HÂþ» the UCLA
The University Committee on Laboratory Animals (UCLA) is composed of scientists, technicians, veterinarians, students, and members of the publicÌý(seeÌýTerms of Reference).Ìý
The UCLA reviews each proposal to use animals and decides whether the project has valid scientific goals and whether it is ethical and humane. One of the main ethical principles that we use in evaluating research projects is the principle of the 3 R’s:
Replacement of animals whenever possible with alternatives such as computer models or cells
Reduction in the number of animals used
Refinement of techniques to make them as humane as possible
The UCLA is a presidential committee reporting through the Office of the VP Research and Innovation, whose functions and responsibilities are clearly defined by the a Canadian peer-reviewed organization responsible for setting, maintaining, and overseeing the implementation of high standards for animal ethics and care in science on a national scale.
The CCAC performs regular assessment visits to HÂþ» and other Canadian universities to ensure that these standards are being met. All animal-based research projects conducted at HÂþ» must strictly adhere to the CCAC guidelines, as well as to university policies and UCLA decisions.ÌýHÂþ» holds a current Certificate of Good Animal Practice from the CCAC.
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UCLA application details
All use of animals at HÂþ» University requires the approval of the University's Animal Care Committees (UCLA/ACUC ).
Before any animals are ordered and/or any procedures are performed, an animal care application must be submitted to UCLA through ROMEO researcher portal. Once approval is granted, the Principal Investigator (PI) is issued an Animal Care Certificate, and the Office of Research Services releases grant funding.
All animal use protocol application forms are now submitted via theÌýROMEOÌýportal.
Forms
Submit via theÌýROMEOÌýportal.
- Form A: Application to use animals for research or teaching - ethics reviewÌý
- Form B: Renewal and amendment form (EVENT tab on approved protocol)
- Form C: Application to use invertibrates, tissues obtained from necropsy, or obtained from a slaughterhouse
Attachments/Appendicies are also available on the portal as well asÌýDal’s intranet,Ìý, as theyÌýprovide additional information to help complete details that are not included on the application form, please include these with your online submission as needed. NOTE:ÌýPlease use lay language when completing the forms/attachments/appendices.
The Committee meets monthly. See submission deadlines on this page. This deadline is for electronic submission via ROMEO. Please note that the PI is responsible for tracking their start and end dates of their projects, and should submit a renewal prior to their project end date allowing time for review before the expiry date.
Applications are acceptedÌýany time via Romeo. Please note that no reviews are conducted in August. Submissions must be received byÌý4:30 p.m. on the deadline day.ÌýIncomplete applications will not be reviewed.
It normally takes about 3-4 weeks to receive a response from the UCLA. In many cases, your first response to a new research ethics application will be a review letter in which the UCLA requests further information or makes recommendations for changes.Ìý
Re-submissions in response to the initial UCLA feedback also require ethical review, which takes additional time.ÌýIt is recommended that you plan at least 8 weeks (or more) from submission to approval, and this estimate is highly variable depending on the nature of the project, the quality of the initial ethics submission and the timeliness of communication between the researcher and the UCLA.
This application form is required for most projects that propose to use vertebrates or cephalopods in research, teaching, or testing at HÂþ» University. Relevant attachmentsÌýshould be included if applicable. See below for attachments that can be downloaded, filled in, and then uploaded intoÌýROMEO.ÌýIt is recommended to fill them in and saving them as PDF files to upload to ROMEO with your form A.
The initial Form A submission must come from theÌýlead researcher or Principal Investigator (PI)Ìýat HÂþ» University.Ìý
Please note that all research protocols require demonstrated successful peer review prior to ethics review. And all teaching protocols require a pedagogical merit review (excluding the use of invertebrates in teaching).Ìý
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Renewals and amendments are submitted via events on your approved form A. These events are used to renew a protocol for a further year and/or to make minor changes to a protocol. For renewals, we are accepting two renewals on all Form A's, making the cycle 3 years.Ìý
Minor and major amendment definitions:
Minor amendment, a modification to the protocol or Form B amendment that:
- involves a change in personnel or training statusÌý
- can involve a strain change in mammal model but not a species change
- adds treatments or procedures of similar invasiveness to the level and category previously approved without increase in harms
- does not involve an increase in harms done to an animal during study
- flows naturally from the scientific peer review basis of previous studies
Major amendment, which triggers the requirement for a new Form A:
- mammal Species change
- increased category of invasiveness
- increased potential harms to animal, i.e., multiple surgeries/IP injections/compound toxicity
- represents a new research direction that does not naturally flow from previous approved studies, i.e., requires new peer review
Amendment requests will be reviewed by the UCLA, normally within 3-4 weeks of receipt, following the same submission deadlines posted. If the UCLA requests revisions or clarifications, these must be completed and re-submitted for additional ethical review prior to UCLA approval. Proposed changes may not be implemented until you receive notification of UCLA approval by email.
This application form may be used for work involving invertebrates (other than cephalopods), tissue cultures, tissues obtained from necropsy or from a slaughterhouse, the use of eggs, protozoa or other single celled organisms.ÌýPlease submit viaÌýROMEO.Ìý
In compliance with Tri-Council and CCAC requirements, HÂþ»â€™s Research Services is not permitted to release research funds until documentation of all necessary approvals is received (for example animal ethics, human ethics, biohazard and radiation permits). It is the investigator’s responsibility to ensure that protocols are up-to-date and that the documentation is provided to Research Services in a timely fashion.ÌýÌý Please allow sufficient time for animal ethics review and resolution of any subsequent questions or clarifications. Protocols must be fully approved before Financial Services opens the account.
The University Committee on Laboratory Animals reviews animal protocol applications to determine if proposed projects meet ethical guidelines established by the Canadian Council on Animal Care (CCAC). The main ethical principle used in evaluating animal projects is the principle of the 3R’s- Replacement, Refinement, and Reduction. The Committee may, at times, make suggestions or recommendations for changes in a protocol that will enhance animal care and welfare.
Please feel free to contact theÌýUCLA coordinatorÌýfor assistance in completing the protocol application form. The Committee welcomes discussion with investigators to find solutions to problematic issues.
The principal investigator’s (PI) digital signature is required on all protocol applications. The PI is responsible for all information in the protocol and related correspondence and for ensuring that all work has been fully approved and is being done according to the approved protocol. This includes ensuring that all lab members are either listed on the project team tab, and/or provided protocol and SOP documentation along with any requested revisions.
The initial protocol submission (FORM A) must be submitted by the Principal Investigator/PI at HÂþ» University.
Protocol review process
ApplicationÌý
Principal Investigator (PI) must submit their animal user protocol application via the ROMEO portal. Application is assessed for required peer review, if peer review is required the file is sent to Office of Research Services to facilitate peer review or if it is part of a contract with a corporate partner, corporate peer review is required. Peer review must be completed prior to ethics review. For teaching protocols (excluding the use of Invebrates) require a pedagogical merit review.
ReviewÌý
Committee reviews protocol for ethics and animal welfare, reviews are discussed at monthly meetings. Communication is sent to the PI via portal.
RevisionsÌý
If amendments are needed, the principal investigator (PI) will respond to committee feedback via email and submit a revised protocol through the portal.Ìý
The revised submission undergoes another review by the committee. PI is notified of the committee decision either another response is required, or an approval is sent via the portal.Ìý
The ethics review process is an iterative one that continues until the committee approves the protocol.
ApprovalÌý
Once approval is granted by the UCLA, the PI will be issued an Animal Care Certificate through ROMEO, and the Office of Research Services will release the grant funding.
Peer Review for scientific merit
All animal use protocols require peer review before ethics/welfare review by the UCLA.
Most labs have peer review completed by the granting agency, however if the researcher has received start up funds and wishes to begin animal work, there is a mechanism through the Office of Research Services to complete peer review. Please contact the UCLA office if you have questions prior to protocol submission.
If a researcher is funded by contract with a corporate partner, there is a separate mechanism to satisfy the peer review requirement for corporate partners. Please contact the UCLA office for the following documents:
- Master Checklist
- Scientific Peer Review of Animal Research Proposals from Corporate PartnersÌý
Pedagogical Merit Review for teaching protocols
For teaching protocols,Ìýwe require a pedagogical merit review for all teaching protocols. Please see theÌýÌýfor more details. For Instructors, please complete the form below and include it with your protocol submission on ROMEO.Ìý
Protocol submission deadlines
Please note that submission deadline is the first Thursday of every month. Please ensure that your documents are submitted prior to your expiry or expected start date (we recommend submission 8 weeks in advance or more).Ìý
Submission deadlines 2025, please submit your protocol, amendment, or renewal by end of business day:
- January 2
- February 6
- March 6
- April 3
- May 1
- June 5
- July 3
- NO AUGUST MEETING
- September 4
- October 2
- November 6
- ÌýDecember 4