How to Conduct an Institutional Animal Ethics Committee (IAEC) Meeting

How to Conduct an IAEC Meeting at your Institute

1. Meeting Frequency and Mandatory Inspections:

It is mandatory to conduct at least two IAEC meetings per year, as per institutional and regulatory guidelines. Additionally, an annual inspection of the Animal House Facility is required. The inclusion of the Link-nominee is also mandatory at least once a year.

2. Agenda Preparation and Invitation Process:

The meeting agenda, including all ‘Form B’ applications (experimental protocol submissions), must be prepared in advance and circulated to all committee members at least 15 days before the scheduled meeting date. The Member Secretary is responsible for coordinating with the members to select a mutually convenient time and date. Clear communication regarding the meeting schedule must be maintained with all participants throughout the process.

3. Meeting Day Arrangements:

On the day of the meeting, appoint a person to assist members in reaching the meeting room. Ensure that only IAEC members are allowed to participate in the meeting, and non-members may attend only with the Chairperson's permission.

4. Welcome Address and Institutional Adherence:

The Chairperson and the Member Secretary typically begin the meeting with a welcome speech, reaffirming the institution's adherence to CCSEA guidelines and its commitment to animal welfare.

5. Facilitation and Hospitality:

Provide all members with a notepad, pen, and refreshments (such as tea and snacks). If the institution is offering lunch, this should be communicated in advance.

6. Agenda Presentation and Discussion:

After the welcome address, the Member Secretary presents the institution’s agenda for discussion. Any legal or ethical issues related to the protocols should be addressed. A designated Institutional IAEC member should be assigned to document the discussions point by point in the minutes of the meeting (MOM).

7. Attendance Confirmation and Quorum Check:

During the welcome speech, the CPCSEA Nominee confirms whether the required members are present and if the quorum (minimum of six members) is complete. If the quorum is met, the meeting proceeds.

8. Hybrid Mode IAEC Meeting:

IAEC members who are unable to attend the meeting in person can participate via video conferencing. In such cases, a screenshot of the video conference is typically attached to the Minutes of the Meeting (MoM), which is signed by all physically present members. The final MoM should be uploaded as a PDF. This type of meeting is referred to as a "Hybrid Mode" IAEC meeting.

9. Veterinarian’s Report on Vivarium Status:

The Staff Veterinarian provides an update on the vivarium, including the current number of animals housed. This is followed by the Member Secretary presenting updates on ongoing, completed, or expired experimental protocols from previous meetings.

10. Review of Past Experimental Protocols:

External members (Nominees) may request documentation such as ‘Form C’ (records of animal, feed, and husk purchases) and ‘Form D’ (experiment completion records, including the actual number of animals used). The Member Secretary must ensure that the main Nominee signs off on these records. Nominees may suggest corrections or additions to the records as necessary.

11. Presentation of New Protocols (Form B):

The Member Secretary then presents upcoming ‘Form B’ applications for new experimental protocols. These applications are usually displayed on a projector for all members, with a hard copy provided to the main Nominee for review. Discussions focus on the ethical aspects of the protocol, such as the number of animals proposed, methods to reduce suffering, the use of anesthesia, euthanasia techniques, and compliance with the 3Rs (Replacement, Reduction, Refinement). All main Nominees may suggest corrections or reductions in the number of animals, and these changes should be recorded.

12. Protocol Corrections and Review:

Corrections suggested by the main Nominee are reviewed and documented. Some main nominees may request that manually corrected ‘Form B’ applications be kept in the institution's records.

13. Recording Protocol Numbers:

After reviewing all ‘Form B’ applications, the proposed and reduced number of animals are noted in the meeting minutes. If an inspection was conducted, protocol-wise discussions should also be included in the MOM.

14. Approval of Protocols:

The Nominees approve the ‘Form B’ protocols after assessing the Principal Investigator's willingness to follow ethical guidelines. They may also suggest alternative, more ethical methods. Additionally, the Nominees verify the institution's ‘Form A’ details, which include the capacity of the animal housing facility and approval for housing small or large animals.

15. Finalization and Signing of MOM:

Once all discussions have been recorded in the MOM, the Nominees and committee members sign the final copy of the minutes. The Nominees ensure that all relevant points have been captured in the document. The IAEC meeting is then adjourned with a vote of thanks to the Chairperson.

16. Uploading the MOM:

The Member Secretary/Chairperson is responsible for uploading the MOM within 15 days of the meeting. In some institutions, the MOM is uploaded immediately after the meeting for efficient record-keeping.

By following these steps, institutions ensure that IAEC meetings are conducted in compliance with ethical standards and regulatory requirements, maintaining transparency in animal experimentation protocols.

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