External Investigators

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Research Compliance and Tech Transfer

External Investigators

Number: IACUC-POL-011

Responsible Office: Office of Research and Creative Scholarship (ORCS)

Applies to: Principal Investigators Conducting Animal Research or All animal research and teaching protocols involving live vertebrate animals

1. Purpose

To define the process, requirements, and fees for external investigators who request the 91��Ԫ (UM) IACUC to review, advise on, or approve animal use protocols when the investigator is not a UM employee or student.

2. Policy

The UM IACUC may provide review and consultation services to external investigators on a fee-for-service basis when UM has the appropriate expertise and capacity. External requests are accepted or declined based on subject-matter expertise, workload, conflict-of-interest considerations, and regulatory/ethical requirements.

For any activity occurring at a UM animal facility, external investigators must sign a Laboratory Animal Resources (LAR) User Agreement and, depending on the project, may be required to complete an Acknowledgement and Assumption of Responsibility.

The IACUC reserves the right to accept or decline a request for review on a case-by-case basis.  In most cases, the Committee authorizes the IACUC Chair to make this decision but accepting or declining review will in some cases be determined by the Committee.  The UM IACUC will review proposals at the designated member review or full committee review as is appropriate to the complexity and risk level of the proposal.

Fees

All external reviews are subject to established fees.
Fees cover committee time, administrative processing, recordkeeping, and regulatory oversight.
Fees are non-negotiable and non-refundable, including in cases of protocol disapproval, early project termination, or sponsor withdrawal.
Fees are due at the time of submission.
Current fees and rates are published on the UM website and are subject to change.

3. Procedure

Step-by-Step Outline for External Investigators

Step-by-Step Outline for External Investigators
Step 1 — Pre-Submission
Email the IACUC office (IACUC@mso.umt.edu) with a brief project summary and a formal request for external review. Please include: Project title Principal Investigator name and institutional affiliation Funding source (if applicable) Whether animals will be housed at UM or at an external site Whether samples or tissues will be transferred to or from UM Species involved A brief description of the study For applicable studies and to ensure that UM can appropriately support the proposed work, the IACUC Office will schedule a meeting with the Attending Veterinarian, Laboratory Animal Resources Manager, IACUC Manager and if required the IACUC Chair to discuss facility needs, animal care considerations, and feasibility.
Step 2 — Complete Faculty or Campus Affiliate Request
All personnel will need to complete the Affiliate Request Form in order to obtain a 790 number. Required information includes a description of expected contributions to UM, a summary of qualifications, and a current CV or résumé. Faculty Affiliate: A faculty affiliate is an individual associated with an academic department or unit at the University for purposes of research or academic oversight. These courtesy appointments are intended for individuals who contribute to UM’s instructional, research, creative, or service missions. Examples of faculty affiliate roles include serving on a graduate committee, acting as a preceptor for nursing students, or contributing to research activities.
Step 3 — Obtaining access to Cayuse
The PI and all project personnel must be listed in Cayuse. Once affiliate status is approved, each individual will need to submit a Non-UM Personnel Cayuse Access Request using the link below. Access requests are processed during the business week, and a notification will be sent once access has been granted. Cayuse Guest Access Request
Step 4—Contractual Agreement
Prior to utilizing any vivarium space, a Laboratory Animal Resources User Agreement must be in place, and depending on the study, completion of an Acknowledgement and Assumption of Responsibility may also be required.
Step 5—Required Training and OHS Risk Assessment.
Required CITI Training Enrollment in Occupational Health and Safety Program LAR Walk-through Training Specialized Training
Step 6 — IACUC Protocol
Protocols must be submitted electronically in Cayuse. Additional assistance is available by scheduling a consultation with the IACUC Office prior to submission.
Step 7 — Committee Review & Decision
The IACUC will conduct review per established procedures. The committee may request clarifications, modifications, additional training, or site inspection. The Chair or Committee will issue one of: Approval, Approval with Modifications (requires PI response), Deferral (additional information required), or Disapproval. UM will communicate the decision and any required corrective actions to the external PI in writing. IACUC Meeting Dates and Deadlines
Step 8—Griz Card Access
Once all training, OHS requirements and protocols are approved. Facility access will be granted by the IACUC office.
Step 9—Payment of Fees
After acceptance, the IACUC Office will send an invoice or payment instructions. Fees must be paid or payment arrangements made prior to scheduling review
Step 10—Post-Approval Responsibilities
The external PI must notify UM of any changes to the protocol, personnel, funding, or overall study status. Amendments require IACUC review and applicable fees. UM requires timely reporting of any adverse events, noncompliance, or unexpected animal welfare concerns associated with the reviewed work. All reporting must follow UM IACUC policies and established procedures. Continuing review or annual status reports must be submitted as required, and a formal closure notice is expected at the end of the study.

4. Review, Approval and Version History

Review, approval, and version history of policy
Version	Date	Description of Changes	Approved By
1.0	June 2015	Initial policy creation	IACUC
2.0	February 28, 2018	Review	Heivilin
3.0	November 22, 2025	Review and rewrite	Hicks