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Frequently Asked Questions
Computer Access
Forms
- Where do I get help with online forms?
First, click on the hyperlinks or the red question mark icons that you see on the form for further explanations about each question. If you still need help, call 858-534-6069.
- Who must apply to the UCSD IACUC?
You must have a Protocol for Animal Use approved by the UCSD Institutional Animal Care and Use Committee (IACUC) before you can conduct any project involving research, teaching, or testing using live, vertebrate animals at UCSD. The protocol must be approved by the IACUC before you can begin the proposed activity. Only UCSD faculty and inSPANiduals otherwise eligible to apply for research grants through UCSD may be the Principal Investigator on an Animal Use Protocol. The use of animals in research, teaching and testing is a privilege of faculty at UCSD, not a right, and it may be withheld or revoked by the IACUC.
- Can I save my work and come back later?
Yes. Scroll to the bottom of the form and hit the button "Save as a Draft". You may come back at anytime and continue to fill out the form.
- Can I put more than one species on my protocol?
No. Each protocol should include all of the experiments and procedures that you will perform on one species.
- What should I do if I am working on more than one species?
Use the menu choice “Clone a Protocol” to create a copy of any protocol; the clone will appear with a new Protocol Number. You may then edit any aspect of the protocol and submit. You will notice that any previously approved protocol containing multiple species has been split into inSPANidual species protocols with a suffix on the protocol number to denote the species.
- Can I let someone else fill out my Animal Use Protocols?
The UCSD IACUC encourages Principal Investigators to write and submit each Animal Use Protocol. The online form makes it easy to give complete and correct answers. However, a staff member may fill out an online protocol with the permission and ID# of the Principal Investigator.
- Can I let someone else fill out my Personnel Qualifications Form?
No. The IACUC has determined that each person who uses animals must fill out his/her own Personnel Qualifications (PQ) Form. You may not fill out this form for another person.
- How long does it take to review my Personal Qualifications Form before I receive approval?
Your Personal Qualifications Form will be reviewed within one week and you will be notified of any classes required or other requirements.
- Can I attend training classes prior to filling out and submitting a Personal Qualifications Form?
Yes, although it is recommended that you fill out the Personal Qualifications Form as early as possible to avoid any possible delays.
- Will training taken at other universities count in lieu of the UCSD training program?
Anyone performing animal research at UCSD must take, at a minimum, the Orientation to Research at UCSD. Additional training may be required, depending on background experience, procedures, and/or species.
- Do I need to fill out all sections of the Animal Use Protocol?
Yes. You need to answer each question in order to submit the Animal Use Protocol. If you do not answer every question you not be allowed to submit the Protocol. If an answer is incomplete, your Animal Use Protocol may be delayed and you will receive an email from the IACUC asking for more information.
- Why is there data missing in my Animal Use Protocol?
The UCSD IACUC has recently launched a new Online Protocol System. There are many features which will make it much easier to complete your forms, keep track of your approvals, “clone” old forms to create new applications, view your current forms and change information online. The old system did not capture data from all sections of an application, so the data we have imported is limited. Also, since the old system was not in the best shape, there may be discrepancies between what we have and what you know is correct. Please do not be alarmed by this. Feel free to correct these errors when you come across them.
- What if I can’t answer a question on the form?
First, check out the hyperlink help for the question. If you still need help, please call the IACUC office (Animal Welfare Program) at 858-534-6069. An IACUC administrator may help you or refer you to an analyst for more help.
- Can I see a list of my Animal Use Protocols?
Pain and Distress Categories C, D & E
Yes. After you log in you will have a menu of options. Choose List the existing protocols for PI ID#. If you leave the field blank it will default to a list of the protocols from the logged-in user. You may also enter another ID number in this field.
- How can I decide which Pain and Distress Category my experiments are in?
The USDA regulations require UCSD to report each year on the number of animals used and the pain category of each animal. We must therefore ask you to report both prospectively and retrospectively on your animal use and category. A brief explanation is available in
Pain and Distress Categories C, D & E
. Please call 858-534-6069 for more help.
- Must I complete the Animal Protocol application if I use only snails, shrimp, bees, worms, coral, or microorganisms in my research to teaching/instruction activities?
No. You only need to complete the animal use application if you are working on a vertebrate animal. PHS Policy defines an animal as “any live, vertebrate animal used or intended for use in research, research training, experimentation, or biological testing, or for related purposes”. The Animal Welfare Act Regulations (AWAR) define an animal as “any live or dead dog, cat, nonhuman primate, guinea pig, hamster, rabbit, or any other warm-blooded animal, which is being used or is intended for use for research, teaching, testing, experimentation, or exhibition purposes, or as a pet. This term excludes birds, and rats and mice bred for use in research.” The IACUC ensures the campus is in compliance with all regulations by applying the AWAR and PHS regulations to all vertebrate animal use on campus for teaching and research.
- Who should be listed on a protocol?
Everyone with direct animal contact should be listed. New personnel should be added to a protocol prior to their use of laboratory animals. Each person must also complete and submit a Personnel Qualifications Form.
- Can I get help with writing my animal use protocol?
Yes. Email iacuc@ucsd.edu or call 858-534-6069. For consultation on animal procedures or veterinary care issues email kjenne@ucsd.edu or call 858-822-5687. For consultation on anesthesia, analgesia or surgical issues email jfujimoto@ucsd.edu or call 858-534-8612.
- What if all I need is some blood or tissue, or I want to buy some antibodies?
You must have a Tissue Transfer Approval before you can import animal tissue (fixed or unfixed) from another investigator within UCSD or from an outside source. Generally, the tissue source must have an NIH Animal Welfare Assurance.
How do I?
When?
- How long does it take to review my Animal Use Protocol before I get approval?
You must allow 6 - 8 weeks for the approval process after you submit your application. Your Animal Use Protocol application goes through a very thorough review process where it is reviewed by veterinary staff, Environmental Health and Safety, administrative professional staff, and the entire Institutional Animal Care and Use Committee at a monthly meeting.
- What happens to the protocol after it is submitted?
All protocols receive veterinary review, administrative review by Animal Welfare Program staff to assure that all animal care and use conforms to PHS, USDA, and UCSD requirements, and (as necessary) Environmental Health and Safety (EH&S) review and Conflict of Interest (COI) review.
Depending on these reviews, the Principal Investigator may be asked for additional information or clarifications by telephone, email, or letter. These responses may then receive additional veterinary and administrative review.
When complete, the protocol is reviewed by the UCSD IACUC. One member may be appointed "Primary Reviewer" for a particular protocol. If the Primary Reviewer has questions not previously addressed in veterinary or administrative review, he or she may contact the PI directly.
At the monthly meeting of the IACUC, the Primary Reviewer presents the protocol, and his/her recommendations, for discussion. The IACUC will vote to either:
- Approve
- Approve Pending
- Approve with Conditions
- Designated Member Review
- Defer
- Withhold Approval
- Will I be notified of the expiration and renewal dates of my Animal Use Protocol?
It the responsibility of each Principal Investigator to track the expiration dates of each protocol. You will receive a courtesy notice from the IACUC (Animal Welfare Program) allowing you enough time to complete your renewal. If you do not respond by the deadline for renewal, your protocol will expire and you cannot purchase or use animals on this campus.
- What are the meeting dates and submission deadlines for the IACUC?
The IACUC meets monthly on the third Wednesday of each month. The deadline for each meeting is the third Friday of the previous month. A yearly calendar of these dates is published.
- How long is a protocol approval good for?
Three years. You should write the animal use application to include all work and all animal requested for three years. You will be required to rewrite the protocol application every third year. The IACUC also requires you to update the information on your protocol annually by using a short form online.
- How do I renew my protocol?
From the IACUC website choose log in. After you log in you will have a menu of options. Choose Annual Renewal.
- When should I report changes or modifications to my protocol?
Every change or modification to your protocol must be approved by the IACUC before you begin. From the IACUC website, choose log in. After you log in you will have a menu of options. Choose Amend Protocol.
- If I received word that my protocol was approved, when can I start my protocol?
If your approval letter states full approval you may begin work immediately. If your approval letter lists conditions then you must fulfill the conditions before beginning the work. If your approval letter states "approval pending..." you must answer the questions asked of you and wait to receive approval to begin your work.
- Can I order animals before I have an approved Animal Use Protocol?
No.
What do all these terms and acronyms mean?
- What is the UCSD Animal Care and Use Program?
Federal Regulations require that each institution have an Animal Care and Use Program to assure that all Animal Welfare laws, regulations and policies are implemented and consistently followed at the institution. At UCSD, the Animal Care and Use Program consists of three components which work together - the IACUC, the Animal Welfare Program and the Animal Care Program.
- What is the IACUC?
The Institutional Animal Care and Use Committee oversees the University's animal care and use programs, facilities and procedures and ensures the appropriate care, use and humane treatment of animals being used for research, testing and education. The IACUC is also responsible for reviewing all animal use protocols, ensuring compliance with federal regulations, inspecting animal facilities and laboratories and overseeing training and educational programs. The IACUC serves as a resource to faculty, investigators, technicians, students, and staff, providing guidance in planning and conducting all animal use procedures in accordance with the highest scientific, humane, and ethical principles. The faculty members of this Committee are appointed by the Institutional Official (Vice Chancellor for Research) from each school and functional unit of the University.
- What is the Animal Welfare Program?
The Animal Welfare Program (AWP) is the administrative, regulatory and compliance arm of the Animal Care and Use Program. You should contact the Animal Welfare Program to get an Animal Use Protocol approved, renewed or amended. You should contact the AWP to report animal concerns.
- What is the Animal Care Program?
The Animal Care Program is the veterinary care, housing, and husbandry arm of the Animal Care and Use Program. You should contact the Animal Care and Use program to arrange for purchasing animals, housing animals or to report animal health concerns. You should contact the ACP with facility or caging concerns.
- What is the meaning of this term/abbreviation/acronym?
Please check our glossary.
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