Research with Animals: Animal Care Committee-Terms of Reference

The Animal Care Committee at the University of Waterloo is a constituted committee of the Senate Graduate and Research Council, and reports directly to the Vice-President, University Research. The Animal Care Committee operates to fulfil the University’s legal and ethical responsibilities concerning the use of live, non-human vertebrate animals (hereafter referred to as animals) in research and teaching. The Animal Care Committee also is empowered to ensure that the quality and operation of the University of Waterloo’s animal housing facilities, and the care and use of animals in research and teaching are in accordance with national, provincial, and institutional guidelines and regulations. The guidelines are those established by the Canadian Council on Animal Care and by the University of Waterloo; the regulations are those under the Province of Ontario Animals for Research Act. Other professional and ethical codes and guidelines are consulted as needed.

The jurisdiction of the Animal Care Committee extends to all teaching and research activities involving live non-human vertebrate animals conducted on or off-campus by University of Waterloo faculty, post-doctoral fellows, graduate and undergraduate students and staff.

Four faculty members with expertise in animal research normally selected as follows: one from Kinesiology or Health Studies/Gerontology, and one from each of Biology, Optometry and Pharmacy
One faculty member with expertise in statistical methodologies from Statistics and Actuarial Science
One faculty member who is not involved in research with animals
Two persons from outside the University who will represent the interests and concerns of the community with no affiliation with the institution (i.e., community members)
One consulting veterinarian, preferably with training and experience in laboratory animal medicine
One animal health technician from each animal facility
One instructor or lecturer whose course involves use of animals
Two graduate student members who have current or prior animal research experience and/or experience as a teaching assistant in animal laboratories
Director, Office of Research Ethics (ex-officio)
Safety Officer, Safety Office (ex-officio)
Animal Research Ethics Coordinator (ex-officio)

* other persons may be co-opted as required

3.1 The Chair of the Animal Care Committee (Committee) is appointed by the Vice-President, University Research, in consultation with the Director, Office of Research Ethics (Director, ORE) from among the members of the Committee.

3.2 The members of the Committee (except ex-officio) are appointed by the Vice-President, University Research on the recommendation of the Director, ORE, and the respective Faculty Deans.

3.3 Each member of the Committee will serve for a three year term. This term normally is renewed once. The exceptions to this are the Director, ORE; the Consulting Veterinarian; the Animal Research Ethics Coordinator (Coordinator); and the Animal Health Technicians (AHTS) all of whom serve for indefinite terms.

3.4 The Coordinator, on behalf of the Director, ORE, shall serve as Secretary to the Committee.

3.5 All members of the Committee are full voting members (except the Coordinator).

4.1 The Committee normally will meet eleven times per year. Additional meetings may be called as necessary.

4.2 For the meeting to proceed, a quorum (i.e., 50% of the membership plus one) must be present. The quorum includes the consulting veterinarian and at least one of the community members.

4.3 Detailed Minutes of each meeting will be taken outlining Committee discussions, decisions and recommendations for revisions with respect to each protocol under review as well as procedural and other issues related to the care and use of animals at the University of Waterloo. Decisions are reached using a consensus model. A copy of each set of Minutes will be distributed to each Committee member. A copy will also be provided to the Vice-President, University Research.

4.4 In addition to meetings, members of the Committee will conduct, at least annually, one site visit to each of the animal facilities. The Director, ORE, either independently or with the consulting veterinarian, the veterinary inspector from the Ontario Ministry of Agriculture, Food and Rural Affairs, or a subset of the Committee will conduct site visits to each facility on a more regular basis. The observations from every inspection tour, together with any recommendations and/or commendations, will be discussed at the subsequent Committee meeting and included in the Minutes. A report will be provided to the administration of each animal facility as required.

The Animal Care Committee has responsibilities in the following areas:

5.1 Ethics Review Mandate

5.1.1 all research or teaching activities involving animals may not begin, or animals may not be acquired, without prior ethics review and approval of a written animal use protocol. The content of the animal use protocol must comply with that recommended by the CCAC. The ethics review and approval process, which is conducted by the Committee, ensures that all protocols comply with the requirements of the Canadian Council on Animal Care, the Animals for Research Act and the University of Waterloo Guidelines for the Care and Use of Animals in Research and Teaching.

5.1.2 procedures will be established for the submission, consideration, approval or disapproval of animal research and teaching protocols.

5.1.3 all research and teaching projects involving animals will be reviewed to determine that the proposed procedures are in accord with relevant legislation (Animals for Research Act) and guidelines (Canadian Council on Animal Care and University of Waterloo) and that complete, accurate and current records of the protocols and review process will be kept. The decision of the Committee, and any required revisions, will be communicated in writing to the respective researchers and a follow up mechanism will be identified to ensure that the required revisions are received.

5.1.4 all modifications to approved protocols will be reviewed and approved and complete, accurate and current records of the modifications and the review process will be kept. Review of modifications is normally done by a sub-committee comprised of a researcher (ACC Chair); the Director, ORE; and the consulting veterinarian and a community member. Details related to these modifications are presented to the full Committee at the next meeting and included in the Minutes of the meeting.

5.1.5 all approved protocols will be reviewed and approved on an annual basis and complete, accurate and current records of renewals of approval and the review process will be kept. Annual review of renewal protocols is normally done by a sub-committee comprised of a researcher (ACC, Chair); the Director, ORE; a community member; an Animal Health Technician; and the consulting veterinarian at a meeting immediately prior to the monthly ACC meeting. A verbal report is provided to the full Committee and included in the Minutes of the meeting.

5.1.6 a complete animal use protocol will be submitted for all ongoing research after use of three consecutive annual renewal protocols.

5.1.7 once approved an animal use protocol will be monitored through-out its life by an active post approval monitoring process as outlined in an ACC standard operating procedure titled Post-approval Monitoring of Ongoing Research Involving Animals.

5.2 Scientific and Educational Merit Review Mandate

5.2.1 all protocols involving the use of live, non-human vertebrate animals will undergo peer review for scientific or educational merit prior to undergoing ethics review and approval through the ACC.

5.2.2 all non-funded and non-externally peer-reviewed research projects involving live, non-human vertebrate animals will undergo prior review for scientific merit as per 5.2.1. This includes pilot research and contract or grant research. Protocols that are grant-funded and undergo scientific merit review as part of the peer review process established by the granting/funding agency, are not required to undergo additional scientific merit review at the University of Waterloo.

5.2.3 projects conducted as undergraduate or graduate level course or laboratory assignments must undergo prior review for educational merit.

5.2.4 the ACC itself does not conduct either scientific or educational merit review for non-funded, non-externally reviewed projects. However, the ACC is responsible for ensuring that information about the requirements for scientific or educational merit review is communicated to researchers. It oversees the establishment of appropriate procedures for this process at the Department or Faculty level.

5.2.5 the scientific or educational merit review process(es) will be conducted prior to the ethics review process and a Certificate of Scientific or Educational Merit will be completed, signed and appended to the ethics review application to which it refers.

5.3 Animal Welfare Mandate

5.3.1 any objectionable procedure considered to result in an animal experiencing unnecessary distress or pain will be stopped by the consulting veterinarian on behalf of the ACC.

5.3.2 any use of animals for purposes other than those already approved or use of non-approved procedures will be stopped by the consulting veterinarian on behalf of the ACC.

5.3.3 any animal that is in pain or distress that cannot be alleviated will be humanely euthanized by the consulting veterinarian on behalf of the ACC.

5.3.4 adequate veterinary care is provided to all animals regardless of the stage in lifespan, and that access to veterinary care is available in cases of injury, illness or surgery.

5.3.5 a set of standard operating procedures will be developed, and reviewed on a regular basis, for animal husbandry, facility and equipment management, alleviation for pain or distress, proper and effective use of anaesthesia and analgesia, pre and post-operative care and monitoring, procedures for euthanasia, and other topics as required.

5.3.6 a copy of the standard operating procedures will be available to animal health technicians, animal researchers and course instructors and these procedures will be implemented and regularly reviewed.

5.3.7 a crisis management program will be developed for the animal facilities and the animal care and use program, in conjunction with the University’s general institutional crisis management plan.

5.4 Animal Care Facility Mandate

5.4.1 animals are housed or maintained only in areas that have been inspected and approved for this purpose.

5.4.2 all animal facilities are inspected by the ACC on an annual basis at a minimum, to ensure that the facilities and animal care provided within meet provincial and federal standards.

5.4.3 the level of security in the animal facilities is adequate for the protection of the animals housed therein and personnel working with animals, and this is reviewed on a regular basis.

5.4.4 reports and recommendations in regard to necessary development/improvements, maintenance and use of the animal facilities are provided to departmental administration which oversees each facility.

5.5 Education Mandate

5.5.1 on-going educational programs consistent with the Canadian Council on Animal Care guidelines on: institutional animal user training are provided for all personnel who will handle animals (i.e. principal investigators, course instructors, post doctoral fellows, research and technical staff, graduate and undergraduate students) on issues related to the proper care and use of animals in teaching and research, including but not limited to, the ethics of animal experimentation, species-appropriate anaesthesia and analgesia, aseptic surgical techniques, establishment of humane endpoints, surgical monitoring, species-appropriate euthanasia methods and legislation applicable to laboratory use and care.

5.5.2 all personnel (i.e. principal investigators, course instructors, post doctoral fellows, research and technical staff, graduate and undergraduate students) engaged in the care or maintenance of animals will be adequately trained and qualified, and encouraged to attend in-house or external continuing education opportunities as appropriate.

5.5.3 liaison occurs with the academic community to ensure researchers and instructors receive current information pertaining to provincial regulations and federal guidelines as well as current institutional policies and practices.

5.5.4 liaison occurs with, and recommendations are made as needed to, appropriate committees within the University so that information can be provided to the general public on matters concerning animal welfare and research and teaching activities involving animals at this University.

5.5.5 liaison occurs with, and recommendations are made as needed to, appropriate committees within the University so that the safety and security of both the animals and persons involved with the animals are ensured.

5.5.6 use of alternatives to animals in teaching and research activities will be encouraged wherever possible.

6.1 the Animal Use Data Form is accurately completed and submitted on an annual basis and by the required date to the Canadian Council on Animal Care.

7.1 Reconsideration or Informal Appeal

A researcher or instructor who is in disagreement with the ethics review feedback and/or decision of the ACC on his/her research project/program involving use of live, non-human vertebrate animals may request reconsideration of this decision in writing to the ACC. The reconsideration request with any additional supporting documents will be sent to the Director, ORE, who will bring this to the attention of other members of the ACC for discussion at the meeting immediately following receipt of the reconsideration request. The ACC will review the written document and any additional supporting materials provided by the researcher. An informal meeting may be called between the ACC and the researcher to further discuss the matter. Following consideration of all additional information, the ACC will reach a decision as to whether or not the additional information/explanation provided by the researcher will result in a change in the ACC’s decision. Every attempt will be made by the ACC in consultation with the researcher to reach a resolution by informal means.

7.2 Formal Appeal

In the event that a resolution of the matter has not been reached through the reconsideration process the researcher will refer the matter to the Vice-President, University Research, for opinion and decision. The Vice-President, University Research, will review documentation provided by the ACC and the researcher, and will consult with others as required, including but not limited to, members of the ACC the researcher, and the Canadian Council on Animal Care. Subsequently, the Vice-President, University Research, will issue a decision on the matter in writing with copies to the researcher and ACC. This decision will be final.

Animal Care Committee, Revised March 2010, April 2011
Vice-President University Research, Approved March 2010, April 2011, November 2011

Animal Care Committee Terms of Reference

1.0 Preamble

2.0 Membership of the Animal Care Committee

3.0 Terms of Office of the Animal Care Committee

4.0 Frequency of Meetings of the Animal Care Committee

5.0 Responsibilities and Duties of the Animal Care Committee

6.0 General

7.0 Reconsideration and Appeal Mechanisms Associated with the Animal Care Committee's Decisions