It is the responsibility of the UACC to review all protocols annually. Queen’s allows for a shorter protocol renewal form emphasizing:

a)     the number of animals used in the preceding year and the number of animals needed for the year to come, with a justification;

b)    a brief progress report, describing any complications encountered relative to animal use (unpredicted outcomes, and any animal pain, distress or mortality), and a brief report on the adequacy of the endpoints for the protocol, and on any complications encountered or refinements made relative to protecting animals from pain, distress or mortality;

c)     any progress made with respect to the Three Rs (replacement, reduction and refinement) of animal use;

d)    any changes from the original protocol.

  In Topaz:

• Click on MY DASHBOARD (top right hand corner -> PROTOCOLS for ANIMALS -> Amend and Renew Protocols -> Renew a Protocol
• Choose protocol to be renewed
• Choose renewal form

TIPS:

• When R2 and R3 renewals are being generated, the previous renewal content will populate on the renewal page, this needs to be replaced with the new renewal content.  Previous renewals are saved in Topaz history.

• All new changes being made to the protocol since the last approval need to be listed; explained and justified (previously approved amendments do not need to be re-explained). These changes need to be implemented into the body of the protocol as well.  i.e.: new personnel need to be added from the database drop down list, and changes to numbers or procedures need to be incorporated into the specific species sections.

• Regardless of whether any changes are being made to the protocol, a progress report must be included covering any complications encountered relative to animal use in the last year and an explanation of how these were resolved.  If applicable, the adequacy of humane/study endpoints should be addressed

• Also to be included in the progress report is a description of the use of animals compared to that which was approved. In cases where animal numbers used were significantly lower (or none) as compared to the number approved, an explanation needs to be provided, particularly if the same number is being requested despite low animal use in the previous year.

• If the protocol implies that an individual can conduct their research using consistently fewer animals, the UACC may re-evaluate their request.  Researchers do sometimes reduce or cease to conduct studies for a year due to various reasons including a shift in focus, unforeseen complications, lack of funding, reduction in lab associates etc. The UACC is often satisfied to see that researchers are taking the time to acknowledge the number of animals used and realistically predict the numbers proposed over the next approval period.  

• The UACC supports a reduction in numbers when possible and strives to review and approve amendments in a timely fashion should numbers need to be increased at a later date. It is important that numbers approved and numbers used remain in line with one another as the CCAC reviews both sets of numbers during triennial assessments. Consistently approving higher numbers than that which are being reported as used may be perceived as inattentive by the CCAC. 

• If the protocol has evolved at all since the last renewal, please indicate any ways in which the changes have addressed the three R's, (Refinement, Replacement and Reduction).  The UACC finds that refinements are often made throughout the life of a protocol through Veterinary or UACC recommendations and as experience is gained with complex or difficult models.