Conducting IACUC Meetings
Number: IACUC-POL-002
Responsible Office: Office of Research and Creative Scholarship (ORCS)
Applies to: IACUC Office and Committee
1. Purpose
The purpose of this policy is to define how the 91次元 (UM) IACUC conducts convened meetings, ensures compliance with federal regulations, and maintains appropriate documentation of committee actions. This policy aligns with requirements of the Public Health Service (PHS) Policy on Humane Care and Use of Laboratory Animals, the Animal Welfare Act Regulations (AWARs), and the Guide for the Care and Use of Laboratory Animals.
2. Policy
The IACUC will conduct meetings as required to review animal care and use protocols, discuss programmatic issues, address noncompliance, and perform other duties mandated by federal regulation. Meetings must comply with quorum requirements, conflict-of-interest rules, and appropriate voting procedures. Meeting minutes will document actions and deliberations as required by PHS Policy and AWARs.
3. Meeting Frequency
- The IACUC meets regularly, typically monthly, or more frequently as needed to conduct business.
- Additional meetings may be called by the IACUC Chair, Attending Veterinarian, IACUC Manager or at the request of the Institutional Official (IO).
4. Quorum Requirements
- A quorum is defined as a majority of the voting IACUC members, including at least one non-scientist member (per PHS Policy IV.C.3 and AWAR §2.31(d)(2)).
- If quorum is lost at any point, no further votes may be taken until quorum is restored.
- Remote participation is permitted if real-time discussion and voting are possible.
5. Conflict of Interest
Members may not participate in the review or approval of a project(s) in which they have a conflict of interest, except to provide information. Recused members also may not contribute to the quorum for the vote on that specific project. Recusal from voting due to a conflict of interest:
- does not alter the total quorum requirements, and
- does not change the number of votes required to conduct business.
6. Meeting Procedures
Meeting Scheduling and Notification
- Meetings will be scheduled by the IACUC Office.
- Committee members will receive meeting notices and agendas at least 5 business days in advance, except in urgent circumstances.
- Materials requiring review—such as protocols, amendments, or inspection reports—will be provided prior to the meeting to allow adequate review time.
Protocol Review
- Principal Investigators (PIs) or their designated representatives are encouraged to attend meetings at which their protocols are being reviewed in order to answer any questions and resolve concerns of IACUC members regarding the protocols.
- Full Committee Review (FCR) protocols will be reviewed and voted on during convened meetings. All new, and de novo submissions will be reviewed by the full committee.
- For Observational Study Submissions-IACUC committee is asked to review the protocol and can request changes or call FCR. Once this review process is complete, the IACUC Manager will administratively approve the protocol and notify the PI of the approval.
Voting Procedures
- A majority vote of the quorum present is required to; Approve, Require Modifications to Secure Approval, Withhold Approval or Table.
- Voting is conducted verbally, electronically, or by hand vote during the meeting. Proxy or absentee voting is not permitted.
- The IACUC will notify investigators in writing of its decision to approve, withhold approval, or require modifications to secure approval of a proposed activity. If the IACUC withholds approval, the investigator will receive written notification outlining the specific reasons for the decision. The investigator will be provided an opportunity to respond, either in writing or in person, to address the Committee’s concerns.
7. Meeting Minutes
Minutes must include:
- Members present, absent, and participating remotely
- Confirmation that quorum was met throughout actions
- Description of discussions and key points
- Actions taken, including votes and results
- Documentation of any member recusal
- Substantive issues and concerns, and their resolution
- Any minority opinions
- Compliance actions or recommendations (Required by PHS Policy IV.E.1 and AWAR §2.31(d)(6))
Minutes are maintained by the IACUC Office and made available to OLAW or USDA upon request.
8. Use of Consultants/Subject Matter Experts
- Consultants may be invited when additional expertise is required.
- Consultants may not approve or withhold approval of an activity or vote with the IACUC unless they are also members of the IACUC.
9. Record Retention
All meeting records, including agendas, minutes, attendance, and supporting materials, will be retained for at least 3 years and longer if required by federal regulations or state law.
10. References
- PHS Policy on Humane Care and Use of Laboratory Animals, Sections IV.C–E
- Animal Welfare Act Regulations (AWAR), 9 CFR §§ 2.31, 2.35
- Guide for the Care and Use of Laboratory Animals, National Research Council
11. Review, Approval and Version History
|
Version |
Date |
Description of Changes |
Approved By |
|---|---|---|---|
|
1.0 |
February 14, 2006 |
Initial policy creation |
IACUC |
|
2.0 |
September 13, 2017 |
Review |
Heivilin |
|
3.0 |
November 23, 2025 |
Review and rewrite |
Hicks |