Vanier ACC Terms of Reference and Animal Use Protocol Policy

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Scope

College-wide

Purpose

To ensure that all animals used by the College are treated humanely according to the guidelines of the Canadian Council on Animal Care (CCAC).

Definitions and acronyms

Animal: Any cephalopod, fish, amphibian, reptile, bird, or mammal used for pedagogical purposes in/or by the College.

ACC: Vanier Animal Care Committee

AHT: Vanier Animal Health Technology Program

APR: Annual Progress Report

AUDF: Animal Use Data Form

AUP: Animal Use Protocol

CCAC: Canadian Council on Animal Care

CVMA: Canadian Veterinary Medical Association

EWM: Vanier Environmental and Wildlife Management Program

OHS: Occupational Health and Safety

PAM: Post-Approval Monitoring Program

PED: Pedagogical Merit Review

REN: Animal Use Protocol Renewal

1 Vanier College responsibilities

A. The CCAC requires that institutions conducting animal-based research, teaching, or testing establish and maintain a functionally active Animal Care Committee (ACC) to oversee their Animal Care and Use Program.

B. The Academic Dean is responsible for the activities of the ACC as well as the Animal Care and Use Program. The designated Senior Administration Representative on the ACC reports directly to, and is responsible to act as delegate for, the Academic Dean. The ACC Chairperson, the ACC Coordinator, and the Animal Health Technology Ombudsperson may also report directly to the Academic Dean.

C. Vanier College must work with the ACC to ensure that all animal users and caregivers are informed of and comply with, institutional animal care and use policies and procedures.

D. Vanier College must be supportive of the ACC’s work. This includes appointing a remunerated ACC coordinator to ensure:

  1. that animal use protocols are well managed;
  2. that committee minutes and reports are promptly produced and distributed;
  3. that all exchanges between the ACC and animal users are well documented and filed in a timely manner; and
  4. that animal users and ACC members are provided with necessary information.

E. Vanier College must ensure that ACC members are provided with training opportunities to understand their work and role; these must include at least:

  1. a formal orientation session, to introduce new ACC members to the institution's animal care and use programs, policies, procedures, and to CCAC guidelines and policies;
  2. material on the CCAC website and other relevant websites;
  3. ongoing opportunities to better understand animal care and use in science and education.

F. Vanier College must ensure that the ACC is well respected within the institution, and that all ACC members are valued and recognized.

2 ACC membership

A. The ACC membership will have two groups and include the following members:

Group I

  1. One representative (faculty member or technician) from each department using animals;
  2. A Vanier Community member whose normal activities within Vanier College, past or present, do not depend on or involve animal use for research, teaching, or testing;
  3. Two people representing community interests and concerns, who have had no affiliation with Vanier College in the past 10 years, and who have not been involved in animal use for research, teaching, or testing. These Community Representatives must be advised of all ACC activities throughout the year;
  4. One or two students from each AHT cohort (first, second, and third year);
  5. One or two students from the EWM program (preferably second or third year);
  6. A Chairperson who should not be directly involved in the management of the institution’s animal facilities, nor assume any other position in the ACC, nor be involved in the preparation of a significant number of the protocols in order to avoid potential conflict of interest.

Group II (ex-officio members)

  1. A veterinarian, preferably experienced in experimental animal care and use;
  2. An animal health technician (if not already a member under Section 2.A) actively involved in animal care and/or use within the institution;
  3. The ACC coordinator;
  4. The Academic Dean or their delegate;
  5. The person with overall responsibility for the animal facilities;
  6. Occupational health and safety and biosafety representatives (if not already a member under previous items) the former of whom must ensure close links with the Vanier OHS Committee.

B. ACC members of Group I will be appointed for a two-year term, renewable up to a maximum of eight consecutive years of service. This does not apply to ACC members of Group II who must be part of the ACC because of their role within the institution. Some exceptions may also be applied to Group I members due to the limited number of persons available in smaller departments such as the EWM-Field Station.

C. At each meeting, a list of members from Group I who have completed their two-year terms must be revised and updated. Each of those members should inform the ACC if they want to renew their participation in the ACC or resign. Representatives of Group II should also inform the ACC if they wish to resign. A list of vacant positions must be maintained. The Senior Administration Representative, along with the Dean of Science and Technology, with the help of the Coordinator and the Chairperson, must recruit new ACC members to fill the vacant positions as soon as possible.

D. If a member is found to be obstructive to the proper functioning of the ACC, his or her membership may be revoked by a 2/3 majority vote of the full committee.

E. Additions to the ACC membership can be made as the need arises.

F. Quorum will consist of a majority (50% + 1) of the members. The quorum should include community and veterinary representation.

G. Meetings should be scheduled at times that are convenient for all members, including community representatives.

H. The ACC may choose to form subcommittees to work on specific areas such as protocol review. Protocol review subcommittees should include at least one teacher, one veterinarian, one community representative, one institutional member who does not use animals, one technical staff representative, the ACC Coordinator and the ACC Chairperson.

3 Authority

A. The Vanier College ACC must have the authority, on behalf of the Academic Dean, to:

  1. Stop any objectionable procedure if it considers that unnecessary distress or pain is being experienced by an animal used for teaching or research purposes;
  2. Stop immediately any use of animals which deviates from the approved use, any non-approved procedure, or any procedure causing unforeseen pain or distress to an animal; and
  3. Proceed with euthanasia if pain or distress caused to the animal is not part of the approved protocol and cannot be alleviated.

B. The Chairperson of the ACC and the veterinarian(s) must have access at all times to all areas where animals are or may be held or used.

C. The ACC must establish procedures for post-approval monitoring of animal use protocols, and must define the roles and responsibilities of the members of the animal care and use program in the monitoring process.

D. It is the responsibility of the ACC to determine and work to correct breaches of compliance with approved animal use protocols and procedures. Breaches of compliance that cannot be corrected by the ACC working with the concerned animal users and veterinary/animal care staff must be referred to the Academic Dean, who must inform all individuals in the animal care and use program about sanctions that will be taken by the administration in the event of serious breaches of compliance.

E. The ACC must work with the members of the departments using animals to ensure compliance with its decisions and with the conditions set out in approved protocols. Persistent breaches of compliance or threats to the health and safety of personnel or animals must be reported to the Chairperson of the ACC. The Chairperson and ACC must promptly address these issues, through communication with the animal user(s), meetings and site visits, and eventual communication with the Academic Dean, as necessary.

F. The ACC's veterinarian has the authority to treat, remove from a study, or euthanize, if necessary, an animal according to their professional judgment. The veterinarian must attempt to contact the animal user whose animal is in poor condition before beginning any treatment that has not previously been agreed upon, and must also attempt to contact the ACC Chairperson. The veterinarian will have the authority to proceed with any necessary emergency measures, whether or not the animal user and ACC Chairperson are available. A written report should be sent by the veterinarian to the animal user and to the ACC following any such event. The veterinarian and the ACC may also choose to delegate certain responsibilities to one or more Animal Health technician(s).

4 ACC Responsibilities

It is the responsibility of the ACC to:

A. Ensure that no animal use be started without prior ACC approval of a written Animal Use Protocol (AUP). Further to this, no animals may be acquired before such approval.

B. Ensure that no animals be held for display, breeding purposes, research or teaching, without prior ACC approval of a written AUP. The ACC should also be aware of other animal-based activities such as commercial, recreational or community service activities within the institution, and should work with the persons responsible for these activities to ensure that animal care and use is undertaken according to appropriate procedures.

C. Require all animal users to complete an AUP form (Refer to Section 8B).

G. Ensure that all procedures comply with CCAC guidelines, and, if they differ from those guidelines, require scientific justification for the difference. The ACC should discuss protocols and make decisions on them during full committee meetings, rather than through individual reviews, and should attempt to reach decisions by consensus. If consensus cannot be reached, a 2/3 majority of those present will approve the protocol. If one member consistently forces a vote, action may be taken under Section 2D. The ACC will take into account the relative lack of experience of the students using animals, the number of students per teacher and the ratio of animals to students as important aspects to consider. Electronic tools can be used for protocol management purposes and to facilitate and expedite the submission and review of protocols. This is encouraged as long as the ACC continues to meet in person for protocol discussions and final approvals.

H. When necessary, submit AUPs to an interim electronic approval process. All forms that receive interim approval must also be discussed in person at the next meeting of the ACC.

I. Define the Animal Use Protocol Approval Process.

J. Define the Post-Approval Monitoring Program and ensure that a functional program is in place.

K. Ensure that animal users update their protocols with any modifications they intend to make, and approve any modifications to a protocol before they are implemented. Minor modifications can be approved by the Chairperson of the ACC or their delegate (Refer to Section 8D).

L. Ensure that animal users report any unanticipated problems or complications, as well as the steps they have taken to address the problem(s), to the ACC. These can be noted in the Annual Progress Report (APR) form that must be completed at the end of each annual period of animal use (Refer to Section 8E).

M. For protocols not undergoing any major changes, require all animal users to complete an Animal Use Protocol Renewal (REN) form annually for a maximum of three consecutive years (Refer to Section 8D).

N. Document all ACC discussions and decisions in the Committee minutes and on attachments to the protocol forms.

O. Define an institutional appeal mechanism that can be used by the author of a protocol in the event that animal use is not approved by the ACC (Refer to Section 9).

P. Ensure that all ACC members and animal users have the opportunity to become familiar with the CCAC Guide and the CCAC policy statement on ethics of animal investigation and all other CCAC guidelines and policy statements, federal, provincial, or municipal statutes that may apply, as well as institutional requirements.

Q. Ensure appropriate care of animals in all stages of their lives and in all situations. Veterinary care, if required, is generally provided by the veterinarian who initiated the protocol. If this person is not available, the ACC veterinarian or another veterinarian in the department may provide medical attention. Should no veterinarian be available, at the discretion of the Animal Health Technician, the animal may be transported to a nearby veterinary clinic.

R. Establish procedures which match current veterinary standards, to ensure that:

  1. Unnecessary pain, discomfort, and distress are avoided;
  2. Anesthesia and analgesia are properly and effectively used;
  3. Appropriate post-operative care is provided;
  4. All due consideration is given to animal welfare, including environmental enrichment.

S. Ensure that policies to provide for a system of animal care that will meet the needs of the institution are established and implemented, and include:

  1. The requirement that all animal care and use is conducted according to CCAC guidelines and policies, and to any federal, provincial, and institutional regulations that may be in effect;
  2. The providing of adequate animal care. The designated ACC Animal Health technician, with the support of the other Animal Health technicians, is responsible for animal care and management of the animal facility and for keeping the other ACC members updated on the activities within the animal facilities;
  3. The training and qualifications of animal care personnel;
  4. An Occupational Health and Safety (OHS) program for those involved in animal care and use, in collaboration with the institutional authorities on occupational health and safety, that will appropriately protect all those who may be affected by animal-based work;
  5. Standards of husbandry, facilities, and equipment;
  6. Standard operating procedures (SOPs) for all activities and procedures that involve animals, including animal care, facility management and animal use. The ACC should ensure the production and regular review of all animal use/care SOPs.
  7. Procedures for euthanasia.

T. Promptly report any known objectionable use of animals to the Academic Dean or their delegate.

U. Ensure that animal users, teachers, technicians, and students are aware of the proper channels for voicing concerns related to animal use. The following is a list of individuals to contact:

  1. Animal Health Technology Ombudsperson
  2. ACC Student Representatives
  3. ACC Coordinator or ACC veterinarian
  4. ACC Chairperson
  5. ACC Senior Administration Representative
  6. Academic Dean

5 Meetings

A. The committee shall meet three to four times a year, specifically prior to each semester, and at the end of each academic year. During meetings, the committee will review its regular activities, as well as any proposed animal use for the upcoming semester, any post-approval monitoring and/or veterinary site visit reports for that year.

  1. Members of the committee will be notified at least one week prior to a meeting.
  2. An agenda must accompany the convening of a meeting.
  3. Minutes of a meeting will be forwarded to each member within 60 days following a meeting and must also be forwarded to the Academic Dean and the Dean of Science and Technology.

B. Meetings can be held more frequently if the need arises. The ACC Coordinator, or the ACC Chairperson, or any three members of the committee can call a meeting as long as items 5.A.i., 5.A.ii., and 5.A.iii. are respected.

6 Site Visits

A. Selected members of the committee should visit all facilities where animals are used at least once a year in order to: better understand the work being conducted within the institution, meet with those working in the animal facilities and animal use areas and discuss their needs, monitor animal based work according to approved protocols, assess any weaknesses in the facilities (ageing facilities, overcrowding, insufficient staffing, etc.) and forward any recommendations or commendations to the person(s) responsible for the facilities and for animal use. Site visits are divided into Post-Approval Monitoring (PAM) Program Site Visits and Vet Facility Site Visits. It is the responsibility of the ACC coordinator to organize any visits.

B. The purpose of PAM Program site visits is to ensure that animal use in practice is taking place in accordance with approved Animal Use Protocols (AUP). Each visit must be done by at least two ACC members, and the members responsible for the visit are assigned on a rotating basis. A PAM visit must be conducted at least once during the 4 year validity period of an approved AUP, however, priority for visits should be based on the number of animals being used and the level of invasiveness of the procedures. Site visits can also be scheduled if concerns arise that animal use is not being undertaken in practice, as approved by the ACC.

C. The purpose of Veterinary Facility site visits is to assess the state of the facilities, as well as the animal and veterinary care. Each facility that houses animals must be visited at least once annually by the ACC veterinarian and one or more other members of the ACC.

D. Visits should be documented in written reports and discussed at ACC meetings. Checklist can be used as a form of report. Copies of reports should be sent to individuals concerned (AUP author, facility manager, etc.).

E. Each member of the ACC should participate in some of the facility visit(s) on an annual basis.

F. Those responsible for the animal facilities should respond to any ACC recommendations in writing.

G. Site visit reports must be reviewed jointly by the Academic Dean, or their delegate, and the ACC.

H. More frequent ACC site visits should be made to follow up on any areas of concern.

7 General

The Animal Care Committee:

A. Must regularly review (at least every three years):

  1. Its Terms of Reference;
  2. Standard Operating Procedures (SOPs);
  3. Post-Approval Monitoring Program;
  4. The security of the animal and research facilities.

B. Must maintain liaison with the CCAC Secretariat, and inform the Secretariat of any changes in their program to:

  1. The Academic Dean or their delegate;
  2. The Chairperson of the ACC;
  3. The veterinarian;
  4. The senior Animal Health technician;
  5. The ACC Coordinator.

C. Must submit complete and accurate animal use information (AUDF) for all protocols (for each calendar year) by March 31 of the following year.

D. Must submit complete pre-assessment documentation when requested by the CCAC.

E. Must develop a crisis management policy for the animal facilities and for the animal care and use program, in conjunction with any general institutional crisis management plan(s). This policy must include plans in the event of power outages (short and prolonged), work stoppages, fires, natural disasters, large chemical spills and other similar crises, and must include a communication plan for addressing public and media inquiries about concerns related to animal use.

F. Should encourage as many teachers, technicians, students, ACC members, and other interested parties to attend seminars, conferences, and workshops in order to increase or maintain their animal welfare knowledge.

G. Should try to achieve and maintain a high profile within the institution and in the community in order to demonstrate the institution's efforts in promoting animal welfare and to allay some of the public concerns regarding animal use.

8 Animal Use Protocol Forms

A. No animals may be ordered or used in a teaching course or project without prior ACC approval of a completed Animal Use Protocol Form. Every Vanier community member who uses animals within their Vanier teaching or research must complete one of the following forms and submit it to the ACC Coordinator for approval by the ACC before proceeding. To facilitate the work of both protocol authors and ACC members, appropriate SOPs should be referred to as much as possible.

B. The Animal Use Protocol Form (AUP) should include:

  1. Departmental affiliation, course title, course number; proposed start and end dates;
  2. Principal animal user/teacher, and all personnel who will handle animals, along with their training and qualifications with respect to animal handling;
  3. A lay summary;
  4. Information on the results of a pedagogical merit review of the proposed use of live animals;
  5. An indication of the use of bio-hazardous, infectious, biological, chemical or radiological equipment in animal-based projects; and, if so, an indication of institutional approval for this use;
  6. Category(ies) of invasiveness as defined in the CCAC policy statement;
  7. Information with regard to the Three Rs (Replacement, Reduction and Refinement alternatives) of animal use, to include:
    1. A description of why animals must be used for the project, of how the applicant arrived at this conclusion and of possible replacement and justification if these are not to be employed;
    2. Justification of the species and number of animals to be used over the course of a semester, to emphasize reduction of animal use while ensuring that sufficient numbers of animals will be used to fulfill the requirements for teaching purposes;
    3. A description of all of the refinements to be employed to protect and enhance animal health and welfare.
  8. A clear description detailing the procedures that are carried out on the animals (referring to appropriate SOPs as much as possible);
  9. A description of the endpoint(s) according to the CCAC guidelines, including the person(s) responsible for monitoring the animals and applying endpoints, the schedule for monitoring animals, and any relevant checklists of signs and symptoms to be used when evaluating the animals. Relevant information for identifying and applying endpoints must be readily available, preferably posted, in the area where the animal-based work is taking place;
  10. The method of euthanasia, if used; justification for any physical euthanasia methods, or for any methods that deviate from those described in the most recent CCAC guidelines;
  11. A description of the fate of the animals if they are not to be euthanized, including the length of time that they are to be used;
  12. A brief report describing any modifications made to the protocol with respect to the Annual Progress Report from the previous year;
  13. Any other information considered important or necessary and pertinent.

C. The Animal Use Protocol, Wildlife in Teaching (AUP Wildlife) should be used where wildlife specimens are involved. The form should include:

  1. All information required for the Animal Use Protocol Form;
  2. A description of capture, restraint, transportation and/or housing of animals used in field studies;
  3. Any other information pertinent to field studies, such as capture of non-target species, ecological impact and potential injuries or mortality during capture or transportation;
  4. A brief description or copy of any required government permits.

D. The Animal Use Protocol, Renewal Form (REN) may be used if there are no changes or only minor changes applied to the protocol for a maximum of 3 consecutive years. Major changes to a protocol require the completion of a new AUP. Note that the ACC may at any time request that the animal user/teacher submit a detailed AUP form if a majority of members determine the need for more information.

  1. Criteria as to what constitutes a minor change to a protocol is as follows;
    1. A change of the course title or number;
    2. A change in the number of animals used in accordance with student numbers; the same ratio of animals to students must be maintained;
    3. A change in the secondary teaching or technical staff.
  2. Criteria as to what constitutes a major change to a protocol is as follows;
    1. A change of animal user or teacher in charge;
    2. A considerable increase in the number of animals required vs. the number in the original protocol;
    3. A significant change in the ratio of animals to students;
    4. A change of species;
    5. Use of more invasive or more frequent procedures;
    6. Change of endpoint;
    7. A change in the fate of the animals;
    8. Use of entirely new procedures;
    9. A change in the method of euthanasia.
  3. The renewal form should include:
    1. Departmental affiliation, course title, course number, proposed start and end dates;
    2. Principal animal user/teacher, and all personnel who will handle animals, along with their training and qualifications with respect to animal handling;
    3. A lay summary;
    4. The number of animals used the previous year;
    5. The number of animals needed for the upcoming year including a justification;
    6. A brief report describing any modifications made to the protocol with respect to the Annual Progress Report from the previous year;
    7. A brief description or copy of any required government permits, (for renewals involving the use of wildlife only);
    8. Any other minor changes from the original protocol.

E. The Annual Progress Report (APR) form must be submitted by the animal user after each approved annual period of animal use. It will be reviewed by the ACC in conjunction with the AUP or REN for the upcoming period of animal use. The form should include:

  1. Departmental affiliation;
  2. Course title and number;
  3. Principal animal user/teacher;
  4. The lay summary from the initial protocol;
  5. The number of animals previously approved in the protocol and the actual number of animals used;
  6. Student, technician, and teacher comments regarding animal use;
  7. Information on any injuries or unexpected deaths of animals;  
  8. Recommendations for future protocols. 

9 Appeal Procedures 

A. In the event that the ACC rejects a submitted protocol for either ethical or pedagogical reasons and the animal user/teacher does not accept the decision, the following process will apply:

B. In order to work in a collegial manner, the animal user may request that the ACC reconsider its decision if he/she submits a revised protocol following feedback from the ACC.

  1. Reconsideration may require the animal user to meet with the ACC so that they may thoroughly review and understand the details of the protocol.
  2. The ACC may seek scientific opinions from individuals who are not members of the ACC.

C. If this does not provide a satisfactory solution for the animal user, they may appeal to the Academic Dean or their delegate in writing and shall clearly outline the grounds for the appeal.

D. The course of action for a given appeal will be left to the discretion of the Academic Dean or their delegate.