Each year, institutions submit a report to OLAW that includes:

• changes in the institution's program of animal care and use;
• changes in the membership of the IACUC;
• dates that the IACUC conducted its semiannual program evaluations and facility inspections; and
• minority IACUC views (e.g., minority opinions expressed during a semiannual evaluation or inspection or in recommendations to the Institutional Official).

A suggested Annual Report format is available on-line. Information may be provided using this format, or it may be submitted in a letter to OLAW. Either way, the Institutional Official and the IACUC Chairperson must sign the report.

Reporting Noncompliance, Guide Deviations, and Suspensions

Circumstances that must be reported to OLAW by the Institutional Official, without delay, are:

• serious or continuing noncompliance with the PHS Policy;
• serious deviations from the Guide for the Care and Use of Laboratory Animals; and
• IACUC suspensions.

Many institutions fulfill the requirement that such information be reported promptly by calling the Office of Laboratory Animal Welfare, Compliance Division, at 301-402-4371, and orally apprising OLAW of the situation. OLAW will usually ask the institution to follow up with a written letter upon resolution of the matter.

OLAW guidance on reporting is published in the NIH Guide for Grants and Contracts, NOT-OD-05-034.

Where to Send Reports and Assurances

Animal Welfare Assurances, annual reports, and reports of noncompliance, Guide deviations, and suspensions, should be sent to:

Office of Laboratory Animal Welfare
RKL1, Suite 360, MSC 7982
6705 Rockledge Drive
Bethesda, MD 20892-7982

NOTE, for Express or Hand Delivered Mail, Use Zip Code 20817

Maintaining IACUC Records

The institution is responsible for maintaining these records:

• assurance approved by OLAW;
• minutes of IACUC meetings;
• records of IACUC activities and deliberations;
• minority IACUC views;
• documentation of protocols reviewed by the IACUC, and proposed significant changes to protocols;
• IACUC semiannual program evaluations and facility inspections, including deficiencies identified and plans for correction; and
• accrediting body determinations.

All records are to be kept for a minimum of three years, with the exception of records that relate directly to protocols which must be kept for the duration of the activity and for an additional three years after completion of the activity.

Records documenting such activities as the provision of adequate veterinary care, training, and occupational safety, are expected to conform with the recommendations of the Guide and with commonly accepted professional standards.

Go to Next Section: Glossary and Resources

web posting: 2000/04/07 Webmaster