Each year, institutions submit a report to OLAW that includes:
- changes in the institution's program of animal care and use or facilities (PHS Policy IV.A.1.a.-i.)
- changes in the Institutional Official (IO)
- changes in the Institutional Animal Care and Use Committee (IACUC) membership
- dates that the IACUC conducted its semiannual evaluations of the program and facilities
- minority views filed by members of the IACUC
- changes in the institution's accreditation status
The reporting period is the federal fiscal year, October 1 - September 30, and the Annual Reports are due on or before December 1 (but no earlier than September 30).
Additional information on the annual reporting requirement and a sample document can be found on the Annual Report to OLAW webpage.
Annual reports should be signed by the IO and the IACUC Chairperson and faxed to 301-451-5672 or e-mailed to firstname.lastname@example.org.
Circumstances that must be reported to OLAW by the IO, without delay, are:
- serious or continuing noncompliance with the PHS Policy;
- serious deviations from the Guide for the Care and Use of Laboratory Animals; and
- IACUC suspensions.
NIH Guide Notice NOT-OD-05-034 provides examples of reportable situations, situations that don't normally need to be reported, plus guidance on when and what to report.
In some cases, it may be necessary to submit a preliminary report until an investigation and corrective plan have been completed. Preliminary reports can be made by calling the Division of Compliance Oversight at 301-594-2061 or by fax to 301-480-3387 or e-mail to email@example.com.
A final report should include a detailed explanation of the situation and actions taken. Final reports must be signed by the IO and sent to the Division of Compliance Oversight by fax to 301-480-3387 or by e-mail in PDF format to firstname.lastname@example.org.
The institution is responsible for maintaining these records:
- Assurance approved by OLAW;
- minutes of IACUC meetings;
- records of IACUC attendance, activities, and deliberations;
- documentation of protocols reviewed by the IACUC and proposed significant changes to protocols, and whether approval was given or withheld;
- report of semiannual IACUC evaluations and recommendations to the IO, including minority views; and
- accrediting body determinations.
All records are to be kept for a minimum of 3 years, with the exception of records that relate directly to protocols which must be kept for the duration of the activity and for an additional 3 years after completion of the activity.
Records documenting such activities as the provision of adequate veterinary care, training, and occupational safety, are expected to conform with the recommendations of the Guide and with commonly accepted professional standards.