Standard Operating Procedure for Semiannual Facility Inspections
Revised April 2005
General
The NCSU IACUC is responsible for the inspection of all sites where vertebrate animals are housed or used for purposes of research, teaching, and testing. The frequency and specific methodology of these inspections varies with the type of activity conducted, discussed further below. In general, all housing sites, and all areas where survival surgery is conducted are inspected at least once every six months. All areas where animals are used but not housed for more than 12 hours are inspected periodically. Each facility inspection will be the responsibility of an IACUC member, designated as the “team captain” for that site(s).
Overview of Inspection Frequency
- All facilities where animals are housed more than 12 hours, except agricultural units and other remote facilities housing non-regulated species: inspected every six months by at least two voting members of the IACUC.
- Agricultural units and other remote facilities housing non-regulated species: inspected at least every six months by either two members of the IACUC or the Unit Manager plus Unit Attending Veterinarian; a visit by an IACUC team will be done at least annually. EXCEPTION: Pamlico Aquaculture Field Laboratory in Aurora, NC will be inspected once per year (September) by one voting member of the IACUC, as assigned by the IACUC chair. The second inspection for this facility (March) will be accomplished through a self-evaluation checklist to be completed by the Unit Superintendent and the unit’s attending veterinarian.
- All facilities/areas where survival surgery is performed: inspected every six months by at least two members of the IACUC.
- All other areas where animals are used, but not housed more than 12 hours: inspected periodically based on judgement of team captain; some but not necessarily all areas inspected every six months.
Responsibilities – IACUC Coordinator
- Maintain schedule to ensure that visits are conducted at appropriate intervals.
- Maintain list of facilities, including satellite areas, w/ ARD, unit attending DVM, and other contact (as appropriate)
- Maintain list of laboratories w/ animal use and contact
- For IACUC inspections:
- Begin planning inspection scheduling at least one month in advance of due date of inspection. Note: The University Attending Veterinarian should be included in all inspections, if possible. All members should be notified of all inspection schedules at least two weeks in advance in order to allow them to participate if desired.
- Provide to the team captain: list of inspection sites, contacts, laboratories, previous inspection report(s), and checklists
- Arrange inspection schedule with ARD and/or appropriate unit personnel in consultation with the inspection team captain
- Arrange for transportation, in consultation with team captain
- Notify IACUC members of inspection schedule
- For agricultural units on-site inspection:
- Notify Team Captain and unit contact at least 30 days in advance of the deadline for receipt of unit self-inspection
- Provide appropriate self-inspection forms/checklists to unit contact with instructions to contact team captain if there are questions
- Provide previous inspection report(s) to team captain
- Receive inspection reports from team captain and distribute to committee
- Distribute approved reports to unit managers and other contacts, copying ARDs, and ensure that responses are received as appropriate; distribute responses to IACUC members
- Assemble final reports and forward to the Institutional Official
Responsibilities – Team Captain
For IACUC inspections:
- Consult with Coordinator in arranging inspection schedule with ARD, and/or appropriate unit personnel, and team members (including LAR veterinarian)
- Use checklist specific to the facility (provided by Coordinator)
- Obtain from IACUC Coordinator previous inspection reports and lists of labs where animals are used/housed in facility/building
- Lead inspection, including discussion of preliminary findings with unit personnel
- Coordinate preparation of draft inspection report with team members
- Provide draft report to IACUC Coordinator for distribution to committee
- For on-site inspection of agricultural units and other remote facilities housing non-regulated species:
- Obtain previous inspection report(s) from IACUC Coordinator
- Receive self-inspection checklist from the unit and prepare summary report for the committee
- Provide report to IACUC Coordinator for distribution to committee
Writing the report:
- Use the attached format for drafting the inspection report. Each unit should have a separate report, although laboratories in the same building may be covered along with the central animal housing unit. Each deficiency or comment should be numbered, and the checklists should be attached.
- Deficiencies are separated into significant vs. minor. A significant deficiency is one that is or may be a threat to the health or safety of the animals. Most IACUCs would also include as significant something that poses a threat to personnel health or safety.
- For each deficiency, include a description of the deficiency (what was seen and where), and explanation of why it's a deficiency (e.g., failure to satisfy specific regulation or guideline). The report may refer to group of common problems, as long as detailed on the attached checklist. For example, "There was chipped and peeled paint on walls and floors of several animal rooms (see attached)."
- Comments/Suggestions may be used to document observations that are not, or perhaps should not, be considered a "deficiency." Include commentary that explains why the observed situation could be improved upon, and how it might be so improved. This section should include update on previously noted deficiencies, and it also may be appropriate to include here a commendation (statement that identifies program, physical plant and/or personnel strengths).
- Present report at IACUC meeting
Responsibilities – IACUC Chair
- Assign team captains and at least one additional member for each inspection. Conflict of interest should be considered when making assignments.
Responsibilities – University Attending Veterinarian
- Provide lab animal DVM, as requested
- Provide assistance with drafting of reports, as requested by team captains
