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Annual Reports

The 21st Century Cures Act Working Group identified harmonizing the OLAW and USDA annual reporting schedules as an opportunity to decrease administrative burden. The reporting period for the Annual Report to OLAW has been harmonized with that of USDA.

The reporting period is now October 1 – September 30 of each year and must be submitted to OLAW by December 1.

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Policies and Laws

Policy and laws image

PHS Policy IV.F.1.: "At least once every 12 months, the IACUC, through the Institutional Official, shall report in writing to OLAW:

  1. any change in the institution’s program or facilities that would place the institution in a different category than specified in its Assurance (see IV.A.2. of this Policy);
  2. any change in the description of the institution’s program for animal care and use as required by IV.A.1.a.-i. of this Policy;
  3. any changes in the IACUC membership12; and
  4. notice of the dates that the IACUC conducted its semiannual evaluations of the institution's program and facilities and submitted the evaluations to the Institutional Official."

PHS Policy IV.F.2. "At least once every 12 months, the IACUC, at an institution which has no changes to report as specified in IV.F.1.a.-c. of this Policy, shall report to OLAW in writing, through the Institutional Official, that there are no changes and shall inform OLAW of the dates of the required IACUC evaluations and submissions to the Institutional Official."

The requirement for Annual Reports stems from the HREA Section 495.(b)(3)(C)(ii) but the details for implementation of the law are clarified in the PHS Policy IV.F.1-2. Assured institutions are required to follow the PHS Policy.

Health Research Extension Act Sec. 495.(b)(3)(C) "Each animal care committee of a research entity shall, for each review conducted under subparagraph (A), file with the Director of NIH at least annually

  1. A certification that the review has been conducted…

Reports filed under subparagraph (C) shall include any minority views filed by members of the committee."

A pole with three signals: guidance, assistance and support

Guidance

Notice NumberDescriptionDate
NOT-OD-23-004Reminder: Annual Reports to the Office of Laboratory Animal Welfare due December 1, 2022October 3, 2022
NOT-OD-20-109Notice of Update to the Reporting Period of the Annual Report to OLAWMay 21, 2020

Quick References

Reporting period and due date

The reporting period is the federal fiscal year, October 1 to September 30, with the Annual Report due on or before December 1 (but no earlier than September 30).

Reporting PeriodDue Date
October 1 - September 30December 1 

 

Download the Annual Report form

For instructions and sample forms and click here.

 

How to submit

E-mail the signed annual report in PDF format to olawarp@mail.nih.gov by December 1 (but no earlier than September 30).

Resources

FAQs

FAQ C.1 What is the Annual Report to OLAW and when is it due?

The Annual Report is a document prepared by the IACUC and submitted to OLAW through the Institutional Official. It describes any changes in the institution’s program of animal care and use, AAALAC International accreditation status, changes of Institutional Official and in IACUC membership, the dates that the IACUC conducted its semiannual evaluations of the program and facilities, and any minority views.

Descriptions of program changes should be comprehensive and in sufficient detail to replace information in the currently approved Assurance. If there are no changes, then a statement to that effect must be provided. Annual Reports must represent the consensus of the IACUC and include any minority views filed by members of the IACUC. 

The Annual Report to OLAW reporting period and Annual Report deadline changed in 2020 to harmonize with the USDA reporting period. Beginning in 2021, the reporting period for the Annual Report to OLAW is the Federal fiscal year, October 1 to September 30, with the Annual Report due on or before December 1 (but no earlier than September 30).

To learn more and for the Annual Report form, see the Annual Report to OLAW.

Webinars

Webinar LinkWebinar Date
Update to the Reporting Period of the Annual Report to OLAWJune 11, 2020

Questions?

Call (301-496-7163) or e-mail (olaw@mail.nih.gov) OLAW for answers to your questions.