FAQ

Who do I contact if I have questions regarding the Office of Animal Welfare or the IACUC at WVU?

You can contact the Director, Office of Animal Welfare, Tony Munn, the IACUC Administrator, Lauren Burhans, Ph.D., in the Office of Animal Welfare or the IACUC Chair, Dr. Peter Mathers, Associate Professor in the School of Medicine.

Who do I contact if I have questions regarding clinical / veterinary issues with my research laboratory animals?

You can contact the Attending Veterinarian, at (304) 293-2722, or the Clinical Veterinarian, at (304) 293-3737 or OLARvetstaff@hsc.wvu.edu, in the Office of Laboratory Animal Resources.

What is the PHS Animal Assurance Number?

The PHS Animal Assurance Number is D16-00362 (A3597-01). The current approval period for the assurance is March 15, 2021 to February 28, 2025.

Is the Animal Care and Use Program at WVU Accredited by AAALAC International?

Yes. 

The biomedical program's (including Robert C. Byrd Health Sciences Center, Rockefeller Neurosciences Institute and Eberly College of Arts and Sciences) AAALAC International accreditation number is 1646.

The Davis College agricultural Research, Education and Outreach Center's AAALAC International accreditation number is 1957.

Who can be listed as PI on an IACUC protocol?

The person listed on a protocol application as Principal Investigator (PI) must be a faculty member of WVU (usually with an academic appointment) or senior staff with IACUC consent. Students may not serve as a Principal Investigator and must have faculty sponsorship.

Persons between the ages 14-17, working/volunteering in laboratory areas must follow the Minors working with Animals in Laboratory IACUC Policy (PDF) and the Child Protection University Policy.

Where do I get a protocol form?

From the WVU IACUC web page: Protocol Submission. The protocol forms change from time to time due to changes in IACUC policies or federal regulations. We do not accept protocols on expired forms, so be sure to ALWAYS download and use a new copy every time you submit a protocol.

I need to amend my IACUC protocol to add/change procedures / personnel / animals.

An amendment to the protocol must be submitted. See the amendment instructions for submitting amendments to protocols on the Protocols page. Please note that even MINOR changes MUST be approved via submission of an amendment.

What is VVC for my amendment?

Veterinary verification and consultation (VVC) is a method for verifying that an update to a previously approved protocol is consistent with previously approved IACUC references. It allows a veterinarian to confirm a change does not require further review by the committee. It may not be used to add a new procedure that was not previously approved on the protocol.

Can I use VVC for my amendment?

The Office of Animal Welfare will help determine if a change to your protocol can be approved using VVC. The types of refinements that are usually eligible include:

• Changes in anesthesia, analgesia, sedation or experimental substances. Additions of non-pharmaceutical grade substances are NOT eligible.
• Changes in the euthanasia method.
• Changes in procedures, excluding survival surgery, which do not require changes in methods or materials.
• Change in method (type) of procedure (limited by IACUC-predetermined congruence). The objective of the procedure must remain the same.

What types of experiments need IACUC approval?

WVU requires IACUC approval for all work involving direct interaction with live vertebrates.

Do I need an IACUC protocol to use dead animals or animal parts?

If the animals are specifically euthanized for your purposes, then you may need a protocol. If you are obtaining animals or tissue that were already dead (rat livers from another laboratory, steaks from the supermarket, game from DNR) then you do not need an IACUC protocol. However, all work with wild mammal tissue needs a Biosafety protocol.

Why is my protocol receiving a Pre-review?

All submissions undergo an administrative pre-review of essential components. The pre-review includes, but is not limited to, a review of the following components within the protocol: Lay summary, Verification of Personnel Training and Qualifications, Animal Use Location, Description of Animal Use and Surgery, etc.

What is a Protocol / Grant Congruency Evaluation?

Grant congruency review is an evaluation of a grant award/proposal compared to the associated IACUC protocol to ensure consistency in the research activities that will be conducted on animals. This evaluation may include the scope of work, species, numbers, agents, procedures, and euthanasia methods.

How long does it take to get IACUC approval?

Protocols are reviewed through rolling reviews via the designated member review (DMR) process or at monthly IACUC meetings via the full committee review (FCR) process. It may take 1- 6 weeks to get IACUC approval for a protocol or an amendment.

When are the IACUC meetings, and when is the deadline for submitting protocols?

IACUC meetings are usually held the first Wednesday of every month. The deadline to submit a protocol for a full committee review (FCR) is the 15th of the month prior to the IACUC meeting.

However, most protocols are reviewed via designated member review (DMR) and are therefore reviewed on a rolling basis. You can submit your DMR eligible submission at any time.

What happens if my protocol expires?

You should cease all animal work immediately. Any animals that were a component of the expired protocol will need to be transferred to another active protocol of similar studies, transferred to a holding or maintenance protocol, or humanely euthanized.

What kind of IACUC training is required?

Everyone working with animals must receive basic regulatory training, as well as procedural and species-specific training. Regulatory training, which requires renewal every three years, is completed through CITI. Undergraduate students require renewal of training every five years through CITI.

How can I change my affiliated institution or transfer my completed courses from CITI?

1. From the Courses Page click on the link "Add Institutional Affiliation".
2. Type and choose the correct institution from the search box.
3. Confirm you have selected the right institution and agree to the Terms and Conditions.
4. Answer the member information questions required by your newly affiliated institution and enroll in the course(s) required by your newly affiliated institution.

If you would like to receive credit for modules previously taken, there are several requirements that must be met:

1. To transfer course credit between institutions, you will need to be affiliated with both institutions (your previous institution and your new institution).
2. When you are affiliated with both institutions, enroll in the courses that need to be transferred. You will need to enroll in the same stage of the course (Basic / Refresher) for a proper transfer to occur.
3. ​Each institution determines the time frame in which modules are transferable. This time frame can span any time between 1 and 10 years. Some institutions opt out of this option and do not allow modules to transfer.

Species-specific and procedural training is also required for all personnel.

What training documentation do I need to maintain?

Training documentation for regulatory training is maintained in the OAW within Office of Research Administration. All protocol/procedural specific training must be kept by the laboratory/PI.

Species-specific and procedural training is also required for all personnel. All protocol/procedural specific training must be kept by the laboratory/PI. Training Record Log (XLSX) & Individual Training Record (PDF).

What is the Occupational Health Program?

Any person working with animals must complete the Occupational Health Questionnaire annually. This ensure that personnel at WVU coming into contact with animals are monitored medically. If you complete the survey and are NOT cleared, it is imperative that you contact WVU Occupational Medicine (304) 293-3693 OR call Well WVU (Student Health) (304) 293-2311, if you are a student, before you can be added to a protocol.

Where can I find the recommended signage for my animal use area?

How do I report an animal welfare concern?

Animal welfare issues include known or perceived issues of animal abuse or misuse. Compliance violations include failure to follow any legal or ethical rules, policies and procedures applicable to the care and use of animals in research and teaching.

You can contact the IACUC chair, the Attending Veterinarian, the Office of Animal Welfare or any senior member of the Animal Care and Use Program.

For complete anonymity, file a report through WVU’s portal to Ethics Point.

How do I report an Adverse Event or Unexpected Outcome concerning my study?

An adverse event or unexpected outcome is defined as any unfavorable or unanticipated outcome that results in or causes the welfare of an animal or animals to become compromised. Please review Reporting Adverse Events/Unexpected Outcomes Policy (PDF) and contact IACUC@mail.wvu.edu to request an Adverse Event Form, if necessary. 

Does OAW have Davis College REOC forms?

You can find some Davis College REOC forms, as well as OLAR forms on our Protocols page.

Does OLAR have a website?

Yes. Please visit OLAR for their training information, forms, service rates, etc.

My grant is for five years, but the protocol says that I can only get approval for three years. How do I get an extension?

The three-year limit on animal protocols is explicitly stated in the Federal Policies (PHS Policy at IV.C.5.). Extensions cannot be given for any reason. You must have the IACUC complete a de-novo review of the protocol.

Why did it take two months to get my protocol approved?

The most common factor that delays approval is that the IACUC decides that the protocol needs revision. Approval will not be granted until these concerns are satisfactorily addressed. The IACUC, the Chair, the veterinarians, and the Office of Animal Welfare staff are all willing to advise you on preparing your protocol to avoid these delays. We cannot anticipate everything that might arise in the committee meeting, but we can always identify the major problems. Ask for help!

When are IACUC inspections?

The IACUC conducts announced on-site inspections and evaluation of animal facilities and surgical areas at least every six months. Researcher laboratory areas where animal procedures are performed (e.g. behavior testing, substance administration, euthanasia, etc.) are also inspected on a routine basis.

Inspections are typically between March-April for the spring schedule and October-November for the fall schedule.

What is Post-Approval Monitoring (PAM)?

Post-Approval Monitoring is our process by which the IACUC can ensure that research staff are following their approved protocols and are in compliance with the regulations and our guidelines. The PAM program is meant for the IACUC to effectively establish improved communication and collaboration with the investigators. This will result in improved animal welfare and research implementation.

How often will I receive a PAM visit?

Visits can be scheduled approximately once every 2-3 years for your lab or the term of a protocol.

How do I login to the IACUC SharePoint system (IACUC Members only)?

You can log in to the IACUC Sharepoint using your WVU MyID and password as your credentials. Please note that you must be given access to be able to login.