I: Background and Purpose:

The exchange of ideas, information, and data is the hallmark of the research endeavor. As part of these activities, individuals are anticipated to use images or other electronic recordings as research, education, or training resources. However, because images or other publicly available data can be misrepresented to target researchers and rally public support against animal research, the health of animals as well as the safety of researcher(s), staff, and other employees must be taken into consideration.

This Policy specifies the conditions and requirements for recording media (e.g. photography, videography, audio recording) of research animals that are subject to an Animal Use Protocol (AUP) or animal use areas at the University of California, Riverside (UCR). It is not the intent of this policy to prohibit or limit data collection/recordings needed to conduct or publish research or for use in training and instruction. Observational studies of animals that are not otherwise subject to an AUP do not fall under this policy.

II: Related Policies and Guidance

• 529-301 UCR Personal Protective Equipment (PPE) for Lab Animal Care and Use

• 529-255 Visiting Researchers

• 529-271 Authority of the Attending Veterinarian

III: Definitions:

Research animals - any animal (i.e., traditional laboratory animals, agricultural animals, wildlife, or aquatic species) produced for or used in research, testing, or teaching and which are subject to an Animal Use Protocol (AUP) (Guide for the Care and Use of Laboratory Animals, latest edition.).

Animal use area – All areas at UCR where research animals are housed or where researchers observe or perform studies with animals, including field studies and for instructional purposes.

Filming or video recording – The capture of moving images (e.g., animals, facilities or equipment) by any means on any media now in use or that may be available in the future, including but not limited to film, videotape, digital disk, or any electronic transmission to another medium including the internet.

Photography – The capture of still images onto any compatible medium by any means or devices now in use or that may be available in the future, including but not limited to, film cameras, digital cameras, electronic devices such as personal computers, mobile phones or personal digital devices.

Audio Recording – The capture of sounds onto any compatible medium by any means or devices including but not limited to, electronic devices such as personal computers, mobile phones or personal digital devices.

Hereafter, “Filming or video recording,” “Photography,” and “Audio recording” are referred to as Media.

Standard Media: Media in which research animals are healthy, engaged in normal species-typical behavior, have species-typical caging/bedding, or (in the case of wild animals) are ready to be released back into the wild.

Sensitive Media: Media in which research animals appear to be sick, ill, or have wounds or visible research alterations (excluding noninvasive identification techniques) or have been euthanized; vivaria, animal housing room numbers, or specific animal information including cage cards; surgical procedure locations or unclean surgical instruments; and personal identifying information of PIs and other personnel involved in animal studies. PI and delegates must use discretion before taking, storing and particularly sharing, such Media.

IV: Policy:

The use of any recording device to record Media of research animals or animal use areas (whether considered standard media or sensitive media) is prohibited unless one of the following exceptions applies:

1. When performed by the Principal Investigator (PI) or his/her designee(s) for scientifically justified reasons (e.g., behavioral analysis, clinical feature documentation, or research documentation) as described in an approved AUP.

2. When performed by a PI or his/her designee to document unanticipated research outcomes or other scientifically justified reasons.

3. When performed by a PI or his/her designee for instructional purposes under an approved AUP (e.g., for training members of the lab, collaborators, or for coursework).

4. Students cannot take pictures or videos of animals used in labs or coursework without explicit permission from the PI in accordance with his/her approved AUP.

5. When performed by, or at the discretion of, the Campus Veterinarian for diagnosing or documenting clinical disease, veterinary care, or treatment.

6. When performed by government inspectors (e.g., USDA Veterinary Medical Officer) or ORC staff during USDA or IACUC inspections of animal facilities.

7. When performed by personnel as required to document the condition of facilities, compliance, or animal handling issues at the direction of, and authorized by, University officials, the IACUC, Campus Veterinarian, or representatives of federal agencies.

8. When performed by EH&S, emergency, and other official personnel (e.g., fire, police) for purposes of accident/incident report and investigation. When possible, the Campus Veterinarian or EH&S personnel should accompany non-UCR individuals. ORC, the IACUC, and/or Campus Veterinarian should be notified prior to the photography, if possible; if not, the ORC, the IACUC, and/or Campus Veterinarian must be informed within 48 hours of photography performed by or overseen by EH&S.

ANYONE who wishes to record research animals, or animal use areas, for reasons not described in the above list of exceptions, must obtain specific permission or authorization from the PI responsible for the research animals or animal use area as well as from the ORC, the IACUC chair, and/or Campus Veterinarian prior to recording.

Violation of this policy or any of its parts will be considered noncompliance with this University policy. Requests for permission should be emailed to iacuc@ucr.edu.

VI: General Guidance for Implementing this Policy:

1. Public Dissemination of Media:

o Media, even if taken for an appropriate reason, can be misconstrued by the public. While recording media may be an essential component of research, consideration should be given to how media may be perceived by others. When recording Sensitive Media is scientifically justified, PIs must take all reasonable precautions to ensure the media is stored in a protected location and if media is used it is appropriately framed or cropped.

o This policy does not prohibit the collection/recording of media, including sensitive media, for experiments as described in an approved AUP nor does it prohibit the Principal Investigator (PI) or his/her designee(s) from distributing media through scientific publications and scientific/educational presentations.

o All requests to publicly distribute Sensitive Media (excluding through scientific publications or presentations) must be approved by ORC, the Campus Veterinarian, and/or the IACUC, who may consult with UCR’s University Communications Office or other institutional officials. Requests should be emailed to iacuc@ucr.edu.

o Posting of media on social media sites or the internet (e.g., blogs) is of particular concern and must be expressly permitted or authorized by the PI. In addition, public posting of Sensitive Media must be expressly permitted or authorized by ORC, the IACUC, and/or the Campus Veterinarian. Requests should be emailed to iacuc@ucr.edu. Outside requests (e.g., by news organizations) for Sensitive Media should be processed through the UCR University Communications Office.

2. PI Responsibilities:

o The PI must ensure that the act of taking Media by the PI and their lab is in accordance with an approved AUP or has a scientifically justifiable reason (e.g., to record an unanticipated outcome).

o The PI is ultimately responsible for the security and use of all Media of research animals and/or animal use areas recorded by the PI or his/her designees, and for ensuring all research personnel in his/her laboratory have read and understand the requirements stated in this policy.

3. All Media of research animals or surgical procedure areas must be in accordance with the following requirements:

o All procedures to be recorded or shown must be described in the approved AUP.

o No references to personal identifying information should be visible in the photograph, paying close attention to background and items (e.g., cage cards, personnel names, logos, lab room numbers).

o Appropriate handling, restraint, and research methods for the species must be used.

o Appropriate personal protective equipment (PPE) must be worn by all persons in the photograph, as appropriate for the species of animal and procedure demonstrated.

o Animals should be in clean surroundings, clean cages, or clean pens with clean accessories. Water bottles and feeders should be full if visible in the photograph or recording.

o Images of wild animals or commercial animals (e.g., livestock, poultry) being handled by investigators that are shared publicly should be accompanied by statements to assure the public that the activity they show is appropriate, such as “all animals handled with the appropriate permits”

4. Media should be stored on a secure — preferably password-protected and encrypted— electronic storage device or computer. Recordings should not be permanently stored on devices that are easily accessed or stolen (e.g., a USB stick).

5. Additional points to consider:

o There is a potential for Media to be the subject of public records requests by activist organizations. Such photographs or recordings may be accessible to members of the public under either California’s Public Records Act (PRA) or the Federal Freedom of Information Act (FOIA).

o Public perception of animal use will vary with animal species, age of the animals, or if the animals look distressed.

o Careless or casual use of recordings from animal use areas could unintentionally expose the researchers and the University to unwanted attention and harassment or could misrepresent the nature of research activities occurring.

o Digital photos or videos likely have ‘metadata’ that provide an exact GPS location of the recording and other details which may put you or your lab at risk of being targeted. This information should be removed before sharing photos or other recordings (e.g., at conferences, on websites or with journalists).

This policy replaces Policy 529-279 effective: 9/21/2020; Revised 12/09/2024