 2026
3. Friday 24 April 2026
4. Friday 29 May 2026
5. Friday 26 June 2026
6. Friday 31 July 2026
7. Friday 28 August 2026
8. Friday 25 September 2026
9. Friday 30 October 2026
10. Friday 20 November 2026
11. Friday 4 December 2026

Meeting dates are adjusted for these public holidays:
Monday 26 January 2026 - Auckland Anniversary
Friday 6 February 2026 - Waitangi Day
Friday 3 April 2026 - Good Friday
Monday 6 April 2026 - Easter Monday
Monday 27 April 2026 - Anzac Day (observed)
Monday 1 June 2026 - King’s Birthday
Friday 10 July 2026 - Matariki
Monday 26 October 2026 - Labour Day

Animal Ethics Committee
Email: animalethics@auckland.ac.nz

Animal welfare officer (AWO)
Email: awo@auckland.ac.nz