1. AUTEC MEETINGS
1.1. Meetings are normally held every three weeks on a Monday.
1.2. The closing date for applications is normally between six to eleven working days prior to the meeting day.
1.3. Agenda closing dates and meeting dates can be viewed here on the website.
In order to ensure that members are able to give adequate consideration to the matters involved, Agenda closing dates will be adhered to strictly.
1.4. Applicants are advised that the application process should be commenced at least two months prior to the commencement of the gathering of data. AUTEC frequently requests clarification and/or amendments and the resubmission may need to go back to the full Committee for consideration.
2. WHO SHOULD APPLY TO AUTEC?
2.1. All AUT staff and students proposing to undertake research with human subjects (apart from those listed in the exceptions in Section 6 of the AUTEC Guidelines) are expected gain ethical approval in the prescribed manner before the collection of data commences (Refer to the Guidelines, Section 11 for full information).
2.2. The categories of research include:
3. HEALTH RESEARCH
3.1. Health research may require review by a Health and Disability Ethics Committee (HDEC). Applicants should check the HDEC flowchart to determine whether or not this is the case.
3.2. If HDEC review is required, then applicants need to apply using the online application process for HDEC's and need to also observe the following:
3.2.1. Where an application to a Health and Disability Ethics Committee is required, AUTEC will not review the application for institutional requirements until HDEC Review has occurred.
3.2.2. When final approval has been granted by the Health and Disability Ethics Committee, the applicant must notify AUTEC by completing an EA5 form, (Application to AUTEC for institutional approval of research approved by an external Ethics Committee and Locality Authorisation for applications to Health & Disability Ethics Committees) and sending it, along with a full copy of the original application, final accompanying documentation and a copy of the final approval letter from the Health and Disability Ethics Committee.
3.2.3. The application will be reviewed for institutional ethical requirements by the Chair and Executive Secretary under delegated authority.
4. APPLICATIONS
4.1. Downloading the Forms
The AUTEC application form (Form EA1) and Information Sheet and Consent Form exemplars can be downloaded from this website. Download the forms from the website and save them onto the hard disk of your computer. However, it is necessary to download the forms each time you make an application as changes are made to both the forms and the guidelines from time to time. The web version will always be the most current.
Sometimes there are difficulties experienced in downloading the forms. These may be caused through browser and/or computer settings or variances. Help is available through the following channels:
4.2. Filling in the Forms
4.2.1. Please note that AUTEC will not consider incomplete or incorrectly formatted applications.
4.2.2. When completing the form, simply place your cursor at the beginning of the blank line after the question or instruction section and type. To assist the Committee in considering your application and making reference to it, please do not alter the formatting of the form or delete any of the sections. If you consider that a section is not applicable to your research, simply state so as your response to that section. If AUTEC does not agree with you, you will be asked to provide further explanation.
4.2.3. Continue to type in the blank lines until you have completed the form. You can of course stop and save at any time and return to filling in the form later.
4.2.4. Text can be cut from other documents and pasted into the appropriate space in the form.
4.2.5. Applications must be written in plain language and be free of jargon. All categories of information requested should be provided, or their inapplicability explained. As AUTEC does not normally have the applicants attend their meetings, your application will be considered on the basis of the information supplied. Insufficient or inaccurate information may significantly delay the approval process. You are advised to take particular care with grammar and spelling, which needs to be of a high standard, particularly in material that will be distributed to potential participants.
4.3. Submitting Applications
4.3.1. Applications for students must be made in the name of the primary supervisor. Communication of AUTEC decisions will be made through the supervisor and a copy of the letter will be sent to the student where an e-mail address has been supplied.
4.3.2. Submitting Ethics Applications and Amendments
Applications and amendments may be submitted in one of two ways as follows:
4.3.2.1. By email: A single .pdf file containing the form and all related documents is to be emailed to ethics@aut.ac.nz. The scanned single .pdf file must have the EA form at the beginning and the other documents in the order stated in the form. The application or amendment must have all the required signatures.
4.4. Concurrent Applications
Where the application is being made to an ethics committee other than a Health and Disability Ethics Committee, for example where a staff member is a student at another institution, a concurrent application is to be made to AUTEC. Applicants are required to complete the EA5 application form and to attach a copy of the full application and accompanying documentation. This is to be submitted in the same manner as given above.
4.5. Access
The gaining of ethical approval from AUTEC does not imply access to facilities or to participants for research. Independent permission must be obtained from the relevant management authority.
Researchers external to the University wishing to access AUT staff or students as participants should consult the Policy for External Researchers (Appendix R).
4.6. Approval
Applicants will be advised by letter of the outcome of AUTEC's deliberations. The AUTEC decision will normally be one of the following:
These terms are defined in the Glossary (Appendix A). Applicants are warned that they must not commence recruiting participants or gathering data until they have met any conditions that have been set and they have received the final letter of approval from the Executive Secretary.
View the contact details for faculty representatives, research ethics advisor and AUTEC.