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Policy Objectives:

To facilitate university compliance as dictated by the Animals for Research Act (ARA), and Queen’s University policies and Standard Operating Procedures (SOP). This policy is designed to provide support to the research community, while ensuring animal welfare. This is achieved by confirming adherence to University Animal Care Committee (UACC) approved animal use protocols as well as policies and SOPs in a collegial and unobtrusive manner.

The program consists of three elements:

1. University Animal Care Committee (UACC) Facility Assessments
2. University Animal Care Committee (UACC) Laboratory Assessments
3. Quality Assurance Program (QAP) Assessments

1. University Animal Care Committee (UACC) Facility Assessments

The UACC will assess facilities (on a minimum annual basis) to evaluate locations where animals are housed and/or undergo procedures. This provides a visual of the areas, ensuring that all important criteria are being met, clarifying that the equipment and human resources are appropriate and sufficient, and helping to place the use of the facility into context. Shared and dedicated technical spaces within facilities will also be assessed and the UACC will endeavor to have representative users present. Areas of evaluation are outlined in Appendix 2 - Facility Assessment Checklist. Noted deficiencies will be categorized by the UACC (see Appendix 1 - Definition of Outcome Terms) and conclusion letters generated outlining the timeline for correction.

2. University Animal Care Committee (UACC) Laboratory Assessments

The UACC will conduct laboratory assessments (on a minimum annual basis) to evaluate all areas outside of the main animal facilities where animals are brought. The assessments are conducted to evaluate compliance with the Animals for Research Act and UACC policies, to better understand the in vivo work being conducted, and to encourage open communication between researchers and the UACC. The UACC will endeavor to have representative users present. Areas of evaluation are outlined in Appendix 3 - Laboratory Assessment Checklist. Noted deficiencies will be categorized by the UACC (see Appendix 1 - Definition of Outcome Terms) and conclusion letters generated outlining the timeline for correction.

3. Quality Assurance Program (QAP) Assessments

Under the guidance of the University Veterinarian/Director, Animal Care Services, the UACC Chair and the UACC, the QAP Coordinator will conduct QAP assessments. The objective is to assist Principal Investigators (PI) and their research staff in their continuous efforts to comply with UACC policies, Standard Operating Procedures (SOP) and best practices. This process will also enable assessment of student competency following completion of training workshops. The QAP Coordinator works with the PI and laboratory associates to maintain compliance with approved protocols, and (if required) will provide additional training.

The following activities are subject to review:

• Active protocols (priority given to level D and E protocols)
• Suspected animal welfare issues and allegations of non-compliance
• Any protocol as directed by the UACC to require monitoring (i.e. new procedures)
• Research Posters

The QAP Coordinator reports QAP outcomes to the UACC, with an obligation to advocate on their behalf when interacting with researchers and research associates. The QAP Coordinator does not have UACC voting privileges.

Systematic Protocol Review:

Active protocols or animal procedures will be systematically reviewed, with priority given to protocols classified as level D and E.

Targeted Protocol Review:

When there is an allegation of non-compliance, an incident report has been filed, or the PI does not respond to a QAP request following 3 attempts1 a targeted QAP visit will be arranged. Impromptu and/or targeted visits will only be initiated at the request of the UACC.

Poster Review:

Undergraduate and Graduate research posters may be assessed for compliance with the Animal Use Protocol (AUP). This approach will be used at the direction of the UACC and will be a cursory review of the project. The Quality Assurance Program aims to capture off-site and collaborative research with this tool.

Competency Review:

Student strengths and weaknesses are assessed during training workshops. Any areas of concern are communicated to both the student and Principal Investigator upon completion of workshops, and arrangements may be made for further training. Follow up competency reviews may also be conducted to assess how students continue to perform following workshops.

UACC Reporting & Documentation:

QAP assessment outcomes will be reported monthly to the UACC. A trend report of all outcomes will be generated and made available. The UACC reserves the right to follow up on any conclusion letter as submitted to the PI and may request a follow up assessment. Outcomes of laboratory and QAP assessments are documented within the compliance section of each relevant animal use protocol.

¹ The initial QAP request letter will be followed by one reminder (2 weeks later) and communication from the UACC will take place if no response is received within another 2 weeks (4 weeks from initial letter). Following this, a targeted review may be sought.