IACUC Application Login -How do I get access to the IACUC Application? Access to the IACUC Application and ARF Applications is granted by the IACUC through the following Web Form.
Protocols -How do I access a full copy of my animal protocol?
Click the protocol number under the "Active Protocols" heading to access the Current Version of the protocol.
Click the Supporting Documents tab.
Click the Printable Application Form link at the bottom of the tab window
Clicking Printable Application Form will open a full copy of your animal protocol in a new window. You can then print the protocol or, if you have Adobe Acrobat installed, create a PDF copy by selecting "Adobe PDF" as your printer in the print menu. If the Current Version is an annual progress report, the Printable Application Form will open a copy of the progress report followed by the full protocol. -What steps does a PI need to take to transfer or close animal protocols and Inter-institutional Agreements when leaving DFCI? Outgoing Principal Investigators (i.e., PIs who house animals at DFCI and who are leaving DFCI or their home LMA institution) are expected to close or transfer their active animal protocols and project-specific Inter-institutional Agreements as early as possible. This is particularly important when protocols will be transferred to a new PI because this process requires a major amendment and takes multiple weeks to finalize. During such a transfer, the outgoing PI remains the official PI of record until the major amendment to change the PI is approved by the IACUC.
Animal protocols that belong to outgoing PIs can remain active for as long as said PIs can reasonably continue to fulfill the responsibilities of the role, such as supervising the conduct of research. Outgoing PIs are expected to initiate protocol closure or transfer early enough to ensure that the applicable process is resolved before they can no longer fulfill the responsibilities of the role. Inter-institutional Agreements that belong to outgoing PIs can remain active as long as said PIs have funding through DFCI. Once funding is closed or transferred to a new institution, any Inter-institutional Agreements should be closed.
Guidelines on protocol and Inter-institutional Agreement closure/transfer follow:
Protocol Closure: Submit a Closure Form to the IACUC Office. Allow 1-2 weeks processing time. Note: the IACUC Office cannot close a protocol if any animals remain on that protocol.
Protocol Transfer: Using IACUC Online (the online protocol database), submit a major amendment to change the PI of your animal protocol(s). Allow 1-2 months for completion of IACUC review.
Inter-institutional Agreement Closure: Once all DFCI funding is closed or transferred to a new institution, email the IACUC Office to request Inter-institutional Agreement closure. Allow 1-2 days processing time.
Inter-institutional Agreement Transfer: Contact the IACUC Office to discuss. In most cases, it will probably not be necessary to transfer active Inter-institutional Agreements to a new PI; however, the IACUC Office can advise PIs on a case-by-case basis. If a transfer is truly warranted, allow 1 month for completion of IACUC review.
Animal protocols belonging to outgoing PIs that are not closed or transferred in advance may be administratively closed. In such cases, Grants & Contracts, the Institutional Official, the ARF, and potentially members of the PI's department (e.g., department chair) are notified. All research activities must cease, but the outgoing PI will remain responsible for any per diem costs. Finally, any animals that remain under the outgoing PI's protocols are transferred to the ARF holding protocol and final disposition of said animals is at the discretion of the IACUC and ARF. In general, Inter-institutional Agreements may remain active after a PI has left DFCI because the process of transferring funding can take time. If it is determined that an agreement belonging to an outgoing PI must be closed prior to transfer of funding, agreement closure would be reported to Grants & Contracts. Following agreement closure, the outgoing PI would no longer be able to use DFCI funds for that off-site project.
Amendments -How do I amend my animal protocol? Amendments are now grouped into two categories: Significant changes and Minor changes. Significant changes are those that will or may negatively impact animal health or welfare, will or may impact the safety of researchers and/or animal care staff, or have been categorized as significant by the Office of Laboratory Animal Welfare (e.g., change in PI). All changes previously categorized as Major Amendments and most changes previously categorized as Minor Amendments. Minor changes are those where administrative handling is permitted under animal welfare regulations (i.e., changes in personnel other than the PI) or where animal health and/or welfare is not impacted and include all changes previously categorized as Administrative Amendments and a few changes previously categorized as Minor Amendments. Significant changes, including those previously categorized as Major Amendments, no longer require a full protocol revision. Amendments can be submitted via SmartSheet using the following forms:
For guidance on what constitutes a significant vs. minor change, for questions about the new amendment forms, or for questions about the new animal protocol amendment policy, please contact the IACUC Office ([email protected]): -Can I submit a minor amendment while my protocol is going through a 3-year rewrite or major amendment? Except for changes in personnel (other than the PI), the IACUC generally will not approve minor amendments to protocols where a full submission (e.g., 3-year rewrite, major amendment) is under IACUC review. All minor amendments are reviewed on a case-by-case basis, however, and exceptions may be made in emergencies. Please see policy IACUC07 for more details. Funding -Where can I find a description of DFCI's veterinary care plan for my grant? A description of DFCI's veterinary care plan is provided under the grant section of the IACUC website. -When do I need to notify the IACUC of a change in funding for an onsite or offsite animal study? Any change in funding must be reported to the IACUC before funds are used to pay for animal use. This is particularly important when federal (PHS/NIH, DOD) funds will pay for animal use. "Onsite" refers to any animal study conducted at DFCI and "offsite" refers to any animal study conducted outside DFCI, whether at a contract facility or a research institution. For offsite studies, please note that the DFCI IACUC only needs to be notified of a change in funding when DFCI funds will pay for animal use. -Why do I need to report changes in funding to the IACUC? The IACUC treats all animal use the same, regardless of funding source. This approach is recommended strongly recommended by animal regulatory agencies because it encourages consistent standards for animal care and use. In addition, some funding agencies (PHS/NIH, NSF, the Komen Foundation, LLS, and AACR) expect the IACUC to review their awards against the animal protocols those awards support. For PHS/NIH grants in particular, this review addresses a specific regulatory requirement. The IACUC cannot complete the review unless it receives advance notification of funding changes. Accordingly, investigators are asked to keep the funding sources on their DFCI animal protocols and Inter-institutional Agreements up-to-date and to notify the IACUC when a DFCI funding source will pay for a new animal project at or outside DFCI. -How do I report a change in funding to the IACUC? To report a change in funding, please answer the following questions and email your response to the IACUC office ([email protected]): Add a funding source to an approved DFCI animal protocol or Inter-institutional Agreement
Is DFCI the prime awardee for the funding source?
Who is the PI of the funding source?
What are the proposal/award number (if applicable) and title of the funding source?
What is the name of the funding agency?
Is this a federal agency?
Remove a funding source from an approved DFCI animal protocol or Memorandum of Understanding (MOU)
What is the name of the funding source, as it appears on the protocol?
To request a Memorandum of Understanding (MOU) for a new animal study that will be conducted outside DFCI using DFCI funds, please submit the following documentation:
Processing time for a funding change on an approved DFCI animal protocol or MOU is typically 1-3 days. Processing time for a new MOU varies depending on the responsiveness of the offsite facility but can range from 2 weeks to 1 month or more. Please make sure to notify the IACUC well in advance when you plan to start a new animal study at an offsite facility.