Terms of Reference

1.01 There shall be a University Committee on Laboratory Animals (the “UCLA”, Halifax and Saint John Campus) and a Faculty of Agriculture Animal Care and Use Committee (the “ACUC”, Truro campus) which will report to the Vice President Research and Innovation (the "VPRI”).

1.02 The VPRI will determine the number of members on the UCLA and ACUC and will be responsible for appointing members to the UCLA/ACUC.

1.03 The term of office for members of the UCLA/ACUC shall be as follows:

• Ex-officio members, the University Director of Animal Care, the facility directors/managers and the Laboratory Animal Training Coordinator shall not have a term of office.
• The graduate student members and the animal care technician will be appointed for a term of one year, renewable at the VPRI’s discretion for 2 additional terms to a maximum of 3 of years.
• All other members will be appointed for renewable 3-year terms, for a maximum of 2 successive terms (6 years). It is recommended that a member serve a minimum of 1 year on the committee before being considered for the Vice Chair or Chair position. This position on the committee is renewable once (i.e., two successive 3-year terms). The combination of vice chair and chair terms shall not exceed 6-years.
• Tenure decisions regarding shorter or longer terms will be up to the committee chair and the VPRI.  

1.04  The UCLA reports to the Vice President Research & Innovation (VPRI). The UCLA shall include the following members, substitutions are not permitted. The VPRI will have final say on determining the membership of UCLA and has the right to dismiss UCLA members who do not perform their duties in satisfactory fashion. 

a. 3 faculty members from the Carleton Campus who use animals in research, teaching, or testing.

b. 2 faculty members from the Studley Campus who use animals in research, teaching, or testing: one from the Psychology faculty and one from the biology faculty. 

c. 1 faculty member affiliated with the IWK Health Centre who uses animals in research, teaching, or testing.

d. 1 faculty member who is involved in field research. 

e. 1 faculty member from any Dalhousie department, school, college, or faculty who does not use animals in research, teaching or testing. 

f. 1 graduate student (M.Sc. or Ph.D.).

g. 1 postdoctoral fellow.

h. 2 external community members.

i. The Director, Division of Animal Care, Faculty of Medicine (ex-officio)

j. One manager from IWK or Psychology to be taken in rotation every 2 years (ex-officio).

k. 1 Manager or Director with specific aquatic species (ex officio)

l. 1 line level Animal Care Technician from any facility

m. University Director of Animal Care (UDAC) (ex officio).

n. Associate University Director of Animal Care when this position is filled (AUDAC) (ex officio)

o. Laboratory Animal Training Coordinator (ex officio).

p. Coordinator of the UCLA (ex officio) (non-voting).

q. 1 designate from the Environmental Health and Safety office (ex-officio)

r. any other person the Vice President of Research and Innovation may deem appropriate.

1.05  The VPRI will ensure that the ACUC includes the following members: 

a. 4 faculty members, at least two of whom are experienced researchers in animal sciences, and one of whom is a veterinarian; at least 1 member each with expertise in companion animals, farm animals or aquacultural species (subject to note 1 below); 

b.  1 faculty member from any Dalhousie department, school, college or faculty who does not use animals in research, teaching or testing; 

c. 1 graduate student;

d. 2 external community members; 

e. At least 2 persons (ex officio), with overall responsibility for the management of the following major animal facilities, subject to note 2:

i. Campus Farm

ii. Boulden Animal Facility

iii. Aquaculture (subject to note 1) 

iv. Baron’s Pride Stables 

f. Technicians and Instructors directly involved in animal care from each major animal facility, including:

i. 1 representative from Boulden Animal Facility

ii. 2 representatives from the Campus Farm

iii. 1 representative from Aquaculture (subject to note 1)

g. The University Director of Animal Care (ex officio); 

h. The co-ordinator of the ACUC (ex officio) (non-voting); 

i.  Any other person the Vice President may deem appropriate.

Note 1: It is expected that 2 members of the ACUC shall have expertise in aquacultural species, but it is not required that there be a faculty member, manager and animal care staff person.

Note 2: The number of management staff shall not exceed the number of staff with direct animal care responsibilities

1.06 The VPRI will appoint a Chair of the UCLA and the ACUC, generally chosen from among its members as defined above. The chair does not count as one of the members listed in section 1.04/1.05.

A member who is a Dalhousie animal care staff veterinarian, graduate student, postdoctoral fellow or who has a conflict of interest with the UCLA/ACUC may not act as Chair.  The following will be considered as a conflict of interest:

• a direct involvement in the management of a Dalhousie animal care facility
•  involvement as an animal user in a significant number of the protocols presented to the UCLA/ACUC

To ensure continuity and to facilitate succession planning, the VPRI shall appoint a Vice Chair UCLA and Vice Chair ACUC, as members of the UCLA/ACUC who shall succeed the Chair on completion of their term and shall act in support of the Chair in the duties of the committee including- replacing the Chair when absent in chairing the meetings, and other duties as required. It is recommended that an individual has completed 1-year on the UCLA/ACUC before being appointed vice chair.

1.07 Regarding community member membership on the ACC committees, they are to have no affiliation with the institution, and have not been involved with animal use for research, teaching, or testing; community representation must be ensured for all ACC activities throughout the year. 

2.01 The UCLA/ACUC through its Chair has the authority to:

a. Stop any objectionable procedure if it considers that unnecessary distress or pain is being experienced by an animal;

b. Stop immediately any use of animals which deviates from the approved use, any non-approved procedure, or any procedure causing unforeseen pain or distress to animals; and

c. Have an animal euthanized humanely if pain or distress caused to the animal is not part of the approved protocol and cannot be alleviated. See Dalhousie’s Pain and Suffering Guideline [PDF].

2.02 The UCLA/ACUC’s authority with respect to the points above is also delegated to the University Director of Animal Care and their delegates approved by the UCLA, who shall make full reports to the UCLA in cases where this authority is exercised.

2.03 The Chair of the UCLA/ACUC and the University Director of Animal Care and University veterinarians has the right of access at all times to all areas where animals are or may be held or used.

2.04 University veterinarians have the authority to treat, remove from a study, or euthanize if necessary, any animal according to their professional judgment.

2.05 The UCLA/ACUC, particularly the veterinary staff, will work with principal investigators and research staff to correct minor breaches of compliance in a collegial manner. 

In accordance with the Dalhousie Non-Compliance Process and Integration with Scholarly Integrity and Reportable Animal Welfare Incident (RAWI) reporting policy of 2021, persistent or serious breaches of compliance will be brought to the attention of the Chair of the UCLA/ACUC, who together with the UDAC will arrange a meeting and/or correspond in writing with the principal investigator to achieve CCAC approved standards of animal care and use.

If necessary, the concerns of the UCLA/ACUC will be communicated to the Vice President by the Chair or the University Director of Animal Care as described in the Scholarly Integrity and RAWI policy document.

3.01 No animals shall be ordered or used without prior UCLA/ACUC approval of a written protocol submitted to the UCLA/ACUC in accordance with the terms of this Policy and any UCLA/ACUC approved procedures.

3.02 All animals held at Dalhousie or the IWK Health Centre for breeding, display or eventual use in a research, teaching or testing project are required to be covered under an approved protocol.

3.03 If access to grant funds is needed prior to Ethics  approval, a request for a Release of Funds Agreement form will enable the principal investigator to request authorization to expend the part of their research funding that will cover only activities to be undertaken before research involving animals (that is, before Animal Care Committee protocol review and approval is required).

Upon receipt of a complete request form, the request will be reviewed by the University Director of Animal Care, and the coordinator will forward the Release of Funds Agreement to the Office of Research Services, in which the researcher agrees that they will not conduct any research involving animals until after animal ethics approval for the research has been obtained, nor with they expend any research funds on activities that require Animal Ethics review and approval. 

3.04 Prior to review by the UCLA/ACUC, each research project must be found to have scientific merit through independent peer review.  If the review is not carried out by an external, peer review agency, Dalhousie Research Services shall be responsible for implementing a mechanism through which non-peer-reviewed projects are reviewed for their scientific merit either by calling upon the expertise of individual independent peers or by making use of scientific committees or advisory boards.  Confirmation of scientific merit must be received from Dalhousie Research Services before the UCLA/ACUC can review full ethical approval of an animal-based research proposal. 

3.05 Prior to approval by UCLA/ACUC, each teaching protocol must be found to have pedagogical merit of animal-based teaching/training. The merit of all animal-based teaching/training protocols will be reviewed by the UCLA or ACUC with consideration of the key aspects outlined in the CCAC policy “Pedagogical merit of live animal-based teaching and training”.

3.06 The UCLA/ACUC is responsible for reviewing and approving all protocols.  When reviewing protocols, the UCLA/ACUC will consider: 1) the Canadian Council on Animal Care's Guide to: a) the Care and Use of Experimental Animals; and b) the care and use of farm animals and fish, in research, teaching and testing; 2) Ethics of Animal Investigation and Guidelines on: Animal Use Protocol Review; and 3) all other relevant CCAC guidelines and policy statements.

3.07 In cases where protocol approval is urgently required, a subcommittee of the UCLA/ACUC, which shall consist of the Chair of the UCLA/ACUC, a university veterinarian, one faculty member, and one community member will review the protocol submission and may grant pro term approval pending review by the full UCLA/ACUC at the next scheduled meeting.

3.08 Any amendments to an approved protocol must be submitted through the UCLA/ACUC.  No changes to the work under an approved protocol can take place until the amendment has been approved.  If the amendments are, in the UCLA/ACUC's opinion, substantial, the UCLA/ACUC will require the submission of a new protocol application.

3.09 The UCLA/ACUC's approval of a protocol is valid for a maximum of one year.  If the work will be pursued beyond one year, the animal user is required to submit a renewal application.  The UCLA/ACUC will not grant more than two protocol renewals.  After two renewals of a protocol, an animal user must reapply for approval by way of a new protocol application.

3.10 The UCLA/ACUC will keep written records of UCLA/ACUC decisions, will make these available to the VPRI and will follow up with them on any concerns.

3.11 Consistent with the CCAC’s 3R’s principles, the UCLA/ACUC will encourage the use of a limited number of animals when new approaches, methods or products are being applied, rather than approving protocols involving large numbers of animals.

3.12 The intent of the UCLA/ACUC is to resolve concerns with the animal user, the UCLA/ACUC will invite the animal user, if necessary, to meet with the committee. The animal user has the right of appeal if the final decision of the UCLA/ACUC is to reject a protocol.  The request for appeal is to be made through direct application in writing to the DUACPC. In the event the PI does not agree with the DUACPC decision, the PI may apply in writing to the VPRI whose decision is final

3.13 The UCLA/ACUC will ensure that all members and animal users have the opportunity to become familiar with CCAC guidelines and policy statements, as well as Dalhousie requirements. New members will receive an orientation package and attend a training meeting to become familiar with the practices of the UCLA/ACUC.

4.01 The UCLA/ACUC is responsible for inspecting and approving all Dalhousie facilities for the housing, care and production of animals and for visiting each facility at least once per year. Formal site visit reports will document UCLA/ACUC concerns raised during the site visits and will include written recommendations from the site visit committee for follow-up.

The reports will be distributed to the responsible administrative head or academic director of the facility, and the facilities managers with a timeline for a written response. The UCLA/ACUC will follow up more challenging aspects of the report and resources issues with the VPRI if needed

4.02 The UCLA/ACUC will perform a minimum of one site visit per year to all research areas where animals are housed or used, including those for terminal procedures. A written report will be generated based on the visit which identifies any issues as well as provides recommendations. The reports will be reviewed and approved by the UCLA/ACUC before being provided to the principal investigator.   

4.03 The UCLA/ACUC is responsible for ensuring that there is a person designated to be in charge of each Dalhousie facility for the housing, care and production of animals and that the animal care users and care givers are qualified and properly trained.

4.04 The UCLA/ACUC is responsible for ensuring that security procedures are in place in all Dalhousie animal facilities.

4.05 The UCLA/ACUC is responsible for ensuring that appropriate care, including adequate veterinary care, is given to animals in all stages of life and in all experimental situations in compliance with the CCAC Guidelines, applicable National Farm Animal Care Council Codes of practice for the Care and Handling of Farm Animals, NSVMA Standards of Practice, CALAM Standards of Veterinary Care, applicable legislation and Dalhousie regulations, policies and standard operating procedures.

4.06 The UCLA/ACUC will be available to render assistance to animal users and care givers in the event of any unanticipated problems, and to advise and educate animal users and care givers with respect to the CCAC Guidelines, any applicable legislation and Dalhousie regulations, policies and standard operating procedures and to provide recommendations with respect to animal use and animal care.

4.07 The UCLA/ACUC will establish standard operating procedures, commensurate with current veterinary standards, to ensure that:

• unnecessary pain or distress is avoided, and animal stress and injuries are avoided, whether during transfers of animals or in their normal quarters;
• anesthesia and analgesia are properly and effectively used; the only exception to this may be when agents must be withheld as a scientifically justified requirement of the study, and that this has been approved by the UCLA/ACUC. Painful studies requiring exemption from the use of either anesthetics or analgesia must be subject to scrutiny, not only prior to approval, but also during the experiment.;
• appropriate post-operative care is provided; and
• all due consideration is given to animal welfare, including environmental enrichment.

5.01 The UCLA/ACUC will meet no fewer than 10 times each calendar year. 

5.02 Special meetings, if required, will be held at the call of the UCLA/ACUC Committee chair. Where appropriate, provisions will be made for guests (i.e., EHS office members or other experts) for the meetings. As a non-voting member of the committee.

5.03 The UCLA/ACUC coordinator prepares and distributes the meeting agenda to the committee members and takes minutes from each meeting. The agenda and minutes should be stored in an electronic document on the Committee’s Brightspace page. The agenda and minutes should be saved to the Committee’s Brightspace page within one week of the meeting’s occurrence; best practice is that the minutes should be made into a Word or OneNote document created and saved directly on the Committee’s Brightspace page.

5.04 The UCLA/ACUC Committees shall have the agenda and minutes for each meeting (including, protocols still under assessment from previous meetings) posted on Dalhousie University’s Brightspace page/Portal. This shall be the primary repository for records of the committee. All committee members shall have access to this Brightspace page/Portal.

5.05 For the UCLA, quorum consists of the Committee Chair or Designate and 50% plus one of the appointed members of the UCLA, which must contain one faculty member, one community member and one veterinarian. For the ACUC, quorum consists of the Committee Chair or Designate and six appointed members of the ACUC, which must contain one faculty member, one community member and one veterinarian

5.06 The UCLA/ACUC may form one or more subcommittees to conduct any part of its business, provided that the decisions and actions of a subcommittee are subject to ratification by the UCLA/ACUC committee at a meeting.

The appropriate quorum for each subcommittee will be determined on a case-by-case basis and should include the Chair or veterinarian along with 1 other committee member. 

5.07 The UCLA/ACUC will be responsible for setting the procedures which will govern the meetings and other activities of the UCLA/ACUC.

5.08 Consensus will be sought on all protocol approvals. In the event that the committee cannot achieve consensus a vote will be taken by the Chair who shall abstain. In the event of a vote being tied the Chair shall cast the deciding vote. A majority of one vote is required to pass a protocol. In the event that a PI objects to the majority vote of the UCLA regarding a protocol they may ask for a second review by the DUACPC on a case-by-case basis. In the event the PI does not agree with the conclusions of DUACPC the final decision to consider passing a protocol is referred to the VPRI.

5.09 The UCLA/ACUC will be responsible for setting the procedures for review and approval of protocols and the consensus necessary for any decision with respect to a protocol.

5.10 Meetings and the deliberations of the UCLA/ACUC are confidential and may not be shared outside of the UCLA/ACUC membership. Members of the UCLA/ACUC shall hold confidential materials including research protocols associated with the committee and all discussions that take place at meetings of the UCLA/ACUC in the strictest confidence.

5.11 The UCLA/ACUC shall follow the RAWI, and Academic Integrity policies 2021 version attached (see appended below) when dealing with non compliance issues.

6.01 These terms of reference may be amended by vote of the DUACPC committee members or by recommendation of the VPRI and must follow the policies and recommendations of the CCAC 

6.02 The UCLA/ACUC will regularly (no less than every three years), review:

• these Terms and Conditions to reflect changes in the CCAC Guidelines or community concerns;
• the security and conditions for housing of the animals and research facilities;
• standard operating procedures and policies; and
• policies and procedures for monitoring animal care and experimental procedures.
• Recommendations to modify the terms of reference by the UCLA/ACUC shall be submitted to the DUACPC for review and approval.

6.03 The UCLA/ACUC will develop policies and procedures for post-approval monitoring of animal care and experimental procedures.

6.04 The UCLA/ACUC through its secretariat will liaise with the CCAC on behalf of Dalhousie and provide such information to the CCAC that it may require from time to time, including annual animal use data as required.

6.05 The UCLA/ACUC will submit complete and accurate animal use information in the CCAC Animal Use Data Form and in pre-assessment documentation in the manner proscribed by the CCAC.

6.06 The UCLA/ACUC will maintain a crisis management program for the facilities and for the animal care and use program, in conjunction with any general institutional crisis management plan(s).

6.07 The UCLA/ACUC will implement policies to ensure the training and qualifications of animal users and animal care personnel; veterinarians and animal care staff must receive continuing education in their field.

6.08 The UCLA/ACUC will collaborate with Dalhousie’s Environmental Health and Safety Office to ensure there is an occupational health and safety program for those involved in animal care and use.

6.09 The UCLA/ACUC will act as a general resource to Dalhousie animal users and caregivers and will sponsor workshops and other information sessions.

6.10 The UCLA/ACUC will report on Reportable Animal Welfare Incidents (RAWI) as required by CCAC. RAWI reports will be prepared by the Chair, UCLA/ACUC as per CCAC guidelines, using the CCAC template. RAWI reports shall be redacted regarding the identities of all involved individuals as well as minuted in the UCLA/ACUC notes and will be copied to the CCAC, DUACPC and to the PI involved, and the Dean of the Faculty of the PI and/or senior faculty responsible for the facility involved. The form used for reporting will be the CCAC standard form [PDF].