IACUC Protocol Onboarding Checklist for Animal Researchers

Step 1: Contact the IACUC Office and the Attending Veterinarian (AV)

Before beginning any work with research animals, reach out to the IACUC Office (iacuc@rice.edu) and the AV, Dr. Klages (ck80@rice.edu), to discuss your research plans. They will help determine protocol requirements, provide guidance and assistance in completing those requirements, ensure animal activities are conducted in accordance with animal care and use regulations, and guide you through the protocol review and approval process.

Step 2: Complete Required Training

AALAS Training

AALAS Registration and Course Completion

Access the AALAS Learning Library by clicking here.

An image showing training required for vertebrate animals at Rice.

EHS: Laboratory Safety Training https://safety.rice.edu/training/requirements

  • General Laboratory Safety
  • Biosafety and Bloodborne Pathogens

Schedule and registration: https://safety.rice.edu/training/schedule-and-registration

Enrolled in the OCCUPATIONAL HEALTH PROGRAM (OHP)

Personnel being exposed to and working directly with research animals must complete:

Rice University ACO OHP Enrollment

Animal Resources Facility (ARF) Orientation

https://research.rice.edu/arf/facility-access?check_logged_in=1

  • Scheduled after AALAS, EHS, and OHP are completed.
  • Email ARF (arf@rice.edu) to schedule ARF facility tour (Bioscience Research Collaborative – BRC animal housing facility, 2nd floor)
  • Schedule Hands-on Training (if applicable)
    • Complete laboratory-specific animal handling procedures and animal euthanasia training.
    • Demonstrate proficiency in planned procedures (e.g., injections, surgeries).

Step 3: Determine Protocol Classification

Determine the Type of IACUC Protocol Needed

  • New Protocol (for studies using animals for the first time).
  • Modification (for significant changes to an existing protocol).
  • Triennial Review (required every three years).
  • Administrative Submission (e.g., personnel updates).

Step 4: Prepare and Submit an IACUC Protocol

Cayuse Animal Oversight

Cayuse is the institution’s electronic protocol management system for IACUC submissions. Investigators use it to complete and submit animal use protocols, respond to review requests, and track approvals and amendments in a centralized workspace.

Schedule training with the IACUC Team.

Checklist for Completing the IACUC Protocol Application

☐ The protocol clearly describes the animal use in lay terms (understandable to non-scientists).

☐ The protocol focuses on clearly stating the study goals/objectives and rationale for animal use.

☐ Appropriate species are selected (lowest on phylogenetic scale).

☐ Living and husbandry conditions are appropriate.

☐ Animal source is identified

☐ Veterinary oversight and care are clearly described.

☐ Outline the experimental design and procedures. Procedures are clear, concise, and sequential.

☐ Surgical techniques and conditions are appropriate.

☐ The benefit-to-harm ratio is justified.

☐ Animal species and numbers are justified with statistical or educational rationale

☐ Alternatives to animal use are considered; literature is reviewed.

☐ Personnel are trained and qualified for procedures/species/hazards.

☐ Pain category is identified; post-procedural pain management is included, and describes how pain/distress will be minimized.

☐ Plans are provided to prevent, monitor, and mitigate pain/distress.

☐ Pain categories D/E procedures include searches for alternatives.

☐ Hazards are identified; mitigation strategies and EHS consultation included.

☐ Humane and experimental endpoints are described and appropriate.

☐ Specify euthanasia methods per AVMA guidelines; justified if deviating.

  • Confirm Study Personnel & Qualifications
    • List ONLY personnel involved in the animal work described in this protocol. For each individual, specify their role in the study, relevant animal experience, and any required training they have completed.
    • If personnel lack experience with the experimental procedures, include a statement outlining:
      • i) how training will be obtained, and
      • ii) how supervision will be provided until they are competent to perform the required animal work.
    • Ensure that the emergency contact (responsible for checking on the animals) and the secondary contact (responsible for writing or maintaining the protocol) are both current and accurate.
  • Animal Use Location & Husbandry

Specify where animals will be housed and procedures conducted. If the investigator will maintain satellite housing, the AV will need to be consulted ahead of time for planning of experiments and inspections of the site.

Final Submission & Approval

  • Submit the Completed IACUC Protocol Application
    • Attach all required supporting documents (e.g., SHPs, training records, field study permits, etc.).
    • Work with EHSLO for approval for safe handling procedures and obtain IBC approval for work involving biohazardous agents, recombinant or synthetic nucleic acids, or other materials requiring biosafety oversight.

TIP: Await IACUC review and respond to any requested revisions.

IACUC protocol writing/submission: All inquiries, questions, and concerns send to IACUC@rice.edu


Step 5: Funding Regulatory Compliance

  • Funding & Institutional Approvals
    • Congruency Review - Ensure funding agency requirements and animal activities described in the grant proposal align with the IACUC protocol. It is extremely important that the information in the animal care and use protocol submitted to the IACUC is consistent with the information in your grant application.

The Sponsored Projects representative is copied and the investigator on this correspondence.

  • If collaborating with another institution, confirm the Rice Memorandum of Understanding (MOU) is in place.

Grant to Protocol Congruence Review (OLAW NIH polices)

https://olaw.nih.gov/policies-laws/21st-century-cures-act/grant-and-contract-to-protocol-congruence-review/Grants-to-Protocol-Congruency

Research Grant Congruency Review: All inquiries, questions, and concerns send to iacuc@rice.edu

Here is the link for Mock IACUC Protocol Application: https://docs.google.com/document/d/1ZrfqrtsKoYo6ZzVAGwbBG0b7T32ob2mK/edit?usp=share_link&ouid=104263744571121316857&rtpof=true&sd=true