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Fall 2015

PROGRAM NEWS

Successful USDA inspection

USDA logoRepresentatives from the United States Department of Agriculture (USDA) Animal and Plant Health Inspection Service arrived on campus August 3, 2015, to conduct their annual, unannounced inspection. Inspectors spent three days visiting housing facilities and animal use locations and reviewing selected protocols and IACUC documents. We are pleased to report that no compliance issues were identified. Thank you to those who were able to meet with the inspectors on short notice.

Coming soon: Updates to
e-Protocol

Changes will be introduced soon for two sections of the IACUC e-Protocol form - "Activity Timeline" and "Agent Administration." The Activity Timeline section will be renamed "Timeline" and the instructions will be revised to clarify what information is required in this section. An example providing guidance for formatting the timeline will be included. Remember that the sequence of activities listed in the timeline should reflect those listed in the "Protocol Activities" section. This will lessen the number of questions from reviewers. Instructions for "Agent Administration" will include a text box to allow for more detailed information about the agents listed.

IBC now requires a renewal protocol every five years

Beginning August 2015, the Institutional Biosafety Committee (IBC) changed to a five-year review cycle for IBC protocols. Previously approved protocols will be transitioned to the new review cycle over the next few years. Investigators will receive notices several months in advance of the requirement to complete a new protocol. IBC approval may be needed before final approval is given to an IACUC protocol to help ensure appropriate handling of agents used in animals by lab personnel. Guidance on completing IBC protocols is available on the ORRP webpage.

Additional IBC news: Working with fecal samples

Due to biohazard risks, an IBC protocol is required if working with pig, dog or bovine fecal samples in a laboratory. Forty-two zoonotic fact sheets containing information about specific agents for working with several agricultural species are available on the Environmental Health and Safety (EH&S) Animal Research Safety webpage.

IACUC protocol to grant congruence check for PHS grants

When accepting funds from Public Health Service (PHS) agencies, the university is required to provide verification that the care and use of animals, as described in the grant proposal, has been approved by the IACUC. Information regarding the species being used, the scope of work, the procedures and agents being administered to animals and method of euthanasia, if applicable, must be identical to the information provided in the proposal. To assist investigators, a process has been established to ensure that the IACUC has approved the use of animals as described in the grant proposal. Investigators should notify their sponsored program officer as soon as a favorable funding score has been received. Sponsored program staff will work with the ORRP IACUC staff to ensure this congruence. Additional information is available on the ORRP webpage.

NIH/NSF sign agreement covering activities with vertebrate animals

The National Institutes of Health (NIH) Office of Laboratory Animal Welfare (OLAW) and the National Science Foundation (NSF) have signed a memorandum of understanding (MOU) that requires NSF-supported activities involving live vertebrate animals to be covered in the university's Assurance with OLAW, beginning October 1, 2015. The MOU requires compliance concerns to be reported to OLAW.

Occupational Health and Safety Program

Staff from the Office of Environmental Health and Safety (EH&S) have initiated several activities to lessen occupational concerns for individuals working in a dedicated animal housing facility. Safety site visits were conducted and a Job Hazard Analysis (JHA) performed to determine where hazards exist and to identify steps necessary to protect individuals from workplace hazards. The JHA risk assessment looked at each job in an animal facility and reviewed and categorized the type of duties required. Hazard assessments were developed for five job categories to provide information on training and personal protective equipment (PPE) required to safely handle these duties. The JHA can be found on the EH&S Animal Research Safety webpage. 

In addition, Animal Health Safety Protocols (AHSP) continue to be revised to provide clear and consistent information regarding the handling of hazardous agents used in animal research. All protocols and amendments submitted are reviewed to determine if an AHSP is needed.

Congratulations to Jen SpohnCPIA

Congratulations to Jen Spohn upon attaining Certified Professional IACUC Administrator (CPIA) status. Certification recognizes Jen's knowledge of IACUC functions and animal care and use programs, as well as the U.S. rules and regulations involved in working with animals. She works with both the IBC and IACUC to assist investigators in the review of their protocols.

IACUC POLICIES

Policy Updates

All policies developed by the Ohio State Institutional Animal Care and Use Committee are available on the IACUC Policies webpage of the ORRP website. Polices are reviewed on a regular basis to ensure regulatory compliance.

The Mouse Breeding and Cage Density Policy was updated to remove the requirement that a weaning extension needs to be justified in the IACUC protocol. If pup development is delayed, a weaning extension can be noted on the breeding card at the cage level. Research staff will not be contacted when weaning is due as dates will be clearly indicated on the breeding card.
 
The IACUC has also updated policies including the holding protocol, prolonged physical restraint, training programs, documenting of animal care, housing aquatic species and inhalation anesthesia machine maintenance. Updated SOPs include the IACUC’s protocol review process and handling of external collaborations.

REMINDERS

Personnel safety requirement reminder

Safety ReminderInvestigators are reminded that, in order to receive an IACUC approval letter for a protocol or amendment, all safety plans must be up to date. These include the chemical hygiene plan (CHP), institutional biosafety protocol and/or the radioactive materials permit. ORRP, which provides administrative support to the IACUC, coordinates with EH&S to ensure that all required documents are completed; however, it is the investigator's responsibility to contact EH&S. To reduce the chance that IACUC protocol approval will be delayed, it is strongly encouraged that you contact your EH&S representative before submitting a new IACUC protocol or amendment to begin the review process. For more information, visit the Animal Research Safety webpage. 

Why manual reporting of animal numbers is important

Manually Reporting of Animal NumbersThe IACUC is required to document and monitor the number of animals acquired and used. Also, the IACUC must periodically submit reports to regulatory and accrediting agencies regarding the procurement of animals. The e-Protocol system automatically counts animals housed in ULAR facilities at the time of order or weaning. However, manual reporting of animal numbers is required if animals are not housed in a ULAR facility, not ordered or weaned by ULAR or are involved in field studies.
 
The PI or designated study team member is responsible for providing the number of animals used on a protocol. This information can be entered into e-IACUC by clicking on “Report Animal Numbers” under “My Activities” in the protocol workspace.
 
For additional information regarding manual reporting of animal numbers, refer to the policy Documenting Number of Animals Used for Research/Teaching and the instructions for reporting animal numbers, which can be found on the Investigator Guidance webpage.

E-PROTOCOL TIPS

Adding personnel to an IACUC protocol

If a study team member's name is not visible in the drop down list for adding personnel, it means that the person is not yet registered in the e-Protocol system. The individual will need to log into e-Protocol and answer a few questions to complete the registration process.

STAFF PROFILES

Animal Care and Use Program welcomes Anna Pavan

AnnaAnna Pavan joined ULAR in May as a staff training and development coordinator. Prior to joining ULAR, Anna was a protocol analyst for the ORRP Institutional Review Board. Anna’s professional experience also includes working as a lab animal health technician in ULAR and as a registered veterinary technician at the Gahanna Animal Hospital. She earned her BS from The Ohio State University and her associate of applied science degree in veterinary technology from Columbus State Community College. Anna is certified as a Laboratory Animal Technician (ALAT) by the American Association for Laboratory Animal Science.
 
IN THIS ISSUE
  • Successful USDA inspection
  • Coming soon: Updates to e-Protocol
  • IBC now requires a renewal protocol every five years
  • Additional IBC news: Working with fecal samples
  • IACUC protocol to grant congruence check for PHS grants
  • NIH/NSF sign agreement covering activities with vertebrate animals
  • Occupational Health and Safety Program
  • Congratulations
  • Policy updates
  • Reminders
  • e-Protocol tips
  • Staff profiles
EVENTS
Meeting planner

Upcoming IACUC meeting dates

September 18, 2015
October 16, 2015
November 20, 2015
December 18, 2015


Meetings begin at 12:30 p.m.

Additional information about submission deadlines can be found on the IACUC meetings webpage.

ULAR training sessions

Facility Introduction and Mouse Overview
 
September 10 (10 a.m.)
September 22 (1 p.m.)

October 8 (10 a.m.)
October 27 (1 p.m.)

November 12 (10 a.m.)
November 24 (1 p.m.)

December 10 (10 a.m.)

December 22 (1 p.m.)
 
Rodent Survival Surgery
 
September 15 (10 a.m.)
October 20 (10 a.m.)
November 17 (10 a.m.)
December 15 (10 a.m.)


ULAR training sessions are limited to 15 registrants.
 
To register: Call 292-5094, email ulartraining or visit the research calendar.
 
Individual sessions may be arranged for protocol-specific techniques by completing the Training Request Form on the ULAR training webpage and emailing it to the ULAR training coordinator at ulartraining@osu.edu.
RESOURCES

Office of
Research Units

© 2015 The Ohio State University – Office of Research
Office of Responsible Research Practices – Institutional Animal Care and Use Committee
Research Administration Building, 1960 Kenny Road, Columbus, OH 43210
Phone: 614-688-8457 | Fax: 614-688-0366 | Email the IACUC

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