Protocol Submission

Always use the most recent forms posted on this page, and do not download forms for future use. Note: We do not accept outdated submission forms.

Per federal regulations, IACUC approval must be obtained before initiating any research, testing or instructional project involving the use of live vertebrate animals.

Researchers are encouraged to reach out early, whether you're on the ideas stage, initial drafts, or near completion. Contact us to schedule an appointment or to provide suggestions for improving forms and processes.

Preparing for Protocol Submission

1. Read Getting Started and about the IACUC Review Process.
2. Use the estimated current Review Timelines to plan your submission.
3. Complete the CITI Training(s): Required for all researchers and faculty advisors, as well as any key personnel who will interact directly with research animals. Protocols cannot be processed until all training completion certificates are received.
4. Read Tips for Efficient Review and consult the Resources for Researchers page.
5. Review Protocol Submission Checklist.
6. Use only your WWU email address to submit all materials as individual attached files (not shared links or OneDrive files). Using a non-WWU email address risks getting caught in the junk mail filters.

Keep in mind that your specific protocol review timeline can vary depending on the completeness, clarity of the submission, and complexity of the procedures.

Use the checklist below to help ensure you send in a complete submission:

• Protocol Submission Form
• Flow charts, diagrams or tables are strongly recommended for complicated experimental designs.
• Standard Operating Procedures (SOPs) for animal care (e.g. feeding/watering, enclosure cleaning, enrichment, etc.). All new species and new animal housing will require SOPs.
  • If you are proposing to join an existing centralized animal research facility such as the vivarium, be sure to include the current SOPs for that you referenced while writing your protocol. The SOPs should be attached as a separate document from the protocol/modification form when you submit your materials.
• Required Training Completion Certificates for every person named in the protocol that is working with the animals. PI should send all required certificates for everyone listed on the protocol at time of submission. Protocols cannot be processed until all certificates are received.
  • Not sure who will be working with you on your protocol? You can submit a modification later to add personnel. For information about modifications see Protocol Management.
• If applicable, related valid permits (e.g. scientific collection permit).  
• Carefully review Resources for Researchers, especially the "Preparing Materials for Submission" and "Facilities for Animal Care and Use" sections.
• Notes for Students
  • Make sure you are working closely with your faculty advisor while preparing your protocol.
  • Faculty advisors should be CC-ed on all IACUC correspondence.

Remember, spaces that are not currently used for animal care and research must undergo an initial facility inspection before a determination can be issued (step 8 of IACUC review). 

1. Reach out early for project specific guidance. We strongly recommend that researchers contact us early in their project design process to share upcoming animal research/teaching ideas that are in the ideation stage (like when you are applying for grant funding). A brief conversation with us about your ideas can help us provide specific initial guidance for a well written and complete protocol that moves through the review process efficiently. 

   • Be mindful of estimated review times. IACUC review does not happen overnight. 

2. Don't cut and paste from a grant application. We know you put a lot of effort into writing your grant, but the IACUC protocol needs different information.
   • Grants are often written for other experts in your field, so technical details are very important.
   • IACUC protocols focus on the specific procedures you are doing with animals and how the benefits to science outweigh the cost of using animals for those procedures.
3. Use clear, non-scientific language in your protocol. Our IACUC members are interested in science and used to reading IACUC protocols, but they might not be experts in your field.
   • IACUC membership includes scientists, non-scientists, a community member, and a veterinarian.
   • Avoid abbreviations and specific technical terms (jargon) as much as possible. When it is necessary to use them, define them so that the reviewer will understand.
   • Application section 3.2 "Purpose of Study" and its subsections including "3.2a Purpose Overview" and "3.2b Relevance of Animal Research" are especially important to the review of your protocol and should include explanations that make sense to a lay reader so that non-scientists can understand the relevance of animal research to the public good.
4. Make sure that your submission is complete. Use the Protocol Submission Checklist to ensure that you are submitting all required materials (including the required training completion certificate(s). Incomplete submissions will not be processed for review.
5. Read more about the IACUC Review Process. We recommend that PIs read our overview of the review process, so you can anticipate next steps and plan accordingly.
6. Reply to revision requests promptly. If you receive required revision feedback and do not re-submit within 60 days, the application will be administratively closed, and you will have to submit a new application.
7. If you're adding a new animal research space read the Preparing for Facility Inspections page to prepare for step 8 "initial facility inspection."

Renewal/Extension (Triennial Review)

Because triennial reviews are de novo submissions you will need to submit a new initial protocol submission form that addresses where you currently are in your research/upcoming animal research procedures. You will use the initial protocol submission form.