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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 triennial review. Submissions for triennial review are processed as soon as possible, despite when they are submitted, in order to allow sufficient time for the complete review and any possible questions from the Committee.

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

Urgent Requests:

Please notify the ARC administrative 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:

Please contact the ARC administrative staff if your funding agency requires formal IACUC approval for the use of animal tissues.

Contact a Veterinarian!

If you are planning to submit a new protocol to the ARC or proposing activities with a new species, we encourage you to contact a vet ahead of time. The DLAM veterinary staff are 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, 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, faculty and staff should email Occupational Health (MHQOHFQuestions@mednet.ucla.edu). Student inquiries should be directed to the Arthur Ashe Student Health & Wellness Center (asheimmune@ashe.ucla.edu).

Withdrawn and Closed Protocols

The ARC manages over 900 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 act within the timeframe specified in the notices, and your protocol is subsequently withdrawn or closed, the ARC cannot reverse this action. Therefore, please ensure that you contact the ARC administrative staff as soon as possible, before the protocol is withdrawn or closed, to request any needed extensions.