The Neuro Animal Care Committee

The Neuro ACC members are appointed for terms of no less than two years renewable, usually up to a maximum of eight consecutive years of service. This does not apply to ACC members who must be part of the ACC because of their role within The Neuro (ex officio members): the ACC Coordinator, The Neuro Compliance Officer, the Veterinarian(s), the Centre for Neurological Disease Models (CNDM) Associate Director, Facility Technical Staff representative, and the Animal Compliance (ACO) representative.

At The Neuro, the membership of the ACC consists of:

1.a. A minimum of two scientists experienced in animal care and use, who may or may not be actively using animals during their term on the ACC; representation of the diverse animal-using units of The Neuro should be ensured; 

1.b. An institutional member whose normal activities do not depend on or involve animal use for research, teaching or testing; 

1.c. One or two research trainee representatives;   

1.d. Full-time veterinarian(s) experienced in laboratory animal medicine;  

1.e. The animal facility associate director; 

1.f. Facility Technical staff representation;  

1.g. At least one, and preferably two person(s), representing community interests and concerns, who has (have) had no affiliation with The Neuro or McGill, and who has (have) not been involved in animal use for research, teaching or testing for at least one year; community representation must be ensured for all ACC activities throughout the year;

1.h. The Associate Director of the McGill Animal Compliance Office or delegate;

1.i. The Associate VP (Animal Care) and University Veterinarian of McGill and

1.j. The Neuro full-time ACC Coordinator and The Neuro compliance officer.

The ACC Chair is appointed by the Director of The Neuro and confirmed by the VP (RI). The Chair represents the committee and as such, is expected to work with members at reaching consensus on decisions and action items. Quorum is 50% plus 1 of the ACC members. Where a matter cannot be resolved by consensus and where a vote would be appropriate in light of the issue before the Committee, a vote will be taken. The view of the simple majority will prevail. The Chair will cast the deciding vote in the event of a tie. Committee minutes must incorporate the dissenting opinion(s).

In order to avoid potential conflicts of interest, the ACC Chair must not be any of the following:

• Veterinarian or any other animal health or veterinary personnel member charged with ensuring compliance with CCAC guidelines;
• Personnel directly involved in the management of the institutional animal facilities;
• Researcher or individual involved in the preparation of a significant number of the protocols to be reviewed by the committee.

In the absence of the Chair, or when in conflict of interest, a Chair must delegate his / her / they authority and responsibilities, to another member of the committee, who is not in conflict of interest as listed above. This member is often referred to as Vice-Chair of the ACC and there can be more than one Vice-Chair.

The Neuro ACC has the authority, on behalf of the Director of The Neuro, who is responsible for animal care and use at The Neuro, to:

2.a. Stop any procedure if it concludes that unnecessary distress or pain is being experienced by an animal.

2.b. 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 animals.

2.c. Have an animal euthanized humanely if pain or distress caused to the animal is not part of the approved protocol and cannot be alleviated.

2.d. Have an animal(s) placed on Holding Protocol in the following circumstances:

2.d.i. When an Animal Use Protocol (AUP) approval is pending.

2.d.ii. When an AUP is terminated and there are remaining housed animals.

2.d.iii. In all other circumstances deemed appropriate by The Neuro ACC, such as:

2.d.iii.1. If animals are received prior to approval of a new AUP.

2.d.iii.2. If the AUP has expired and is still pending renewal submission to The Neuro ACC.

2.e. Order the withholding of research funds and/or animal ordering privileges for programs in non-compliance with the applicable requirements.

2.f. Supervise the Post-Approval-Monitoring (PAM) process and ensure that recommendations of The Neuro Compliance Officer are implemented.

2.g. Monitor Breaches of Compliance:

The Neuro ACC is the body responsible for identifying and working to correct breaches of compliance with approved animal use protocols and Standard Operating Procedures (SOPs). The ACC working with concerned animal users and veterinary / animal care staff will implement solutions to address the breach in compliance. Breaches of compliance that cannot be resolved by discussion of The Neuro ACC with the involved Principal Investigator (PI) must be referred to The Neuro Director. Animal research that has been performed and completed without an approved protocol will be referred to the Director of The Neuro as a major breach of compliance. All members of the animal care and use program will be informed about decisions that will be taken by The Neuro senior administration in the event of serious breaches of compliance.

The Neuro ACC collaborates with The Neuro Compliance Officer, The Neuro veterinarian(s), The Neuro facility animal care staff, and the McGill Animal Compliance Office, to ensure compliance with its decisions and with the conditions set out in approved protocols. The Compliance Officer, veterinarian(s), and animal care staff must work in a collegial manner with animal users and attempt to correct deficiencies collaboratively. In the event of a major or serious animal welfare incident, the ACC will follow the McGill Policy on Reporting Serious and Major Animal Welfare Incidents. Where there are persistent breaches of compliance or threats to the health and safety of personnel or animals, these must be reported back to the Chair of The Neuro ACC, and the ACC must promptly address these issues, through communications with the animal user (s), meetings and site visits, and eventually communications with The Neuro Director, as necessary. Furthermore, if deemed necessary, the veterinarian can report major animal welfare compliance issues directly to The Neuro Director.

The Neuro ACC also recognizes that The Neuro veterinarian(s) have the authority to treat, remove from a study or euthanize, if necessary, an animal according to the veterinarian(s)'s professional judgment. The veterinarian(s) involved 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 should also attempt to contact The Neuro ACC Chair, if deemed pertinent, but the veterinarian(s) has the authority to proceed with any necessary emergency measures, whether or not the animal user and ACC Chair are available. For life threatening emergencies where immediate action is needed, the veterinarian(s) may proceed with emergency procedures based on his / her / they professional judgment prior to contacting the animal user and The Neuro ACC Chair. In such case, the veterinarian(s) will inform the animal user and The Neuro ACC Chair of the actions that were taken as soon as possible. A written report should be sent by the veterinarian(s) to the animal user and to The Neuro ACC following any such event.

The Neuro ACC must have access at all times to all areas where animals are or may be held or used. Upon request, the Neuro ACC will not be denied access to these areas.

Any ACC member who is, or appears to be, in conflict of interest must recuse themselves from discussions and decisions related to the matter.

The Director of The Neuro appoints the Chair, Veterinarian, ACC Coordinator, and Compliance Officer. The Neuro ACC Chair and / or the Director of the Neuro appoints the other committee members. For specifics on the appointment of community representatives, refer to APWOC Policy on Community Representatives.

The appointed veterinarian, who must be a licensed veterinarian with authority and responsibility for supporting the overall institutional animal ethics and care program. This includes oversight for all related activities that are occurring at institutional sites. The veterinarian may delegate responsibilities to other individuals, including other veterinarians, who are qualified to perform those duties.

The Neuro Administration and its ACC acknowledge and define the responsibilities and authority of the veterinarian, including:

• The veterinarian or his / her / they designee is responsible for and has authority to ensure provision of a comprehensive veterinary care program that meets all regulatory and / or compliance requirements;
• The veterinarian or his / her / they designee must have access to all sites, at all times, where animals are maintained and worked with, as well as access to animal use protocols and medical records; and
• The veterinarian or his / her / they designee has the authority to treat, remove from a study or euthanize, if necessary, an animal based on their professional judgement.

The coordinator supports the ACC Chair by ensuring that animal use protocols are well managed, that committee minutes and reports are promptly produced and distributed, that all exchanges between the ACC and animal users are well documented and filed in a timely manner, and that animal users and ACC members are provided with necessary information and software training. Minutes and reports must be made available to the senior administration.

The Neuro compliance officer is responsible for The Neuro Post-Approval Monitoring Program (PAM) and all other Neuro compliance functions.

The Director of the Neuro must also ensure that ACC members are provided with training opportunities to understand their work and role: these must include at least a formal orientation session, to introduce new ACC members to The Neuro's animal care and use program and its members, policies and procedures, as well as to the animal facilities and to CCAC guidelines and policies. Ongoing opportunities to better understand animal care and use in science should also be provided.

It is the responsibility of the Neuro ACC to:

4.a. Ensure that no research or testing project or teaching program involving animals be commenced without prior ACC approval of a written animal use protocol; further to this, that no animals be acquired or used before such approval. This includes internally funded projects.

4.b. Ensure that no animals be held for breeding purposes, or for eventual use in research, teaching or testing projects, without prior ACC approval of a written animal use protocol, except where current CCAC guidelines provide for exemptions.

4.c. Require all animal users to complete an electronic Animal Use Protocol form in its entirety and ensure that the information therein includes the following points, clearly presented in a form that all members of the ACC can readily understand.

4.c.i. Project title and descriptive procedural keywords and brief description of the procedures to be conducted on animals.

4.c.ii. Principal investigators/teachers, and all personnel (post-doctoral fellows, research staff, graduate and undergraduate students) who will handle animals, along with their training and qualifications with respect to animal handling.

4.c.iii. the work and numbers of animals for the first year only should be provided, and further work can then be approved in annual renewal(s), full renewal(s), or new protocol(s).

4.c.iv. For research or testing projects, funding source(s) and status of funding approval.

4.c.v. For research projects, an indication of whether the project has received peer review for scientific merit.

4.c.vi. For teaching programs, a course number (if applicable) and an indication of whether the course has been favourably reviewed with respect to the pedagogical merit of using live animals.

4.c.vii. For testing projects, an indication that the testing has been planned according to the most current regulatory requirements, using guidelines acceptable to the regulatory agency(ies) and which meet the requirements of the CCAC policy; that the planned animal use does not exceed the requirements of the regulatory authorities - if it does, justification for the additional animal use must be provided.

4.c.viii. Lay summary.

4.c.ix. An indication and details as to the use of biohazardous, hazardous chemical or radioactive agents in animal-based projects; and, if so, an indication of institutional approval of this use.

4.c.x. Category(ies) of invasiveness as defined in the CCAC policy statement on: categories of invasiveness in animal experiments, and Purpose of Animal Use (PAU) as defined in the CCAC Animal Use Data Form.

4.c.xi. Awareness of the Three Rs (replacement, reduction and refinement alternatives) of animal use, to include:

4.c.xi.1. Justification of why sentient animals must be used for the project, of how the applicant arrived at this conclusion (e.g., searches of databases on alternatives), and of possible replacement alternatives (non-animal methods, cell/tissue culture, computer simulations, audio-visual teaching methods, the replacement of sentient animals with animals of lower sentiency, etc.) and justification if these are not to be employed.

4.c.xi.2. Justification of the species and numbers of animals to be used over the course of the year, to emphasize minimization (reduction) of animal use within an appropriate experimental design, while ensuring that sufficient numbers of animals will be used to fulfill requirements for statistical significance/scientific validity in the case of research projects, or for acceptance of regulatory tests.

4.c.xi.3. Awareness of all of the refinements to be employed to protect and enhance animal health and welfare, which may include:

4.c.xi.3.1. Anesthesia and analgesia, including dosages and methods of use, for all invasive protocols.

4.c.xi.3.2. Other medical treatments as appropriate, as indicated through veterinary consultations.

4.c.xi.3.3. Housing and husbandry methods, and environmental enrichment as a means to refine animal care; any limitations on environmental enrichment from that normally offered to animals in the institution, based on CCAC guidance, must be justified to the ACC.

4.c.xi.3.4. Refinements to the procedures to be employed on the animals.

4.c.xi.3.5. Refinements to the length of time that animals will be held/used.

4.c.xi.3.6. Any other possible refinements.

4.c.xii. A clear description detailing the procedures that are carried out on the animals (referring to appropriate SOPs as much as possible).

4.c.xiii. A description of the endpoint(s) of the experimentation (refer to McGill or Neuro SOPs, if available and relevant); the person(s) responsible for monitoring the animals and applying endpoints should be identified, and the schedule for monitoring animals and any relevant checklists of signs and symptoms to be used when evaluating the animals should be included; all protocols, even non-invasive ones, must identify endpoints, to ensure that all animals requiring treatment are treated and that animals are not simply kept indefinitely; relevant information for identifying and applying endpoints must be readily available, and posted, in the area where the animal-based work is taking place.

4.c.xiv. 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 on euthanasia.

4.c.xv. 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 held.

4.c.xvi. Any other information considered important or necessary and pertinent, including information or results derived from any relevant previous protocols; the description and use of previous relevant results is particularly important to ensure that methodologies are not simply re-used without learning from any animal welfare problems that were encountered in the past, that the protocol continues to have relevant goals and methodology, and that appropriate refinements to protect and enhance animal welfare are sought and implemented.

4.d. Ensure that each research project has been found to have scientific merit through independent peer review before approving the project; if such review is not carried out during the grant application review process it must be obtained according to the CCAC policy statement on: the importance of independent peer review of the scientific merit of animal-based research projects. At The Neuro, in the case of protocols not so reviewed, the PI is required to contact The Neuro Associate Director, Academic Affairs, and request that an ad-hoc external peer review be performed according to the CCAC guidelines, to review the project for scientific merit. Scientific merit review is valid for a period of five years.

Ensure that each teaching or training project has been found to have pedagogical merit through independent peer review before approving the project. Pedagogical Merit Reviews are administered by the ACO and are valid for four years and remain valid until protocol undergoes its next Full Renewal.

4.e. Review and assess all animal use protocols and amendments, with particular emphasis on the CCAC policy statement on: ethics of animal investigation and CCAC guidelines on: animal use protocol review as well as on all other relevant CCAC guidelines and policy statements and, where necessary, require further supportive information from the investigator/teacher or meet with the investigator/teacher to ensure that all members of the committee understand the procedures to be used on the animal. Information exchanges and ACC discussions with protocol authors can be very useful, but protocol authors and members of their teams must always clearly remove themselves from the final ACC decision-making on their own protocols.

The committee must also ensure that all procedures comply with CCAC guidelines, and, if at variance with those guidelines, require justification for the variance on scientific grounds. 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. Electronic tools are widely used to facilitate protocol management purposes and to expedite the submission and review of protocols. This is encouraged as long as ACCs continue to meet in person and virtual meetings for protocol discussions and final approvals.

An ACC can delegate the responsibility of interim approvals to an interim approval subcommittee, which must include at least one scientific member, one veterinarian and one community representative, one of which should preferably be the Chair of the ACC. The interim review process, including exchanges between the ACC and protocol authors, must be documented and must then be subject to discussion and final approval at a full meeting of the committee. Protocol authors requiring an interim approval must contact the Chair (or delegate) and justify the need for such a review.

4.f. Ensure that animal users update their approved protocols with any modifications they intend to make and approve any amendments to a protocol before they are implemented. It is the prerogative of the ACC to decide if a protocol amendment is to be considered a minor or major change based on the context of the proposed modifications and the main protocol in question. The ACC Coordinator can review the amendment, consult with the Chair as needed, before submitting to either the full membership or a subset of the ACC.

4.f.i. For any major changes, a review by the full committee is required. Major changes are defined as, but not limited to: a change in the fundamental objective, an increase of 20% or more in the number of animals required, a change of species, use of more invasive or more frequent procedures.

4.f.ii. For minor modifications, a review by the Chair of the ACC or a delegate is required. Minor modifications are defined as: changing contact information, changing funding source, addition or removal of personnel, an increase of less than 20% in animal numbers, addition of a new strain, changing housing or procedure location, switching to less invasive, distressful or painful procedures, switching to a non-physical euthanasia method covered by an approved SOP. Minor modifications approved by the Chair (or delegate) are documented in the minutes of the following ACC meeting

4.g. Ensure that animal users report any unanticipated problems or complications, as well as on the steps they have taken to address the problem(s), to the ACC.

4.h. Review all protocols annually, i.e., within a year of commencement of the project; annual renewals should be approved by at least a scientist, a veterinarian and a community representative and should be brought to the attention of the full ACC for its information. Protocol renewals must emphasize:

4.h.i. The number of animals used in the preceding year. The Principal Investigator must provide the number per species if not captured by the animal facility census system or supplied by the animal facility staff;

4.h.ii. The number of animals needed for the year to come, with a justification;

4.h.iii. A brief progress report, describing any complications encountered relative to animal use (unpredicted outcomes, and any animal pain, distress or mortality), any changes to the goals of the original protocol, and any progress made with respect to the Three Rs of replacement, reduction and refinement of animal use;

4.h.iv. A brief report on the adequacy of the endpoints for the protocol, and on any complications encountered or refinements made relative to protecting animals from pain, distress or mortality.

4.h.v. Any other changes from the original protocol.

Require the submission of a full protocol after a maximum of three consecutive renewals;

4.i. Document all ACC discussions and decisions in the committee minutes and ACC recommendations made to the PI linked to the protocol form.

4.j. Ensure that all ACC members and animal users have the opportunity to become familiar with CCAC guidelines and policy statements, federal, provincial or municipal statutes that may apply, as well as institutional requirements;

4.k. Ensure that appropriate care of animals in all stages of their life and in all experimental situations is provided by The Neuro CNDM Veterinary services.

4.l. Establish procedures, commensurate with current veterinary standards, to ensure that;

4.l.i. Unnecessary pain or animal stress and injuries are avoided, whether during transfers of animals or in their normal quarters.

4.l.ii. Anesthesia and analgesia are properly and effectively used; the only exception to this may be when agents must be withheld as a scientifically justified requirement of the study, and that this has been approved by the ACC.

Painful studies requiring exemption from the use of either anesthetics or analgesia must be subject to particular scrutiny, not only prior to approval, but also during the experiment.

4.l.iii. Appropriate post-operative care is provided and documented.

4.l.iv. All due consideration is given to animal welfare, including environmental enrichment.

4.m. Encourage the use of pilot studies with few animals when new approaches, methods or products are being tried, before approving new, large-scale protocols. Ensure that animal users report on the results of any pilot studies, no matter whether they wish to pursue the study immediately or not, in order to preserve important data on various approaches to animal-based studies, whether they work well or not.

4.n. In the case of projects involving proprietary or patentable research or testing, ensure that as much information as possible is provided to the ACC in terms of what effects to expect on animal health and welfare, and insist on close monitoring of animals.

4.o. Designating areas in which animals may be housed, cared for and used so as to ensure facilities and personnel are adequate to provide humane care and use;

4.p. Supports the Quality Assistance Program to ensure that all animal facilities and research laboratories where live animal work is conducted, are visited by the QA Advisor (QAA) regularly to facilitate compliance to animal use protocols. In collaboration with the QAA, addresses pending and/or unresolved non-compliance issues promptly.

4.q. For multi facility protocols, it is the home ACC to which the protocol is submitted and where it is reviewed. The home ACC is defined as the ACC mandated to oversee the location of the investigator's/instructor's main appointment. The home ACC will send a copy to the host ACC who will discuss it with the appropriate committee members as necessary and send comments back to the home ACC Coordinator. Comments from both ACCs will be incorporated into one set of recommendations to the Principal Investigator.

4.r. In the case of projects involving collaboration with investigators from other institutions, ensure that appropriate Neuro committees have access to the approved Animal Use Protocol from the other institution, if only technological services are provided and animals never enter The Neuro CNDM. When other procedures and/or housing of animals at the CNDM are also to be carried out at The Neuro, the home principal investigator has to submit an amendment to his / her / they approved protocol if available or submit a new AUP for review. A copy of the approved protocol from the collaborator's home ACC should be attached to the protocol.

4.s. In cases where animals are housed and / or undergo terminal or survival procedures in areas outside of the facility, the ACC applies the McGill APWOC approved, Policy on Permission For The Use Of Alternative Locations For Procedures And Housing of Animals (A.L.P.H.A.) by:

4.s.i. The Compliance Officer, and at least one additional member of the ACC visit A.L.P.H.A. sites annually. When specific additional expertise is needed, a subcommittee of the ACC may be formed to inspect the area in question.

4.s.ii. All comments from the inspection are summarized in a report by The Neuro Compliance Officer and the report is reviewed and approved by all ACC members who visited the site before sending it to the PI.

4.s.iii. The PI responds to the recommendations(s) of the report and is then issued an Alternate Laboratory Animal Procedure, Housing or Holding (A.L.P.H.A.) certificate to be posted in the area inspected, and the area is re-inspected annually.

4.t. Ensure that assessment documentation is supplied to the CCAC by the deadline and that a response is given to the CCAC for recommendations made in assessment reports and requests for updates.

4.u. Members must not agree to perform internal scientific merit review of protocols which are or will be approved by their ACC.

The Neuro ACC meets at least ten times per year and as often as necessary to fulfill their Terms of Reference and be satisfied that all animal use within their jurisdiction complies with institutional and CCAC guidelines. Minutes detailing ACC discussions are forwarded to The Neuro Director.

Quorum is the majority of the members, but under most circumstances it must include a Community Representative, one researcher, and a Veterinarian. Meetings should be scheduled at times that are convenient for all members, including Community Representatives. If the Community Representative cannot be present due to an unforeseen last-minute event, the meeting may proceed but her/his review provided in AMS should be discussed by the committee. Unavoidably absent members are nevertheless encouraged to review all documents in AMS by the previously set due date. Protocol review comments should be submitted via the online software or by email for proposed decisions or significant changes to the ACC Coordinator by non-attending committee members.

Visits of the animal facilities and areas in which live animals are used (A.L.P.H.A.) must be conducted at least once a year and must be documented through the ACC minutes or written reports. Those responsible for the animal facility and laboratories should respond to any ACC recommendations in writing, and site visit reports should be followed up by the ACC and /or Compliance Officer and/or facility Vets or staff, and if not resolved, involve the Neuro senior administration. Visits to animal care facilities and areas in which live animals are used may be divided between the various members of the committee. Each member of the FACC should participate in at least one of the facility visit(s) on an annual basis.

In addition, the ACC is encouraged to visit the CNDM in order to better understand the work being conducted within the institution, to meet with those working in the CNDM and discuss their needs, to assess any weaknesses in the facilities (ageing facilities, overcrowding, insufficient staffing, appropriate management of controlled substances and documentation of use, and any other concerns) and to forward any recommendations or commendations to the person(s) responsible for the facilities and for animal use.

More frequent ACC site visits should be made as necessary to follow up on any protocols that have raised significant concern during the protocol review process, or where problems have been encountered with a protocol being carried out in practice or with other aspects of animal facility operations; these visits may be carried out by members of the ACC and/or the Quality Assistance Advisor and/or veterinary and/or animal facility staff.

The Neuro Animal Care Committee:

6.a. Must submit the Animal Use Data form for the past year (CCAC report) to the Animal Compliance Office prior to March 31 of every year.

6.b. Should submit an annual PAM Report to The Neuro Director of the Institution and should have a representative on the Quality Assistance Subcommittee to participate in the refinement of the PAM program at an institution-wide level. The Chair of the ACC attends meetings of APWOC and reports any Reportable Animal Welfare Incident (RAWI) that has been submitted to the CCAC.

6.c. Must ensure that a crisis management program is in place for the animal facilities and for the animal care and use program, in conjunction with The Neuro/McGill/MUHC crisis management plan(s). This program must detail 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 communications plan for addressing public and media inquiries on concerns related to animal use.

6.d. May, from time to time, sponsor seminars or workshops on the use of animals in science and the ethics of animal experimentation, and encourage as many animal users, animal caregivers, students, ACC members and other interested parties to attend as possible.

1. Purpose of AMS: The Animal Management System (AMS) software helps researchers include necessary information for reviewing their animal use protocols (AUP). For an overview of the AUP review process, please click here.
2. Submission Deadlines:
   • New Protocols: Must be submitted at least 3 weeks before any Animal Care Committee meeting.
   • Annual Renewals:
     • AMS will notify the Principal Investigator (PI) 3 months before the protocol's expiry date.
     • The PI has 4 weeks from the notification date to prepare and submit the renewal for review.
   • 4th Year Full Renewals:
     • A full review is required for protocols being renewed in their 4th year.
     • AMS will create a duplicate of the protocol 4 months (16 weeks) before its expiry date.
     • The duplicate must be prepared and submitted within 4 weeks of its creation for review.
   • Amendments:
     • Minor amendments require review by a sub-committee of the Neuro ACC and can be submitted on a rolling basis.
     • Major amendments require review by the Neuro ACC at meetings held on specific dates. They can be submitted on a rolling basis but must be received at the latest seven days before the next scheduled Neuro ACC meeting to be reviewed at that meeting.
       
       For definitions of minor and major amendments, please see section 4.e.ii of the Neuro ACC Terms of Reference
       https://www.mcgill.ca/neuro/research/animal-care-committee
        
3. Strict Enforcement of Expiry Dates:
   • Renewals must be submitted on time to enable the review, implement changes, verify training, and resolve training issues.
   • It is advisable to submit renewals as soon as the AUP is posted on AMS, but no later than the submission deadlines outlined above.
   • Extensions to the end date of protocols will only be provided under extenuating circumstances inherent to the review process.

January 15, 2025

February 19, 2025

March 19, 2025

April 23, 2025

May 14, 2025

June 18, 2025

July - no meeting

August 20, 2025

September 24, 2025

October 15, 2025

November 12, 2025

December – no meeting

Forms for Animal Use Protocol Submission

To submit a protocol or an amendment, please log onto the Animal Management System (AMS) Website.

Standard Operating Procedures (SOPs) for AUP Submission can be found on the McGill Animal Compliance Office Website.

For ACC Members.

Login here.

The Neuro follows the guidelines established by the Canadian Council on Animal Care (CCAC). According to the Canadian Council on Animal Care (CCAC) Guide to the Care and Use of Experimental Animals Volume 1 - Chapter I , “it is the responsibility of the institutional ACC to ensure that no research or testing project or teaching program, (including field studies), involving animals be commenced without prior ACC approval of a written animal use protocol; further to this, that no animals be acquired before such approval. This includes internally funded projects."

The review process is to ensure that animals are humanely cared for and that the "3R" tenet is respected: replacing the use of animals by alternative methods if possible, reducing the number of animals used and refining the techniques so that pain and discomfort are minimized.

The AUPs must be submitted at least 10 days before an ACC Meeting date.

3. Information on grant applications can be found at the Office of Sponsored Research. If you intend to use animals in your research, you must submit an animal certificate (an approved AUP) before your funds can be released.

4. The McGill University UACC Policy on Peer Review for Scientific Merit outlines peer review. As well, the Neuro Animal Care Committee (ACC) Terms of Reference in Section 4d, states that the ACC has the responsibility to “ensure that each research project has been found to have scientific merit through independent peer review before approving the project.”

If a study is not peer reviewed during the grant application review process, Section 4d states, “...the Principle Investigator (PI) is required to contact the Neuro Associate Director, Scientific Affairs, and request that an ad-hoc committee be set up according to the CCAC guidelines, to review his/her project for scientific merit.” The PI must request this prior to submitting the AUP for ACC review.

5. Please log onto to AMS to submit the AUP to The Neuro ACC Administrator, who will pre-screen the AUP to ensure that administrative errors and omissions are corrected before the ethical and scientific review by the Committee. The address for AMS is: https://www.mcgill.ca/research/research/compliance/animals/ams-software

6. The Neuro ACC meets 10 times per year to review AUPs.

At The Neuro ACC meeting the committee members review all AUPs and provide comments. All AUPs are approved, or approved pending modifications, through consensus. The AUPs that require modifications will be returned to the PI through AMS explaining which sections need to be corrected. The PI will submit the corrected AUP through AMS to the FACC for final review and to obtain the ACC Chair's approval. Please note: only the PI can submit the AUP to the FACC.

All AUPs reviewed and approved at The Neuro ACC meeting are sent via AMS to McGill’s Animal Compliance Office, for final approval.

Level D AUPs and all pertaining to research on Non Human Primates (NHPs) may be reviewed by McGill’s Ethics Subcommittee and if additional information and/or corrections are requested from the PI, The Neuro ACC Administrator forwards a letter to the PI detailing what modifications are requested.

The ACC has the option of requesting an Ethical review to the McGill Ethics Subcommittee of any protocol submitted to it.

7. Any changes to an approved AUP must be added to the protocol by submitting an amendment through AMS to the FACC, before being implemented.

These amendments are submitted for review and approval at the next ACC meeting.

8. These changes are considered minor. An amendment with the changes to the approved AUP should be submitted through AMS to the FACC.

The Neuro ACC Chair approves these amendments and the Administrator forwards them through AMS to the McGill Animal Compliance Office. Once approved, the changes will be incorporated automatically by AMS into the protocol.

9. According to CCAC guidelines all animal housing and procedures should be in the animal facility, the CNDM. However, if the investigator requires, because of special circumstances, animal(s) to be housed and/or procedures perfomed outside the CNDM, The Neuro ACC must be informed.

For animal housing, the investigator must provide a written request to The Neuro ACC explaining in detail why the animal(s) cannot be housed in the CNDM and the location of the housing area must be listed under "Animal Husbandry/Housing" section of the AUP in AMS or an amendment to an approved AUP must be submitted.

For animal procedures, the location of the procedure area must be listed in the AUP by species in the "Animal Husbandry/Housing" section in AMS or an amendment to an approved AUP must be submitted.

All housing and procedure areas oustide the CNDM within The Neuro must be inspected by a sub-committtee of The Neuro ACC. Only after the investigator receives approval from the sub-committee that the area conforms to CCAC guidelines can the area be used.

Please contact The Neuro ACC Compliance Officer for information on these types of requests. Also, you can consult the McGill Animal Care Use Program "Policy on Permision to use Animals Outside the Animal facility".

10. One member of the ACC is the Community Representative and his/her role is to represent the public's interest with respect to animal care and use. The Community Representative is unlikely to have a scientific background, therefore it is imperative to provide a summary of the project in a language that can be understood by a layperson.

11. This section is based on the CCAC guidelines on Animal Protocol Review.

In the “Species” section of the protocol, select the specie(s) that will be required for one year.

In the “Species Justification / Information” section, the PI must provide a brief statement justifying the use of live and more sentient animals. If the scientific objectives of the study can be achieved by using available non-animal models (e.g., mathematical, computer, tissue culture) or animals of low sentience (e.g., lower vertebrates) the investigator must consider the use of an alternative to live and/or more sentient animals or provide justification for its rejection. The absence of specific alternatives to animal use should be stated and explained.

Please review the new microsite of CCAC: Three Rs Search Guide to find the most up to date information on the 3Rs.

In the “Animal Characteristics” section, the characteristics of the animal model that make the species/strain appropriate for the study should be described. This might include structural, behavioural, physiological, biochemical or other features or considerations (e.g., data from previous studies) which make the model compatible with the research objectives.

In the “Select All the Strains”, the PI selects all the strains per species required for the coming year.

In the “Each of the Species/Strain Selected” selected, the PI must give details on the species chosen for the AUP: the type, age, weight, sex, and source, including information on phenotype if pertinent.

In the “Number of Animals” section, the PI must explain in detail the number of animals required for one year. A clear outline of the experimental design and the statistical rationale for the size of the control and test group(s) must be given. The information should include numbers regarding control groups, failure rates, breeding and progeny and the various strains. The justification must be in strictly scientific terms.

A clear summary of the total number of animals per species must be given. The summary can be structured as an arithmetic equation. For example: # of Strain A + # of Strain B= Total # of species per year.

If breeding animals, ensure that the number of animals listed in the table includes all animals produced by breeding, whether they are going to be used for experimental purposes or not. In order to estimate the amount of animal numbers produced by breeding, please consult the following link at: http://www.nap.edu/openbook.php?record_id=10732&page=181

Please Note: If using and/or breeding genetically modified animals, please refer to the “Guidelines for Reporting Numbers of Genetically Modified Animals Used”. N.B.: according to Section 1 of the Guidelines, as an explanation to the community at large, every protocol has to have a statement to explain the high numbers required for producing genetically modified animals.

Ensure that the number to be purchased + number produced by in-house breeding correctly add up to the total per year.

12. The category of invasiveness of an AUP is based on the degree of pain and distress that the procedures will, or can, produce in the animal.

A detailed description of each category can be found at CCAC Website.

13. The AUP is valid for one year and has to be renewed annually in AMS with a short renewal.

AMS will send an email alerting the PI that the AUP is due for review two months before it expires.

14. Yes. In AMS, under the section “General Information”, in the box "Project Continuation", there is a box marked "No, not renewing this project". Click on the radial button. In the box, “Specify the fate of the animals”, describe the fate of any remaining animals on the protocol.

15. With AMS the final approval process is fast. Protocols approved by The Neuro ACC at the monthly meeting will have McGill Compliance Approval within 24 to 48 hours (2 working days). Protocols requiring corrections will have final approval within 24 to 48 hours of the date of return of corrected protocols to The Neuro ACC.

Amendments receive final approval from the McGill Animal Compliance Office within 24 to 48 hours (2 working days) following approval from The Neuro ACC. Amendments for additional personnel may be delayed due to verification and updating of training issues.

AMS will send an email notification to the PI when a protocol or an amendment receives final approval.

16. The Principle Investigator is responsible for submitting AUPs in AMS, even if the document was prepared by a designated member of the PI's team. The PI's electronic signature is like a written signature.

17. Everyone listed in an AUP must successfully pass the on-line course located at https://www.mcgill.ca/research/research/compliance/animals/training/general-information and all personnel who will be handling live animals must also successfully pass an MNI hands on workshop appropriate for the species he/she will be working with.

Information on animal workshops offered at The Neuro can be found at Neuro CNDM Website.

18. All AUP and amendment requests are made through AMS. SOP forms can be found at: McGill University Animal Care Committee Website.

19. Indicate which hazardous materials are used in the sections "Potential Hazards to Personnel and Animals" and "Hazardous Use Info" listed in the AUP in AMS. Attach Biohazard and/or Radiation safety permits to the AUP that is submitted for review.

Application forms for use of hazardous materials can be found at: McGill Environmental Health and Safety Website.

20. All researchers wishing to use controlled drugs must submit to the Office of Controlled Substances a completed Application Form for an Exemption to use a Controlled Substance for Scientific Purposes. For more information and to download the form, please visit: 

https://www.canada.ca/en/health-canada/services/health-concerns/controlled-substances-precursor-chemicals/exemptions/application-form-exemption-use-controlled-substance-scientific-purposes.html

It is required that controlled drugs be stored in locked cabinets and a written log be maintained with the date and amount used and the purpose of use.

21. Please go to: McGill University Animal Care Committee Website or McGill Environmental Health and Safety Office Website

22. This depends on the type of collaboration. If the collaborative project only involves providing technological services and no animals enter the Centre for Neurological Disease Models (CNDM), you must ensure that you have access to the approved AUP from the other institution.

If the project involves procedures and/ or housing of animals at the CNDM, then The Neuro PI has to provide an amendment to his/her approved protocol where available, or submit a new AUP for review to the home ACC.

For both types you must ensure that The Neuro ACC is provided with a copy of the approved AUP from the other institution.