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ARC Protocol Expiration:

Federal regulations require that animal activities be conducted only under an IACUC (ARC) approved protocol. As such, a lapse in ARC approval for ongoing research is a serious matter that must be avoided. You may not conduct animal activities following a lapse in ARC approval, and any costs incurred to maintain your animals during the lapse must come from a non-federally funded source. (Exceptions to the use of federal funds for maintenance are granted by the NIH on a case-by-case basis. Please see the NIH Guidance Document “NIH Policy on Allowable Costs for Grant Activities Involving Animals when Terms and Conditions are not Upheld” web page for more information.)

Once you receive your first expiration warning notice (90 days prior to expiration), you should begin preparing your protocol for continuation or renewal. If you are not requesting any changes at the time of continuation, the OARO may hold the review of your protocol until one month prior to the expiration date, in order to avoid losing time on your current approval period. If your application includes additions, the ARC assumes that you want these changes implemented immediately and will process your review as soon as possible, regardless of how far in advance of the expiration date the continuation is submitted. Renewal applications are processed as soon as possible, despite when they are submitted, in order to allow sufficient time for the complete re-review and any possible questions.

Please contact the OARO staff if you have any questions about when to submit your protocol.

Urgent Requests:

Please notify the OARO staff immediately of any urgent requests, including funding deadlines. This will allow staff to prioritize their workload. Please limit special requests to only those matters that are indeed urgent.

Tissue Sharing:

The ARC Policy on Tissue Sharing Requirements clarifies that, in most cases, a Tissue Sharing Form may be submitted to the OARO in lieu of formal ARC approval, when tissue is obtained from another source that does not involve an increase in animal numbers or changes to existing approved procedures. Exceptions are listed on the OARO website Tissue Sharing Requirements web page.

If your funding agency requires formal IACUC approval for the use of animal tissues, the ARC requests that a tissue sharing protocol be submitted using the online Research Application Tracking System (RATS).

Contact a Veterinarian!

If you are planning to submit a new protocol to the ARC or adding new experiments to an existing protocol, please contact a vet. The DLAM veterinary staff already pre-review your applications before they go to the ARC, but they are also available for consultation while you are planning your experiments and writing your protocol. Calling a vet can save you precious time by providing an opportunity to discuss what you need to do and why you need to do it before you submit your protocol to the ARC. To contact a vet, please check the DLAM website for a listing of services.

Medical History Questionnaire (MHQ):

University policy requires that all personnel who will handle animals or animal tissues, or who will have access to any vivarium facilities, submit a Medical History Questionnaire (MHQ) to the Occupational Health Facility on an annual basis. This form is available online at UCLA Online Medical History Questionnaire website.

For questions about the MHQ, please contact Janice Yoo at the Occupational Health Facility (x56771 or jkyoo@mednet.ucla.edu).

Withdrawn and Closed Protocols

The OARO manages over 1000 protocols for over 450 PIs both on- and off-campus and utilizes RATS to send automated reminder notices for protocol expirations and pending correspondence. If you receive reminder notices but do not take action within the timeframe specified in the notices, and your protocol is subsequently withdrawn or closed, the OARO cannot reverse this action. Therefore, please ensure that you contact the OARO staff as soon as possible, before the protocol is withdrawn or closed, to request any needed extensions.

For more suggestions for facilitating ARC review of your protocol, please see the Applications web page.