Geoff Dandie & Erich von Dietze
It is not uncommon for an institution or its AEC to receive enquiries from politically motivated groups requesting detailed information about institutional practices associated with the use of animals, animal ethics committee operations or membership, etc. Sometimes such requests are made directly, at other times they may arrive as Freedom of Information requests and occasionally they can be associated with complaints. While many such enquiries can appear to be mostly ‘fishing exercises’, the temptation to ignore them is ever-present and can easily be interpreted by others as the institution having something to hide. It is good practice to respond to every enquiry, even if this is to inform the enquirer that information cannot be given out and reasons why.
It is vital that any request for information which arrives as a Freedom of Information request is considered formally through the institution’s processes. Each institution will ideally have a relevant staff member who reviews requests under the relevant Freedom of Information legislation and who assesses what is provided to an applicant and how. In such instances it is imperative to work closely with that person and be guided by their advice before communicating in any way with an applicant.
In our experience, almost every broader question raised with an AEC or its officers about institutional practice and / or the activities of your AEC, can be effectively answered by a carefully crafted reference to the Code[1]. For example, a question about the procedures and / or processes associated with AEC operations can be answered in terms of all processes being handled in line with the principles outlined in the Code. Equally, questions about membership of the AEC can also be addressed by stating the committee membership has been constituted in accordance with the requirements of the Code and that details of members are confidential as specified in the Code. Where an institution has staff dedicated to working as media liaison or publicity advisors, these can be helpful to assist with writing responses to enquiries.
It is useful to have a communications policy or guiding procedure for the AEC which captures the kinds of approaches that may be made and how these will be handled, and which aligns with the institution’s wider communications strategies – such a document or at least its outline can be made publicly available so that communication practice is transparent.
Occasionally AECs receive media related enquiries. For some ethically controversial investigations, it can be good practice to craft a few ‘ready-made’ responses to potential media questions and to identify who the appropriate spokesperson would be in the event questions are asked. This serves as another useful way to ensure transparency of approved investigations and that there are clear and direct responses to potentially challenging questions.
If a query arrives as part of a complaint, it should be addressed through the appropriate institution or AEC complaints management process in the first instance. Such instances can eventuate in complex and sticky outcomes if not handled with appropriate care and due consideration.
If you or your AEC would like assistance crafting responses to questions, we can help craft answers to a range of such questions that will both demonstrate the openness and honesty of your institution, without compromising the personal confidentiality of anyone affiliated with your AEC or institution. More broadly, we are available to assist with the development of policy and process in this arena of AEC communications.
[1] The Australian Code for the Care and Use of Animals for Scientific Purposes 8th Edition (2013)
This post may be cited as:
Dandie, G. & von Dietze, E. (15 July 2023) Animal Ethics: Handling (difficult) enquiries Research Ethics Monthly: https://ahrecs.com/animal-ethics-handling-difficult-enquiries/