Reports and Recordkeeping
Annual Reports to OLAW
Each year, institutions submit a report to OLAW that includes:
The reporting period is the calendar year (January 1 - December 31) and the annual reports are due the end of the following month (January 31).
Additional information on the annual reporting requirement and a sample document can be found on the Annual Report to OLAW webpage.
Annual reports should be signed by the IO and the IACUC Chairperson and faxed to 301-451-5672 or e-mailed to email@example.com.
Reporting Noncompliance, Guide Deviations, and Suspensions
Circumstances that must be reported to OLAW by the IO, without delay, are:
NIH Guide Notice NOT-OD-05-034 provides examples of reportable situations, situations that don't normally need to be reported, plus guidance on when and what to report.
In some cases, it may be necessary to submit a preliminary report until an investigation and corrective plan have been completed. Preliminary reports can be made by calling the Division of Compliance Oversight at 301-594-2061 or by fax to 301-480-3387 or e-mail to firstname.lastname@example.org.
A final report should include a detailed explanation of the situation and actions taken. Final reports must be signed by the IO and sent to the Division of Compliance Oversight by fax to 301-480-3387 or by e-mail in PDF format to email@example.com.
OLAW guidance on reporting can be on the Reporting Noncompliance webpage and under the Topic Index.
Maintaining IACUC Records
The institution is responsible for maintaining these records:
- Assurance approved by OLAW;
- minutes of IACUC meetings;
- records of IACUC attendance, activities, and deliberations;
- documentation of protocols reviewed by the IACUC and proposed significant changes to protocols, and whether approval was given or withheld;
- report of semiannual IACUC evaluations and recommendations to the IO, including minority views; and
- accrediting body determinations.
All records are to be kept for a minimum of 3 years, with the exception of records that relate directly to protocols which must be kept for the duration of the activity and for an additional 3 years after completion of the activity.
Records documenting such activities as the provision of adequate veterinary care, training, and occupational safety, are expected to conform with the recommendations of the Guide and with commonly accepted professional standards.
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