|Approved by||Vice-Chancellor, June 2017|
|Date Policy Took Effect||26 June 2017|
|Last Approved Revision||26 June 2017|
|Sponsor||Deputy Vice-Chancellor, Research and Enterprise|
|Responsible Officer||Chief Operating Officer|
|Review Date||1 April 2020|
The University of Otago is committed to providing a safe work place for staff, students and visitors. The purpose of this policy is to ensure that the University complies with the Environmental Protection Agency and the Ministry of Primary Industries specific compliance requirements for the use of new organisms (includes genetically modified organisms), unwanted organisms and restricted biological products in research and teaching. Breach or non-compliance of these requirements may result in loss of the ability for the University to continue working with these organisms or restricted biological products in teaching and research.
This policy applies to all University of Otago Approved Users who are authorised to use new organisms (includes genetically modified organisms), unwanted organisms or uncleared biological products for teaching or research.
AEC - Animal Ethics Committee
Approved Users - University of Otago staff who have been approved through the IBSC for the use new organisms (includes microorganisms, plants, vertebrates and invertebrates) or restricted biological products.
AWO - Animal Welfare Office
BCO - Biological Compliance Officer
CTO - Chief Technical Officer (MPI)
EPA - Environmental Protection Agency
IBSC - Institutional Biological Safety Committee
MPI - Ministry of Primary Industries
Minor Non-Compliance - Matters that represent a failure to meet legal compliance but do not immediately cause or lead to a biosecurity risk: e.g. failure to maintain appropriate records or cage cards; failure to record the destruction of items that must be held in a facility; failure to notify the BCO of the importation of a restricted biological product; failure to display the correct signage at the entrance to containment facilities; failure to comply with HSNO Act approvals or CTO directions (only where this does not lead to a biosecurity risk).
Major Non-Compliance - Failure of containment controls that may cause or lead to an increased biosecurity risk: e.g. failure to have appropriate HSNO Act approvals; failure to have appropriate records; failure to comply with HSNO Act approvals; failure to comply with CTO directions; failure to follow MPI requirements for the import or transport of new organisms or uncleared biological materials into or between transitional/containment facilities; failure to report a missing animal; failure to attend training sessions without good reason; failure of an Approved User to train staff or students working under their supervision.
New Organism - Any organism not present in NZ on the 29th July 1998 (includes genetically modified organisms).
Operator The person or organisation, approved by the Director-General, who has overall responsibility for a facility, under section 40 of the Biosecurity Act 1993. Every approved facility must have an approved operator. This person will have overall responsibility for the transitional/ containment facility. A facility operator must have the authority to make changes at a facility when directed to do so by MPI and have delegated financial authority. The University of Otago is the Operator in this instance and the delegated authority is the DVC Research.
Unwanted Organism - Any organism a CTO believes capable of causing unwanted harm to any natural and physical resources or human health (Biosecurity Act 1993).
Uncleared Biological Product - Any product imported into NZ on a permit issued pursuant to the Biosecurity Act 1993 that is directed to a transitional or containment facility.
Outline of Process
In the case of non-compliance of containment controls, the following steps apply to rectify the situation:
(a) Identification of issues either through self-reporting, internal monitoring by Sector Managers, or audits by the Institutional Biological Safety Committee (IBSC) and Ministry of Primary Industries (MPI):
- Corrective action requests for major and minor infringements are documented on the IBSC Transitional/Containment Facility audit form. A copy of the audit form is provided for the Sector Manager and the relevant Head of Department by the Biological Compliance Officer (BCO). The corrective actions will include a reasonable period for completion. Issues identified by MPI will be included in the report to the Operator and again corrective actions will have a reasonable timeframe for completion.
(b) Minor infringements of containment controls will be managed by:
- Concurrent notification of the Approved User, the IBSC Chair, Sector Manager and the Head of Department by the BCO. Notification to the Approved User will include reference to this policy and notification that in the case of repeated minor non-compliances these will be elevated to major infringements of containment controls.
- The Approved User will provide a written explanation of the reasons for the infringement. In addition, as decided by the BCO and the IBSC Chair, the Approved User and members of their research team may be required to undergo additional training, and/or additional audits by the IBSC.
(c) Major infringements of containment controls will be managed by:
- Concurrent notification of the Approved User, the IBSC, the Operator, Sector Manager and the Head of Department by the BCO. Notification to the Approved User will include reference to this policy and notification that in the case of repeated major non-compliances Approved User status may be revoked.
- The Approved User will provide a written explanation of the reasons for the infringement. In addition, as decided by the Operator in consultation with the BCO and appropriate members of the IBSC, the Approved User and members of their research team may be required to undergo additional training, additional audits by the IBSC, or their right to work with uncleared biologicals or new/unwanted organisms may be suspended until the IBSC and Operator are satisfied with the corrective actions taken.
- The Approved User must notify the BCO, IBSC, Animal Practices and Compliance Officer (for vertebrate laboratory animal infringements), the Operator and the Head of Department when the corrective action is complete.
(d) Repeated major infringements or non-compliance will be managed by:
- The Approved User will be notified in writing by the BCO that their permission to use uncleared biologicals or new/unwanted organisms is in jeopardy.
- The Approved User will be advised by the BCO that any further non-compliance events will result in withdrawal of their Approved User status and their access to the containment facilities will be removed. The Operator, Sector Manager, Head of Department (HOD) and the IBSC will be copied into all correspondence with respect to this notification.
- The Operator may withdraw the Approved User status.
- If the Approved User status is withdrawn the BCO, IBSC, Sector Manager, and HOD will be notified.
- Any reinstatement of Approved User status will be considered by the Operator, IBSC, Sector Manager and BCO following discussions with the Approved User and the HOD involved.
(e) Additional Management strategies:
If Approved User status is withdrawn, responsibility for materials and new organisms (includes genetically modified micro-organisms/unwanted organisms and uncleared biological products) that must be held in the facility must be transferred to another Approved User or the materials destroyed.
Related Policies, Procedures and Forms
Contact for Further Information
If you have any queries regarding the content of this policy or need further clarification, contact the Biological Compliance Officer on firstname.lastname@example.org