Protocol Management
Animal Care and Use Program
Submission Deadline 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.
Modifications
IACUC approval must be obtained prior to making any changes to an IACUC protocol. The Principal Investigator (PI) should allow plenty of time for the review process, see Updates and News for current review timelines.
Always use the most recent forms posted on the Modifications, Closure and Other Forms page, and do not download forms for future use.
Important Note: Modifications do NOT extend the end date/expiration date of the protocol.
Major Modifications
Major modifications involve the following:
- Species of animal
- Number of animals
- Change in PI
- Changes in housing or use of animals in a location that is not part of the animal program overseen by IACUC (Adding a new animal research space? See Preparing for IACUC Facility Inspection)
- Research methods
- Changes from non-survival to survival surgery
- Changes resulting in greater pain, distress, or degree of invasiveness
- Anesthesia or analgesics
- Euthanasia method
- Procedures
- Changes that impact personnel safety
Minor Modifications
Research Integrity and Compliance Office staff can review and approve minor modifications including grammar, contact information, changes in personnel (except for PI) and administrative clarifications.
Examples of minor modifications:
- Changes in non-key personnel (e.g. student research assistants)
- Funding change
- Updated contact information (not involving PI change)
- Grammar corrections
Continuing Oversight
Semi-Annual Facility Inspections
The IACUC is required to inspect all animal housing areas (where animals are housed for more than 12 hours) and surgical areas at least once every six-months. We will reach out to PIs with active protocols via email to notify them of upcoming scheduled inspection(s). Important note: All animal housing and surgical areas listed on active protocols are required to have semi-annual inspections even in there are no research animals present at the time of the inspection. Read more about how to prepare for inspections.
Annual Reports
At the end of each protocol year (first and second anniversaries of protocol approval) PIs must complete an annual report to confirm protocol status, document annual animal use numbers, share details about adverse or unexpected events, and remove personnel (like student research assistants). ACAUP staff will send the report form to PIs before the protocol approval anniversary date. Reports are due back no later than the anniversary date to remain in compliance.
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. To learn more about the de novo review process refer to the IACUC Review Process: Protocol Review.
Closure
Notify researchintegrity@wwu.edu when your research is complete so that the protocol file can be closed.
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.
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.