Further Enquiries:

Research Branch
THE UNIVERSITY OF ADELAIDE
SA 5005
AUSTRALIA
Research Branch Email

Telephone: +61 8 8313 5137
Facsimile: +61 8 8313 3700

ORECI Facsimile:
+61 8 8313 7325
ORECI Email

Maintaining your compliance

Investigators should ensure that at all times their work with quarantine status materials complies with the specific conditions listed on their AQIS import permit. In addition, investigators should also ensure that all the mandatory records, labeling of imported material, evidence of disposal, etc as required by AQIS are maintained.

Valid import permits vs Active import permits

A 'valid' import permit is:: an import permit which has not yet expired - ie. a permit which you can still use to import material
An 'active permit' is:: an import permit under which quarantine status material has already been imported; and the material is still in existence
but the permit is no longer valid (ie you cannot use it to import any further material)

If you have any material that you, or someone else, imported under an AQIS import permit — irrespective how long ago it was imported, how old the permit is, whether you know the permit details, or when the permit expired — you have an 'active permit'.

AQIS requires that you maintain the required records for all active permits as well as all valid permits.

Labels on quarantine material

All quarantine material must be labeled with the following mandatory information or a unique identifying number (recorded in a log book, spreadsheet or database) that can be traced back to this information:

AQIS import permit number
Import Permit Expiry date
AQIS Quarantine Entry (or Order) number (QE) - Paperwork provided by AQIS for each Consignment that enters Australia. This is the AQIS record for each batch of material and is unique to that batch.

Logbooks/information records

For all quarantine material, details must be kept in a log book/lab book/database or spreadsheet of the following information:

AQIS import permit number
Import Permit Expiry date
AQIS Quarantine Entry (or Order) number (QE) - Paperwork drawn up for each consignment that enters Australia. Unique AQIS record for each batch of material.
Date goods were imported
Type of sample - eg. soil; DNA; bacterial culture
Amount of sample - eg. 40 kg; 3 x 1.5ml tubes
Importer - name on permit and names of all people who handle the material
Date(s) work is undertaken on material
Sub-samples taken - eg. amount of material taken from the original batch and amount of original material remaining
Derivatives used/created - eg. details of amplification, cloning, extraction, planting
Information on movement or transfer - date and details of movement to quarantine approved premises on campus
Details of movement authority (new QE) for movement from Campus
Destruction date - must include destruction date(s) (including by destructive analysis) for the batch. Final destruction date for entire batch must be recorded - when all material is destroyed we are supposed to notify AQIS.

Information for AQIS inspections/audits

During an AQIS inspection or audit you must know or be able to produce the following for the AQIS Officer:

A copy of all valid and active import permits
Evidence you understood all conditions on the permit – you may be asked about specific conditions listed
Evidence of required record keeping
Evidence that you comply with all directions regarding where and how material can be handled
Understand, comply with, and produce evidence of, disposal of quarantine material

In vivo approvals

Personnel working with imported DNA and those working 'in vivo' should review carefully:

what constitutes, from an AQIS perspective, 'in vitro' versus 'in vivo' work
at what point their imported material is authorised and 'released' from quarantine by AQIS
at what point any material and/or derivatives that have been released from quarantine may once again be subject to quarantine conditions
the need to have separate in vitro and in vivo permits when required
the specific disposal requirements for the imported material

AQIS Forms:
Application for in vivo use of restricted imported biological material in non-laboratory animals

Transfer of material between QAPs

In summary, any material to be transferred/transported:

requires AQIS written approval
must go to a facility at the correct quarantine containment level
must be contained, labelled and transported in accordance with QAP and permit conditions
can only be performed by accredited persons
couriers must read the AQIS 'Driver Checklist'

Transfer of quarantine status material between QAPs requires AQIS' prior written approval - either by way of inclusion of QAP registration details on an import permit or by applying for an AQIS transfer approval.

It is of utmost importance that when you list QAP registrations on an application for an import permit that you make sure you list ALL of the registrations that apply - ie. all of the QAPs where you propose to use your material. If you take material between facilities, check whether they are on the same or a different registration. Listing all of the relevant QAP registration numbers will allow you to move your material between facilities on different registrations without the need for an AQIS transfer approval (ie. without additional cost).

At the Waite, remember especially that if your materials are received by the SARDI Quarantine Unit that you must also list the SARDI QAP Registration S0195 on your permit application.

University personnel should note that an 'Application for transfer of quarantine material' is not required in the following circumstances:

between QAPs collocated under one QAP registration
for example : —
between QAPs in the Plant Research Centre and the Plant Genomics Centre at the Waite (both are QAP #S1185)
between QAPs in the Molecular Life Sciences Building and Chemical Engineering (North) Building (both are QAP #S0249)

between QAPs for which the registration number is listed specifically on an import permit
for example: —
if QAP #S0195, QAP #S1185, QAP #S1264 and QAP #S1183 are each listed on your permit you can move your material between the SARDI, University and AGRF facilities across the Waite campus

AQIS Forms:
Application for transfer of quarantine material
Application to transfer imported animals between quarantine premises form