Semiannual Program Review

Date adopted: October 4, 2005

Last updated: August 6, 2014

The Public Health Service [(PHS), PHS policy IV.B.1-8] and the United States Department of Agriculture [(USDA), Title 9, Chapter 1, subchapter A-Animal Welfare] mandate that The University of Montana Institutional Animal Care and Use Committee (IACUC) review the institution's program for the humane care and use of animals at least once every 6 months. The PHS and USDA policies require use of The Guide for the Care and Use of Laboratory Animals (The Guide) and Title 9: Code of Federal Regulations, chapter 1, subchapter A-Animal Welfare, respectively, as standards for evaluation.

A report of the findings of semiannual IACUC program reviews must be reviewed and approved, minority opinions noted, and deadlines for deficiencies established by the IACUC. A copy of the final report must be provided to the Institutional Official.

Policy Procedure

  • Program reviews
    • Timing
      • Minimum of once every 6 months
      • May occur independently of semiannual facility inspections
    • Program review team
      • Must consist of at least 2 IACUC members (Animal Welfare Regulations)
      • Participation of Compliance Officer [appointed and supervised by the Institutional Official (IO)], Attending Veterinarian (AV), and IACUC Coordinator is recommended when possible
      • No IACUC member may be excluded should he/she wish to participate
    • Checklist
      • A blank checklist will be used to guide IACUC members during program reviews and will be reevaluated semiannually by the IACUC Coordinator to ensure compliance with all federal, state, and institutional guidelines.
      • One week prior to the review, the IACUC Coordinator should provide members of the program review team with a copy of the previous program review findings for reference.
      • Checklist templates available
  • Program review reports
    • Internal institutional program review reports
      • Components
        • Written draft report of program review findings compiled by IACUC Coordinator and distributed to IACUC 
        • Deficiencies identified by the program review designated as minor or significant in the draft report. Proposed correction dates for items in both categories, reached in consultation with the IACUC Chair and AV, included.
        • The report must describe the institution's adherence to the following federal guidelines and identify any deviations from them:
          • Animal Welfare Regulations
          • PHS Policy
          • The Guide
        • Minority views included in the final report.
        • Final report signed by a majority of the IACUC.
        • IACUC-approved report forwarded to IO.
      • Review by the IACUC
        • Revisions or corrections sent to IACUC Coordinator 
        • Revised draft of report distributed to IACUC 
        • Discussion, revision and approval of report and deficiency correction deadlines
      • Recordkeeping
        • Written copy of final report forwarded to IO
        • Final report kept on file for a minimum of 3 years
        • Final report posted on password-protected web site
    • External reporting
      • Annual reports to OLAW are filed by January 31 of the year following the reporting year and include the dates of program reviews.
      • Significant deficiencies (defined as those that may be a threat to animal health or safety) discovered during program reviews must be reported to the appropriate agencies (OLAW, USDA, AAALAC) and funding units after the program review.
    • Compliance monitoring
      • The IACUC Coordinator will forward an updated deficiency correction log on a monthly basis to the IACUC until all deficiencies are corrected.
      • Inability to meet significant deficiency correction deadlines within 15 days of the lapsed deadline must be communicated by the IACUC Chair on behalf of the IACUC through the IO to appropriate regulatory and funding agencies.