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Policy#: 529-206

Title: IACUC PROCEDURES: Policy and Procedures for Conducting IACUC Business During a Pandemic or Other Significant Emergency

Effective: 5/26/2020

Link: http://redit.ucr.edu/OrApps/RED/Policies.aspx?k=144

Background: 

The University of California Riverside (UCR) must adhere to provisions of the Animal Welfare Act Regulations, PHS Policy, the Guide, and the commitments detailed in UCR’s Animal Welfare Assurance with OLAW. These provisions include advance planning for conditions that arise as a result of a human pandemic (e.g., influenza) or outbreaks of novel infections (e.g., coronavirus), which could jeopardize the health and wellbeing of animals due to a lack of personnel to care for the animals, physical distancing requirements, and/or an impact on the ability of the IACUC to conduct official business.

The PHS Policy contains provisions that may be instituted as physical distancing measures to prevent the spread of disease while allowing the IACUC to continue to conduct business, including:

  • The IACUC may institute alternatives to face-to-face meetings, such as teleconference or video conferencing or some hybrid of those as appropriate 
  • The number of IACUC meetings may be reduced to as few as one every six months
  • The IACUC may choose to expand their use of designated member reviews
  • The I/O may appoint alternate IACUC members from sister UC campuses 

However, the following activities must continue - even during a pandemic:

  • The IACUC must continue to be properly constituted. In the event of a pandemic, a properly constituted IACUC shall be defined as no fewer than five members to include: the IACUC Chair, the Attending Veterinarian, a scientist, a non-scientist, and a non-affiliated (community) member
  • A quorum is required to conduct official business at a convened meeting
  • The IACUC must ensure that new protocols be reviewed and that existing protocol approvals don’t expire. If a protocol does expire, no further animal activities (e.g., data collection) may be conducted and animals must be transferred to holding protocols.

The procedures described in this policy will be triggered when federal, state, and/or local public health agencies or officials deem that a pandemic or other significant emergency is occurring, and that physical distancing is required. The UCR IACUC may also implement additional recommendations made by OLAW/USDA. The I/O or his/her designee has the authority to implement and/or withdraw implementation of this plan based on information from federal, state, and/or local health authorities.

This plan is broken down into sections to focus on different aspects of the IACUC’s required functions and responsibilities.


A. IACUC Meetings


1. Requirements:

a. The IACUC must meet at least 2 times a year, 6 months apart.

b. A convened meeting with a quorum present must conduct the following:

      • Suspension of a protocol
      • Full committee review of protocols

c. While optimal, there is no requirement to conduct the Semiannual Program

Review at a convened meeting with a quorum present.

d. Use of teleconference or video conferencing (e.g., Zoom) is permissible.


2. Procedures to be Implemented as Necessary:

a. Institute alternatives to face-to-face meetings such as teleconference 

or video conferencing. 

b. Allow the use of Designated Member Review of all protocols if external

situations compromise the ability to convene a meeting of a quorum. 

[See section B below regarding protocol review].

c. If possible, appoint alternate members from sister UC campuses.

d. Assemble as many members as possible to conduct the Semiannual Program

Review; A minimum of two is required. However, the IACUC remains

responsible for the evaluation and report.
[See section C below for inspections].

  • Approve the Semiannual Program Review report to the I/O via electronic means. A majority of the members must “sign” the report, which may be done via email or electronic signing software.


B. Protocol Review


1. Requirements:

a. The only federal requirement for the full committee to review a protocol or

amendment is when an IACUC member specifically requests full committee

review. See IV.C.2 and 2.31.d.2.

b. The UCR IACUC currently requires certain protocols to be reviewed by the

full committee. These are protocols involving major survival surgery,

unrelieved pain/stress, prolonged physical restraint, fluid/food restriction,

death as an endpoint or exceptions to the regulations.  

c. Full committee review (FCR) may only occur at a convened meeting with a

quorum of members present.

d. The IACUC Chair must appoint Designated Member Reviewers.

e. Every protocol for a PHS-funded activity must have a complete review 

every three years.


2. Procedures to be Implemented as Necessary:

a. Allow for Designated Member Review of all protocols during the period of an

emergency. All members will be notified ‘prior to the review’ as required.

b. Authorize the IACUC Vice Chair to appoint Designated Member Reviewers if

the Chair is unavailable for an extended period.

c. If possible, appoint alternate members from sister UC campuses. 

d. Authorize the IACUC administrator to appoint Designated Member Reviewers

if both the Chair and Vice Chair are unavailable for an extended period.


C. Semiannual Inspection of Facilities


1. Requirements:

a. Every facility in which USDA-regulated species are housed for more than 12

hours must be inspected twice a year, 6 months apart, by at least 2 members

of the IACUC.

b. Every facility in which animals on PHS-funded grants are housed for more

than 24 hours must be inspected twice a year, 6 months apart.  The IACUC

may use qualified individuals as ad hoc consultants to conduct the inspections.

c. Every lab and/or facility in which animals on PHS-funded grants are used in

surgical procedures must be inspected twice a year, 6 months apart.  The

IACUC may use qualified individuals as ad hoc consultants to conduct

the inspections.


2. Procedures to be Implemented as Necessary:

a. In the event that OLAW temporarily waives specific IACUC functions in

accordance with PHS Policy Section V.D., authorized institutional

representatives may request a waiver to the requirements by submitting a

request with justification to OLAW.

b. Otherwise, the IACUC has discretion in determining the best means of

conducting facility inspections and may use qualified individuals as ad hoc

consultants to assist in/conduct the inspection, as long as two IACUC members

are involved in the inspection of areas involving USDA-regulated species.

However, the USDA does not require that those two members inspect each

area together.


Reference:


Flexibilities for Assured Institutions for Activities of Institutional Animal Care and Use Committees (IACUCs) Due to COVID-19: https://grants.nih.gov/grants/guide/notice-files/NOT-OD-20-088.html (accessed on May 18, 2020)