IACUC Policy on Policies and Procedures

Purpose

This IACUC policy describes the standardized framework for the development, approval, implementation, and review of policies and standard operating procedures (SOPs) within the University of Oregon Animal Care and Use Program. The goal of this policy is to improve the consistency, clarity, and alignment with institutional values and regulatory requirements.

Scope

This IACUC policy is applicable to all persons responsible for conducting animal research, teaching, training, breeding, and related activities, hereinafter referred to collectively as “activities” involving live vertebrate animals and cephalopods and conducted at or under the auspices of University of Oregon.

Person responsible for policy

Stephanie Womack, Director of Animal Welfare Services

Background/definitions

IACUC Policy

A formal statement of principles or expectations that guide decision-making and operations.

Standard Operating Procedure (SOP)

A detailed set of instructions to implement a policy or guidelines or define specific operating procedures for an animal facility. SOPs are distinct from procedures in animal use protocols which are assigned a USDA pain category.

Policy

  1. IACUC Policy development and approval
    1. Initiation: IACUC policies may be proposed by any department (academic unit, core facility, committee) to the relevant stakeholder to address operational needs, compliance, or strategic initiatives.
    2. Drafting: If IACUC policy is determined to be necessary, the AWS Director, in coordination with the responsible department, drafts the IACUC policy, ensuring alignment with legal, ethical, and institutional requirements.
    3. Review and feedback: IACUC policies undergo review by relevant stakeholders, including legal, compliance, and leadership teams, as necessary.
    4. Approval: Final approval is granted by a quorum of the Institutional Animal Care and Use Committee (IACUC).
  2. Implementation and control
    1. Once approved, IACUC policies are documented, published, and communicated to relevant stakeholders for dissemination to users.
    2. Training or informational sessions may be provided to ensure understanding and compliance.
  3. IACUC Policy review and revision
    1. IACUC policies are reviewed at least every three years to ensure accuracy, relevance, and effectiveness by a subcommittee of the IACUC and brought to the full committee or reviewed by the full committee at a convened meeting. Policies must be voted on by a majority vote of a convened quorum of the IACUC.
    2. Revisions follow the same development and approval process as new policies.
    3. IACUC policies may be retired if deemed obsolete or redundant during the aforementioned review process.
  4. IACUC Policy repository
    1. All approved IACUC policies are maintained in a central repository accessible to authorized personnel.
    2. Public facing IACUC policies are made available to the public for review.
    3. A version history is maintained to track changes and revisions.
  5. Compliance and exceptions
    1. Compliance with IACUC policies is mandatory unless an approved exception is granted.
    2. Exceptions must be documented, justified, and approved by the IACUC.
    3. Non-compliance may result in corrective action and reporting to regulatory agencies as deemed appropriate.
  6. Responsibilities
    1. IACUC: Responsible for drafting assistance, maintaining, and reviewing policies.
    2. Leadership team (Attending Veterinarian, IACUC Chair, Animal Welfare Services Director, Institutional Official): Reviews IACUC policies to ensure alignment with strategic goals and regulatory requirements.
    3. All employees (Animal core users/staff): Responsible for understanding and adhering to IACUC policies.
  7. SOPs
    1. SOPs are reviewed every three years by facility directors.
    2. SOPs that have a higher risk of pain, distress, or discomfort must be reviewed and approved by the IACUC every three years or when a substantial change is made. SOPs in this category will be identified by the facility directors, veterinarian or IACUC. These SOPs will be noted with an ‘IACUC Approval’ date at the end of the document.
    3. Changes that can be made without IACUC review on any SOP include (but are not limited to):
      1. Typographical errors
      2. Reformatting
      3. Minor language updates
      4. Changes in personnel and contact information
      5. Updating web site addresses
      6. Changes in room numbers to other IACUC-approved spaces
    4. SOPs that may cause a higher risk of pain, distress, or discomfort may include (but are not limited to):
      1. Euthanasia methods
      2. Blood collection methods and volumes
      3. Identification methods
      4. Food or fluid regulation
      5. Deviations from the Guide for the Care and Use of Laboratory Animals
      6. Hazardous material usage

Approvals

Effective date: 03/13/2025

Issued By

Stephanie Womack, Director of Animal Welfare Services