On this page: User Support | Access & Permissions | Logging In | ACC & Local Administrators | Shared Housing | Species & Strains | Templates | Definitions | Known Issues | FAQ
The Animal Management System (AMS) is McGill University’s centralized system for the ethical oversight and operational management of animal-based research across McGill and its affiliated institutes. It centralizes Animal Use Protocol (AUP) submissions and review, committee workflows, user access and training validation, and facility operations to ensure alignment with institutional policies and Canadian standards.
AMS is used by Principal Investigators, research personnel, animal facility teams, and ACC members. It supports protocol creation and amendments, annual reviews, role-based permissions, animal ordering and facility coordination, and shared-housing arrangements between sites.
Access AMS by site (choose your primary appointment):
- McGill University (ams.research.mcgill.ca/mcgill)
- The Neuro (MNI) (ams.research.mcgill.ca/mni)
- The RI-MUHC (ams.research.mcgill.ca/rimuhc)
- The Douglas (ams.research.mcgill.ca/douglas)
- The Lady Davis Institute of the JGH (ams.research.mcgill.ca/jghldi)
- The Shriners (ams.research.mcgill.ca/shriners)
User Support
For general questions or guidance, contact your site’s Local Administrator. They are your first point of contact for AMS access and user permissions.
For complex or system-level issues, ams [at] mcgill.ca (AMS Support) will assist and coordinate updates with Local Administrators as needed.
Access & Permissions
Adding a New User
If a person is not yet listed in AMS, submit the New User webform. Requests must be submitted by the appropriate authority—individuals cannot submit for themselves:
- PI submits for research staff
- Manager/Supervisor submits for facility staff
- ACC Coordinator submits for committee members
Assigning or Modifying Permissions
To grant or update roles (e.g., Investigator, Protocol Editor, Committee Member), contact your Local Administrator, who will verify the required approvals before assigning permissions.
Species or Procedures Requests
To add a strain, or procedure to AMS Master Data, submit an AMS Master Data Request Form.
Logging In
Step 1 — Open the site page
Go to your site’s AMS page.
Step 2 — Log in with your institutional email
Use your @mcgill.ca/ [at] mail.mcgill.ca (or institutional/work) email and password.
Step 3 — Complete Azure account steps (if prompted)
If you previously used Darwin, look for an invitation email sent “from McGill University” (check junk/spam folder). Follow the steps to create your Azure account and confirm permissions. McGill does not access your personal data.
Screenshot examples of invite and permissions dialog (for context):
Step 4 — If issues persist
Still having issues? Contact ams [at] mcgill.ca (AMS Support) and include the email/username you used.
After login, select AUP to view approved protocols. How-to videos resources are available for additional guidance.
A PDF copy of the last approved Darwin version will be attached to the AMS document file (as available).
ACC & Local Administrators
ACC: Animal Care Committee. For user roles and permissions, contact your Local Administrator. ACC Coordinators support AUP submissions, amendments, and committee review.
McGill University (Downtown A & B; Macdonald Campus)
Local Administrator (AMS Permissions): ams [at] mcgill.ca (AMS Support)
ACC Coordinator (AUP): animalethics.review [at] mcgill.ca (Ethics Review Administrator)
New Researchers (Orientation): animal.qa [at] mcgill.ca (Quality Assistance Advisor)
Animal Facilities (Orders, Billing, Operations): CMARC AMS Support
The Neuro (MNI)
Local Administrator (AMS Permissions): ams [at] mcgill.ca (AMS Support)
ACC Coordinator (AUP): acc.mni [at] mcgill.ca (ACC Office (MNI))
Animal Facilities (Orders, Billing, Operations): gaudia.guerra [at] mcgill.ca (MNI Facility Operations)
Lady Davis Institute (SMBD JGH)
Local Administrator (AMS Permissions): LDI_FACC [at] ladydavis.ca (LDI ACC Office)
ACC Coordinator (AUP): LDI_FACC [at] ladydavis.ca (ACC Office (LDI))
Animal Facilities (Orders, Billing, Operations): yvhans.chery [at] ladydavis.ca (LDI Animal Operations)
Douglas Mental Health Institute
Local Administrator (AMS Permissions): guylaine.gadoury.comtl [at] ssss.gouv.qc.ca (Douglas ACC Office)
ACC Coordinator (AUP): guylaine.gadoury.comtl [at] ssss.gouv.qc.ca (ACC Office (Douglas))
Animal Facilities (Orders, Billing, Operations): guylaine.gadoury.comtl [at] ssss.gouv.qc.ca (Douglas Animal Operations)
Research Institute of the MUHC (Glen & MGH)
Local Administrator (AMS Permissions): ard.training [at] muhc.mcgill.ca (RI-MUHC (via ARD Training))
ACC Coordinator (AUP): facc.admin [at] muhc.mcgill.ca (ACC Admin (CUSM))
Animal Facilities (Orders, Billing, Operations): RI.AMS [at] muhc.mcgill.ca (RI AMS (CUSM))
Shriners Hospitals for Children
Local Administrator (AMS Permissions): ard.training [at] muhc.mcgill.ca (RI-MUHC (via ARD Training))
ACC Coordinator (AUP): facc.admin [at] muhc.mcgill.ca (ACC Admin (CUSM))
Animal Facilities (Orders, Billing, Operations): messer [at] shriners.mcgill.ca (Shriners Animal Operations)
Shared Housing
Shared Housing means housing/using animals at a site different from the approving site.
- Home site: site where the protocol is approved.
- Host site: site where animals are housed/used outside the home site.
- Sites: McGill University (MCGL-), MNI (MNI-), Lady Davis Institute (JGH-), Douglas (DOUG-), MUHC Research Institute (MUHC-), Shriners (SHRN-).
To arrange shared housing, contact the Host site’s Local Administrator with:
- PI name; Protocol number; Project code (account)
- Species; Strain
- Quantity, sex, age/weight, specifications
- Vendor name and catalog number (if applicable)
- Person responsible for the order; Animal Facility
Species & Strains
Species and strain lists were streamlined to reduce redundancy and support the breeding module. Species names align with CCAC’s Animal Use Data Form.
- Removed redundant strain variants (case/underscore variants).
- Removed genotype from strain names. Genes/Genotypes are managed separately (see below).
Reference resources: JAX, MGI, RGD, IMSR.
For missing/variant strain names vs your protocol, see the editor crosswalk:
Strain List for Protocol Editors
To add a new strain
- Follow the International Committee on Standardized Genetic Nomenclature for Mice guidelines.
- Submit the AMS Master Data Request Form.
Genotypes
Genotypes are managed separately and primarily used with the breeding module. You may specify genotype details when requesting a new strain and in the Additional Specification field of the order form.
Templates
Strain List for AUP Species Section – Template
Surgery List for AUP Study Segment Section – Template
Hazards List for AUP Safety and Hazards Section – Template
Definitions
ACO approval: Final administrative approval after Animal Compliance Office review following ACC review, Chair and Training Advisor sign-off, and verification (quorum, peer review, protocol number continuity, etc.).
Annual Review: Yearly update due each year of the 4-year cycle. An Annual Review tab appears with specific questions.
Attachment: Upload documents from within a protocol via the “Attachments” button, then “Apply to document.” A paperclip indicates attachments.
Catalog / Catalog (NG): Master lists feeding user choices. Prefer Catalog (NG) if available.
Check-out / Check-in: Required to edit documents in protected states. Use “Check-out” from the Action menu; “Save & Check-in” when done.
Closed: Do not use; it terminates the entire protocol file.
Compare version: Shows differences between versions (yellow section highlight; green additions; red strikethrough deletions).
Designated Member: Reviewer(s) selected by the ACC Coordinator (ACC members and relevant office reps).
Disapproved: Workflow status used to cancel a protocol or amendment.
Expiration: End of the 4-year protocol period.
ACC Administrative Review: Waiting for ACC action.
Filters: Views limiting lists (e.g., “In Progress,” “In Use”).
For my DM Review / For my signature: Reviewer/Chair/Training Advisor action queues.
For PI Revision (sent by ACC): Returned to PI for revisions.
In Progress / In Use: Filter presets for draft/in-review vs currently approved protocols.
Local Administrator: Site contacts who change settings and grant permissions.
Permissions: Functional access (e.g., Committee, Investigator).
Protocol Document: A single document (protocol, amendment, or Annual Review).
Protocol File: The folder containing all documents for a protocol; duplication starts a new 4-year cycle.
Publish (reviews): First comment in a section uses “Publish” to open the thread.
Status: Workflow state (Draft, Initiated, Approved, Amendment, Annual Review, For ACC Administrative Review, For PI Revision, Expired, For Signature, For ACO Approval, Terminated, etc.).
Version: The state of a protocol after each Annual Review and amendment.
Workflow: The path from draft to final approval via ACC, reviewers, PI revision, Chair/Training Advisor, ACO.
Known Issues
Pop-ups required: The software uses pop-up windows. If a click does nothing, your browser likely blocked the pop-up. Allow pop-ups for the AMS site in your browser.
Frequently Asked Questions
Are protocols still approved from the 1st of the month and expire at month-end?
No. A protocol is valid from its final approval date and ends 4 years minus one day. An Annual Review is due each year.
Can there be more than one amendment at the same time?
No. Only one amendment can be in draft/review at a time to prevent conflicts. Annual Reviews can include changes to any section.
Can I submit an amendment at the same time as the Annual Review?
No. Use the Annual Review to make needed changes; they will be highlighted for reviewers.
I changed a building/room and room types disappeared. Why?
Known issue. Re-enter room types before submitting to the ACC.
I click a link and nothing happens. Why?
Likely a blocked pop-up. Allow pop-ups for the AMS site. If fields are greyed out and buttons do nothing, “Check-out” the document from the Action menu, then “Save & Check-in” when done.
Can the ACC Coordinator edit my protocol?
Yes, upon request.
How do I add review comments as a committee member?
Open the protocol/amendment/Annual Review, click Review, enter comments per section and publish. When finished, mark the item “Done” as per local practice.
What happens if my protocol expired?
No further activities are allowed. Duplicate the protocol file to start a new 4-year cycle.
How do I switch roles?
You don’t. Functions appear based on permissions assigned by a Local Administrator.
How do I switch site?
Each site has its own URL (see AMS URLs).
Do I use my short username to log into AMS?
No. Use your institutional email and password.
I duplicated an expiring protocol and got a new number. Can I keep the old number?
At final approval, the old number replaces the temporary one if you provided the expiring number under “Project Continuance” (General Information tab). If omitted, contact the ACC Coordinator (pre-approval) or ams [at] mcgill.ca (AMS Support) (post-approval).
I duplicated a protocol but don’t see it. Where is it?
It appears under the In Progress filter (not In Use). Switch filters to find it.
How do I do a full renewal of an expiring protocol?
There is no “full renewal” form. Duplicate the protocol file under In Use, then switch to In Progress, update, include the old number under Project Continuance, and submit.
My pop-up selections don’t appear in the protocol. Why?
Most pop-ups require an additional “Apply” (e.g., “Apply current selection” or “Apply to protocol”) to copy choices into the main form.
What does the red/green arrow mean on the AUP homepage?
Indicates check-out state. Use the settings (gear/pencil) to show “Checked out by.” Green arrow indicates you checked it out.
Where can I find my Animal Certificate (annual approval letter)?
It is attached to the protocol file. Right-click the paperclip icon, choose “Edit Attachment,” and download the certificate.
How can I cancel an amendment or Annual Review?
Ask the ACC Coordinator to send it to For PI Revision (sent by ACC), then select Withdrawn from Workflow.