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Spring 2014

PROGRAM NEWS

Semiannual inspections and accuracy in reporting use locations

The semiannual inspections for the reporting period January 1 through June 30, 2014, have been completed. Between February 4 and April 27, teams of Institutional Animal Care and Use Committee (IACUC) members visited 62 different buildings and facilities to inspect nearly 600 locations, including housing and procedure rooms in all vivaria, satellite housing and animal use locations in investigator labs, animal transport vehicles and trailers, aquatics labs, imaging areas and barns. Given that the IACUC must inspect this many locations every six months, it may not be surprising that the animal use location report should be an accurate list of applicable areas, and unused and extraneous locations in approved animal protocols should be kept to a minimum.
 
In an effort to ensure greater accuracy in the animal use location report, which provides for better oversight in the long run, the IACUC has provided guidance on the expectations for locations listed in approved animal use protocols. First, when investigators receive notification about upcoming inspections and reply that their lab has moved or that all work is being conducted in University Laboratory Animal Resources (ULAR) facilities, they are asked to amend their protocol to update inaccurate locations or remove unused rooms or labs. An unused room can be removed from the inspection lineup if an amendment is submitted before the date of the inspection. Investigators are encouraged to make any corrections before the scheduled inspection. Updating a location for an activity that has already been approved is generally a “minor” amendment. 
 
Second, the IACUC has provided guidance for when investigators indicate that a location has not been used for an extended period of time. The expectation is that the location will be kept in a condition acceptable for the indicated activity, so that whether work has been performed recently or not, the IACUC can still inspect the location for its intended use and work could commence at any time. If the IACUC cannot inspect the location for the intended use, then the IACUC cannot appraise the appropriateness for animal use and assess that it is acceptable. Investigators who may not wish to keep an unused lab ready to be inspected every six months for a year or more have the option to delete the particular activity for that location until their lab is ready to proceed again. Investigators are encouraged to weigh the benefit of keeping an unused lab cleaned and ready for inspection for prolonged periods over removing an unused location from a protocol until the lab is ready to perform activities again.
 

Successful external assessment of the Institutional Biosafety Committee

Bio Safety IconThe Office of Biotechnology Activities (OBA) from the National Institutes of Health (NIH) Office of Science Policy conducted a site visit on April 9 to assess the Institutional Biosafety Committee (IBC) at Ohio State. The OBA spent the day meeting with members of the IBC as well as investigators and reviewing documents and policies related to the operation and function of the committee. The site visit team commended several aspects of the program at Ohio State and offered only a few minimal suggestions for improvement. Information about the IBC and its role in creating a safe working environment at Ohio State can be found on the Office of Responsible Research Practices (ORRP) biosafety webpage.

IACUC POLICIES

Updates

All of the policies developed by the Ohio State Institutional Animal Care and Use Committee to assist investigators and staff with their research are available on the IACUC policies webpage of the ORRP website. These polices are reviewed on a regular basis to ensure that they still meet the regulatory requirements.
 
None of the current policies have been revised, nor have any new policies been created, since February.

REMINDERS

Annual reviews

Annual reviews are required on the first and second anniversary of the date of approval for animal use protocols. These anniversary dates can be found in the protocol workspace of any approved protocol. Investigators receive reminder notifications 60, 30, 15 and seven days prior to an annual review due date. The review is a series of questions about changes in the status of the protocol, funding or sponsor information, study team members or general changes in the aspects of the protocol such as source of animals, housing or use locations, adverse effects or early removal criteria, etc. Protocols that do not have an annual review submitted by the due date could be processed for expiration.

Manual reporting of animal numbers

For animals that are not housed in ULAR facilities (e.g., protocols that use birds, fish, frogs or snakes; clinical, field or agricultural research protocols, etc.), the investigator or designated staff is responsible for providing the number of animals used on a protocol. Animals received must be reported at least annually by clicking the “Report Animal Numbers” activity in the protocol workspace.

Emergency eyewash stations

Emergency eyewash stationDuring semiannual inspections, the IACUC ensures that emergency eyewash stations are being checked on a weekly basis as part of the oversight of the Occupational Health and Safety Program mandated as part of the Animal Care and Use Program. Environmental Health and Safety at Ohio State has provided guidance based on the American National Standard Institute (ANSI) standard Z358.1 which states that plumbed flushing equipment “shall be activated weekly for a period long enough to verify operation and ensure that flushing fluid is available.” The purpose of the weekly flush is to ensure that there has not been an accumulation of rust or bacteria buildup in the stagnant water in the plumbing. Visit the Environmental Health and Safety website for a copy of the Emergency Eyewash Weekly Flushing SOP, which includes a handy flushing log that can be printed and posted near the eyewash station.

Training transition to CITI

The transition to the Collaborative Institutional Training Initiative (CITI) at the University of Miami as the provider of educational offerings that meet the two requirements for all study team members who are listed on animal protocols (the Animal Usage Orientation and the Occupational Health and Safety courses) will take place this summer. Study team members who log into the research training and education website will automatically be redirected to CITI to enroll in and complete the “Working with the IACUC” course, which includes both animal use and occupational health modules. Additional information about the transition can be found in the February 2014 Animal Care and Use Newsletter.

E-PROTOCOL TIPS

Internet browser compatibility

Investigators and lab members using Internet Explorer 11, which is the default browser provided with Windows 8.1, may experience problems when attempting to edit text boxes within the e-Protocol form. Specifically, “read only” text will appear in the browser where an editable text box should appear in a protocol or amendment that is going through the review process. This is a known issue and the recommended fix is to try editing in an alternate browser, such as Mozilla Firefox, Google Chrome or Safari.

e-Protocol registration

New employees must register in e-Protocol before they can be added to a protocol. If a new lab member reports that they have completed all the required animal care and use training, but the investigator cannot find them in the e-Protocol system to add them to the protocol, this probably means the individual has not yet registered. New employees must log into e-Protocol with their name.# username and password and complete the registration before they can be added to the list of available personnel who can be added to protocols.

Completing the activity timeline

Example of activity timeline screenshot
It is not necessary to provide a detailed description of every protocol activity in the “Activity Timeline” form in the protocol workspace. All the activities in the timeline should have a corresponding protocol activity in which the details of the activities are provided, and those details are entered in the “Protocol Activities” section of the protocol workspace. An excellent example of the type of information and level of detail expected in the timeline is provided within the “Activity Timeline” workspace and can be viewed by clicking on the link for the example provided. A portion of the example is provided in the image above.

Finding veterinary/reviewer requests

e-Protocol Note notificationVeterinary and reviewer requests can sometimes be hidden in the e-Protocol form. If you cannot find the reviewer notes, check in the upper left corner of the protocol form immediately under the e-Protocol graphic. If the circle with the triangle is pointing to the right (as in the top image on the left), the requests are hidden. Click on the circle, which will change the triangle so that it is pointing down (as in the bottom image on the left), and the reviewer notes and requests will become visible.

STAFF PROFILES

Nicolaus nominated for National Technician of the Year

Nominee NicolausMackenzie Nicolaus, a registered veterinary technician and laboratory animal technologist, is a senior animal health technician in the ULAR Quality Assurance Diagnostic Lab. Mackenzie came to ULAR in December 2006 after receiving her associate’s degree in veterinary technology from the Vet Tech Institute at Bradford School. Previous work experience included working as a veterinary technician at the Benfield Pet Hospital and at Franklin County Animal Care and Control, and working as an entertainment performer at Walt Disney World. In her current position, Mackenzie oversees the scheduling and testing of more than 600 sentinel animals every quarter as part of a program to identify and quarantine disease outbreaks in animals used for biomedical research in ULAR facilities. She has also collaborated with a team that developed and implemented new procedures for the procurement of large animals at Ohio State, acts as a liaison between vendors and investigators, and has managed a breeding colony of guinea pigs since 2011. While working for ULAR, Mackenzie continued her education, receiving a Bachelor of Arts degree in anthropology at Ohio State in May 2013. Mackenzie is an active member of the American Association for Laboratory Animal Sciences (AALAS), including the Central Ohio Branch (COB) and the Society of Laboratory Animal Veterinary Technicians. Mackenzie won the Excellence in Laboratory Animal Science Award for both the COB AALAS and District 5 AALAS in 2013 and is the president-elect for COB AALAS. She is also in the running for the 2014 National AALAS Technician of the Year.

Animal program welcomes new training and safety manager

Jaqueline StewartJaqueline Stewart, a registered veterinary technician and laboratory animal technician, joined the animal care and use program in March as the animal program training and safety manager. Jacquie came to Ohio State after earning an Associate of Science degree at Columbus State Community College and a Bachelor of Business degree at Mount Vernon Nazarene University. She worked at Battelle Memorial Institute for nearly 22 years. In her most recent position at Battelle, she was the trainer for other technicians as well as the quality assurance officer for FDA-regulated good laboratory practice studies. She was also the management representative for the International Organization for Standardization, for which she is a certified lead auditor. She is an active member of the Society of Quality Assurance. In her current position, Jacquie participates in the regularly scheduled ULAR training classes and gives individual technique training sessions, provides technical support on research projects, and will be maintaining the training database and helping with regulatory issues. Jacquie is excited about being at Ohio State and looks forward to an exciting career. For more information about the services provided through the ULAR training program, please contact Jacquie at ulartraining@osu.edu.
IN THIS ISSUE
  • Semiannual inspections and accuracy in reporting use locations
  • Successful external assessment of the Institutional Biosafety Committee
  • IACUC policies
  • Reminders
  • e-Protocol tips
  • Staff profiles
EVENTS
Meeting planner

Upcoming IACUC meeting dates

June 20 (12:30 p.m.)
July 18 (12:30 p.m.)
August 15 (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

 
June 12 (10 a.m.)
June 24 (1 p.m.)
July 10 (10 a.m.)
July 22 (1 p.m.)
August 14 (10 a.m.)
August 26 (1 p.m.)
 
Rodent Survival
Surgery

 
June 17 (10 a.m.)
July 15 (1 p.m.)
August 19 (10 a.m.)
 
Class sizes 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

© 2014 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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