Agenda for a CCAC Interim Assessment Visit

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This agenda is intended to help institutions prepare for an interim assessment visit. Interim visits are conducted to institutions that have received two consecutive statuses of Compliance, and that do not identify any major changes or concerns while completing the CCAC Animal Care and Use Program Review Form (PRF). These visits are normally conducted by only one assessment director, with no panel.

The agenda may be modified to accommodate institutional or CCAC needs, following discussion with the assessment director responsible for the visit. A draft agenda should be sent to the assessment director at least one month before the visit. The most important task for the institution, in preparation for the visit, is to fill out Sections 1 to 5, and 7, of the CCAC PRF, as well as Section 6 for the relevant type(s) of animal facilities. The PRF is used as the basis for all assessments by the CCAC.

The following generic agenda is typical for a one-day visit of smaller institutions where no significant changes have taken place since the last assessment. An expanded version of this agenda can be prepared for visits of larger institutions, or of institutions where changes have taken place.

9:00 – 10:30 Initial meeting of the CCAC assessment director with institutional representatives (senior and other administrators, animal care committee (ACC) members (including ACC coordinators, community representatives), veterinary and animal care staff, animal users)
10:30 – 11:30 Review, by the assessment director, of selected animal use protocols, standard operating procedures (SOPs), and any other relevant documentation
11:30 – 12:30 Site visit of animal facilities (where applicable; more time may be needed, depending on the size of the institution)
12:30  Summary meeting (may be combined with lunch) with the institutional representatives to go over the assessment director’s observations

Initial Meeting

Upon his arrival at the institution, the CCAC assessment director requests to be provided with a few selected animal use protocols with associated correspondence (complete protocol files), SOPs and any other relevant documents to review during an approximately 60-minute period following the initial meeting.

A period of no less than 90 minutes must be reserved at the beginning of the day for the initial meeting. This period will be used to complete a review of the institution's animal care and use program, focusing on the structure and administration of the program, ACC functioning, veterinary and animal care services, continuing education and training, and occupational health and safety. Complete, but concise, pre-assessment documentation (in the CCAC PRF format) is of great importance in keeping this meeting productive.

The following persons should be in attendance:

  • senior institutional representatives (in particular the person to whom the ACC reports)
  • chair(s) and members of the ACC(s)
  • senior veterinary and animal care personnel
  • any animal users who wish to attend

The agenda of the initial meeting should be as follows:

  1. Welcome from the senior administration of the institution and presentation of the institutional animal care and use program, including any significant changes/plans since the previous assessment and for the foreseeable future
  2. Update on the CCAC programs from the assessment director
  3. Questions by the assessment director on the structure and administration of the animal care and use program, and then on the first five sections and last section (Section 7) of the CCAC PRF, as filled out by the institution:
    • Section 1: General Information
    • Section 2: Animal Care Committee Functioning
    • Section 3: Animal Use Protocol Form
    • Section 4: Veterinary and Animal Care Services
    • Section 5: Continuing Education and Training
    Occupational Health and Safety
    Crisis Management
    • Section 6: Animal Facilities
    • Section 7: Summary
  4. Concerns of the institution (e.g. regarding animal care or CCAC programs)

Site Visit of Animal Facilities (where applicable)

The assessment director may be accompanied by the chair of the ACC, senior veterinary and/or animal care representative(s) and/or other ACC or institutional representatives. The following areas should be visited by the assessment director, who will also use the information contained in the relevant Section 6 of the CCAC PRF, as filled out by the institution:

  • animal holding and care facilities, including barrier and containment facilities, as well as support/service areas
  • animal procedure rooms and surgical facilities
  • other areas in which animals are used (e.g. laboratories)

Sufficient time should be reserved for the visit of each animal facility and for any travel between units.

Summary Meeting

The final meeting may last 15-30 minutes and may include most if not all of the representatives present for the initial meeting:

  • senior institutional representatives
  • chair(s) and members of ACC(s)
  • senior veterinary and animal care personnel

The assessment director's observations will be discussed and the information will be included in the written report sent to the institution after the visit. The final meeting also provides an opportunity for institutional representatives to discuss, with the assessment director, the most appropriate means to address any concerns raised.

Revised November 2008