Modification and Other Forms
Animal Care and Use Program
Submission Deadlines for Summer and Early Fall 2026 Projects
New protocols and major modifications are not reviewed during the summer. All materials for new protocols and major modifications must be received by the dates below to be on track for IACUC review before the end of spring quarter. We recommend requesting a Veterinary Consult if you have questions before submission.
New Protocols: March 31
- Major Modifications
- Includes a new facility/location or a new species: March 31
- No new facility/location or new species: April 13
- Minor Modifications: Accepted, reviewed, and determinations issued year-round by ACAUP staff.
Read more about review timelines including what to expect during summer and university breaks.
Veterinary Consults Available for Projects in Development
PIs are encouraged to request a virtual consultation with the Attending Veterinarian (AV) early in their protocol or major modification development.
We strongly recommend that researchers reach out early to share upcoming animal research/teaching ideas that are in the ideation stage (like when you are applying for funding). A brief conversation with us about your ideas and plans can help us provide specific initial guidance for a well written and complete protocol that moves through the IACUC review process efficiently. Note: These consultations will not take the place of pre-review (steps 3-5 of the protocol and major modification review process). Appointments must be scheduled in advance and are not available the same day as the request is sent.
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 Note: We do not accept outdated submission forms.
Modifications
IACUC approval must be obtained prior to making any changes to an IACUC protocol. Modifications do NOT extend the end date/expiration date of the protocol.
Read more about types of modifications.
Modifications Form: If you are making a major modification or a minor modification other than a non-key personnel modification, use the Modifications Form.
Personnel Modifications: It is the PI's responsibility to ensure that all individuals working with animals are included in the protocol file. For adding or removing personnel, including student research assistants, use the Modification Form. The appropriate required training certificate(s) for all personnel working with animals must be received for the personnel modification form submission to be complete.
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.
Modification Submission Checklist
Use the checklist below to help ensure you send in a complete submission:
- Modification Form
- Are you adding a new species or space not currently used for animal research? We will need to see 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. The SOPs should be attached as a separate document from the protocol/modification form when you submit your materials.
- 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.
- Label and attach all support materials according to instructions included in the Modification form
- IF adding research personnel: Required Training Completion Certificates for every person named in the protocol that is working with the animals before they join the protocol. PI should send all required certificates for everyone listed on the protocol at time of submission.
- 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 adding research personnel: Required Training Completion Certificates for every person named in the protocol that is working with the animals before they join the protocol. PI should send all required certificates for everyone listed on the protocol at time of submission.
- Reminder for major modifications: Flow charts, diagrams or tables are strongly recommended for complicated experimental designs.
- 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. This can save you weeks of pre-review time!
- Faculty advisors should be CC-ed on all ACAUP correspondence including your submission email.
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).
Tips for Efficient Review
Reach out early! Contact us with initial questions.
Be mindful of review times. IACUC review does not happen overnight. See current review timelines for estimates.
- 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.
- 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.
- 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.
- 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.
- 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.
- If you're adding a new animal research space read the Preparing for Facility Inspections page to prepare for step 8 "initial facility inspection."
Current Review Timelines
Visit the review timelines page for details about current estimated review times, information about review during the summer and university breaks, and tips for efficient review.
Your specific protocol or modification review timeline can vary depending on the completeness, clarity of the submission, and complexity of the procedures.
Renewal/Extension (Triennial Review)
Triennial review is a complete (de novo) IACUC review of the previously approved protocol every three years that is federally required every three years to receive continued approval of ongoing activities on the protocol. The PI will receive an email when it is time to complete the de novo submission process.
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.
To learn more about the de novo review process refer to the IACUC Review Process: Protocol Review.
Lab Contact Sheet
Each space where animal research takes place (include animal housing areas) should clearly display contact information for the PI, IACUC Attending Veterinarian, and any other relevant staff.
Emergency Contingency "Disaster" Plan
Disasters are “unexpected conditions that result in the catastrophic failure of critical systems or significant personnel absenteeism, or other unexpected events that severely compromise ongoing animal care and well-being" (Guide p.35). Example disaster plans are available on the WWU EHS Emergency Planning page and on the OLAW website. Contact EHS for more information about how to get the contingency plan for your protocol on file with their office.