Agenda for a CCAC Assessment Visit of More than One Day

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This agenda is intended to help institutions prepare for an assessment visit of more than one day. The agenda may be modified to accommodate institutional or CCAC needs, following discussion with the assessment director(s) responsible for the visit. A draft agenda should be sent to the assessment director(s) normally at least two months 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 Animal Care and Use Program Review Form (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 CCAC panels.

The following generic agenda is typical for a visit of more than one day:

First Day
9:00 – 12:00

Initial meeting of the CCAC panel with institutional representatives (senior and other administrators, animal care committee (ACC) members (including ACC coordinators, community representatives), veterinary and animal care staff, animal users)

Review, done by the assessment panel later in the visit, of selected animal use protocols, standard operating procedures (SOPs), and any other relevant documentation

12:00 – 13:00 Lunch for panel and institutional representatives (a simple in-house lunch is appreciated), during which issues identified during the initial meeting can be further discussed
13:30 – ... Site visits of the animal facilities begin (the CCAC panel may be divided into teams, depending on the size of the institution), and continue as needed over another day or more
Last Day
Site visits should be minimized on the last day (and normally avoided in the largest institutions) to focus on the preparation and discussion of the panel's findings.
... – ... Summary meeting: in camera meeting for the assessment panel (approximately two hours)
... – ... Summary meeting: meeting for the panel and institutional representatives (approximately 60 minutes)

Initial Meeting

A period of no less than two hours (or three hours for larger institutions with a single ACC) must be reserved at the beginning of the first day for the initial meeting. This period will be used to complete a thorough review of the institution’s animal care and use program. Complete, but concise, pre-assessment documentation (in the CCAC PRF) 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(s), and introduction of the panel members
  3. Questions by the panel 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)

For larger institutions with more than one ACC, the initial meeting will focus on the review of the common elements of the animal care and use program that apply to all or most units of the institution, followed by individual meetings later in the week with each ACC to discuss the specific structure and functioning of each committee.

During the initial meeting and site visits, the CCAC assessment panel may request to be provided with specific animal use protocols and associated correspondence (complete protocol files), SOPs and any other relevant documents for them to review prior to the final meeting with institutional representatives.

Site Visit

The panel may be accompanied by the chair of the ACC, a senior veterinary and/or animal care representative(s), and/or other ACC or institutional representatives. The following areas should be visited by the assessment panel, which 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. As many animal users and caretakers as possible should be available to meet with the assessment panel during the tour of the facilities.

Summary Meetings

  • Panel meeting (in camera)

    The panel requires approximately two hours to meet privately to prepare a summary of its findings prior to the final meeting.

  • Final meeting with institutional representatives

    The final meeting may last approximately 60 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 panel's preliminary recommendations will be presented verbally and discussed, and the more important recommendations will be emphasized. All CCAC recommendations 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 panel members, the most appropriate means to address any concerns raised.

Revised November 2008