Semiannual Program Review and Facility Inspections
Number: IACUC-POL-006
Responsible Office: Office of Research and Creative Scholarship (ORCS)
Applies to: Applies to all animal research facilities, satellite housing, and animal-related activities conducted under the oversight of the IACUC
1. Purpose
The purpose of conducting semiannual reviews of the animal care and use program, along with inspections of animal facilities, is to ensure full compliance with applicable laws, policies, and ethical standards governing the humane care and use of animals in research. These reviews help safeguard animal welfare, maintain high standards of research integrity, and support institutional accountability in accordance with federal regulations and accrediting bodies.
2. Policy
It is the policy of the 91次元 that the Institutional Animal Care and Use Committee (IACUC) shall conduct semiannual reviews of the institution’s animal care and use program and inspections of all animal facilities, including satellite and animal use areas, in compliance with applicable federal regulations and institutional commitments to humane animal care
This policy aligns with the requirements of the Public Health Service (PHS) Policy on Humane Care and Use of Laboratory Animals [IV.B.1–8], and the United States Department of Agriculture (USDA) Animal Welfare Regulations [Title 9, Chapter 1, Subchapter A – Animal Welfare; 9 CFR §2.31(c)(1–3)]. Both regulatory frameworks mandate that institutions receiving federal funding for animal research or housing regulated species conduct program evaluations and facility inspections at least once every six months.
3. Procedure
Semiannual Animal Facility Inspections
The IACUC will conduct inspections of animal housing facilities, satellite facilities and study areas every six months using the 91次元 IACUC Facility Inspection checklist. The inspections include:
- All animal housing locations where vertebrate animals are held for greater than 12 hours.
- Support areas such as feed & bedding storage, cage wash, & loading facilities are also included.
- All surgical locations.
- Other animal support areas may be added based upon need and circumstances
The facility inspections are physical inspections of all buildings, rooms, area, enclosures, and university vehicles (including satellite/remote facilities) that are used for animal housing, transport, or experimental and instructional activities. Through the IACUC, the University is responsible for all animal-related activities regardless of where animals are maintained for the duration of the housing. The IACUC must have reasonable access to these areas for the purpose of verifying that activities involving animals are being conducted in accordance with the proposal approved by the IACUC.
The IACUC inspects, at least once every six months, all the University’s active animal facilities, including satellite and remote facilities, using the Guide as a basis for evaluation. Only active sites will be inspected as some facilities are used infrequently and thus do not require inspections during the regular six-month inspection schedule The IACUC procedures for conducting semiannual facility inspections are as follows:
- Every six months, in the spring and fall, the IACUC Manager organizes the inspection schedule of all active animal facilities. These inspections are conducted using the Guide and, the PHS Policy on Humane Care and Use of Laboratory Animals, and, as applicable, 9 CFR Chapter I, subchapter A, as a basis for evaluation. Deficiencies are categorized as minor or significant.
- Must consist of at least 2 IACUC members (Animal Welfare Regulations)
- All IACUC members are invited, and encouraged, to attend the facility inspections. No IACUC member may be excluded.
- A responsible party (e.g., Principal Investigator, facility manager) is notified in writing of any minor or significant deficiency identified in their laboratory, facility, or designated space. Responsible parties are required to promptly provide a response to the deficiency notification with a description of how the deficiency has been corrected or to submit a written plan with a timeline outlining how the deficiency will be corrected.
- Findings from the Facility Inspections, including a Deficiency Correction Schedule, are compiled by the IACUC Manager and prepared for IACUC review and discussion at a regular convened IACUC meeting following the inspections. The IACUC Manager requests additional comments and minority views from all members present.
Semiannual Program Review
The animal care and use program review includes an evaluation of institutional responsibilities (lines of authority and reporting channels), IACUC membership and functions, IACUC record keeping and reporting procedures. It also includes a review of the adequacy and appropriateness of the veterinary medical care program, the training program for personnel, and the occupational health and safety program.
The IACUC will review at least once every six months the University’s program for humane care and use of animals, using the Guide as a basis for evaluation. The IACUC procedures for conducting semiannual program reviews are as follows:
- Must consist of at least 2 IACUC members (Animal Welfare Regulations)
- No IACUC member may be excluded should he/she wish to participate
Semiannual Program Review Checklist. The checklist is designed to evaluate occupational health and safety; training for IACUC members, research staff, and husbandry staff; the institutional disaster plan; compliance with approved protocols; procedures for reporting allegations of inappropriate animal care or use; and adequacy of veterinary care and management. Each area is evaluated, and any deficiencies are categorized as minor or significant.
Both the semiannual facility inspection and program review checklists are based off of and include designations for:
A = acceptable
M = minor deficiency
S = significant deficiency (is or may be a threat to animal health or safety)
C = change in program (PHS Policy IV.A.1.a.-i.) (include in semiannual report to IO and in annual report to OLAW)
NA = not applicable
4. Deficiency Correction Schedule
All deficiencies identified during the Facility Inspection and/or Program Review are designated by the IACUC as minor or significant. A significant deficiency is defined as a situation that is or may be a threat to animal health or safety. In addition, the inspection team may note items that are not findings (i.e., not regulatory requirements) but that are not consistent with internal standard operating procedures. Noted items are brought to the attention of the responsible party.
The date for correction should be as soon as possible, considering a variety of topics such as: potential impact on animal welfare given the current finding, impact on research, degree of construction/renovation, etc.
The IACUC will review the proposed plan and may require revisions prior to acceptance.
5. Documentation
A written report of the semiannual program review and facility inspection is prepared by the IACUC Manager. The report is discussed at a convened IACUC meeting and signed by a majority of the IACUC. The report will indicate whether any minority views were filed, and minority views will be included in the final report. A copy of the report is sent to the IO, and is then kept on file for a minimum of three years in the IACUC office.
External reporting
- Annual reports to OLAW are filed by January 31 of the year following the reporting year and include the dates of program reviews.
- Significant deficiencies (defined as those that may be a threat to animal health or safety) discovered during program reviews must be reported to the appropriate agencies (OLAW, USDA, AAALAC) and funding units after the program review.
Compliance monitoring
- The IACUC Coordinator will forward an updated deficiency correction log on a monthly basis to the IACUC until all deficiencies have been corrected.
- Inability to meet significant deficiency correction deadlines within 15 days of the lapsed deadline must be communicated by the IACUC Chair on behalf of the IACUC through the IO to appropriate regulatory and funding agencies.
6. Review, Approval and Version History
|
Version |
Date |
Description of Changes |
Approved By |
|---|---|---|---|
|
1.0 |
October 4, 2005 |
Initial policy creation |
IACUC |
|
2.0 |
September 12, 2017 |
Review |
Heivilin |
|
3.0 |
June 20, 2025 |
Review and rewrite |
Hicks |