Frequently Asked Questions -About the Accreditation Process

Here are answers to a few questions about the accreditation process...

• Program Descriptions
• Accreditation Fees
• Standards and References
• Deficiencies
• Confidentiality
• Drop-In Visits

PROGRAM DESCRIPTIONS

Q:
What are the deadlines for submitting Program Descriptions to AAALAC International?  When would the site visit occur?

A:

Q:
Do Program Descriptions have to be submitted in hard copy, electronically, or both?

A:
Complete formatting and submission instructions for the Program Description are located at (http://www.aaalac.org/programdesc/PD_Format%20Instructions.doc):

Please submit one hard copy of completed materials, unless they can be provided electronically with no more than four attachments, which may be submitted in Microsoft Word or Portable Document Format (pdf) to accredit@aaalac.org.  Should you submit the Program Description in an electronic format, we request that you do not embed attachments as links within the main document.

If you submit a hard copy, we request that they be two-sided to reduce both volume and mailing costs.  The set of materials should be fastened with a binder clip or rubberband.  Please do not staple, bind, or otherwise assemble your materials. An electronic confirmation that your materials have arrived to the AAALAC office will be sent.

Note: Please include your AAALAC International file number (six digit number), telephone number, and e-mail address (if one is available) in the cover letter.  New applicants receive a file number upon approval of their application.

Q:
If we have specific requests for the site visit, how do we inform AAALAC?

A:
A cover letter should accompany the Program Description addressing specific remarks or requests pertinent to the site visit (e.g., specific dates that would be inconvenient, entry requirements, site visitor expertise, etc.).

Note: Please include your AAALAC International file number (six digit number), telephone number, and e-mail address (if one is available) in the cover letter.  New applicants receive a file number upon approval of their application.

Q:
Does AAALAC have a preference for which version of the Program Description to complete?
Standard or Streamlined?

A:
It is entirely your choice which version of the Program Description is used.  The Standard (original) version follows the format of the Guide for the Care and Use of Laboratory Animal (Guide), NRC 1996, provides more detailed information that may result in fewer questions during the site visit, and is very useful if the Program Description serves as a template for the semiannual review of your program.  The Streamlined version does not strictly follow the format of the Guide resulting in less time completing the Description; however, it may result in more discussion time during the site visit.  See http://www.aaalac.org/accreditation/apply.cfm.

Q:
How should we format the Program Description (i.e., margins, font, single or double spaced)?  Complete formatting instructions for the Program Description are located at http://www.aaalac.org/programdesc/PD_Format%20Instructions.doc

A:
Summary:

1. Use headings and subheadings as highlighted and underlined.
2. Information is to be provided on 8-1/2" x 11" or A4 size paper.  A font size of 11-12 points is preferred.
3. The report should be single spaced using block paragraphs.
4. A Table of Contents should accompany the Program Description.  Pages should be numbered by section (i.e., [Introduction] I‑1..., [Description] II‑1..., [Appendices] III‑1...).
5. Prefer 1” margin on each side

Q:
Should the requested animal usage reported in the Program Description and Annual Report include animals being held in the facility, but not used for experiments?

A:
Yes.  Animals used for research, testing, teaching, breeding, and/or holding protocols should be reported.

Q:
How is animal usage recorded in the Program Description?

A:
A sample animal usage form is provided on our website at http://www.aaalac.org/programdesc/Average_Animal_Inventory.doc.

Information, organized by species, should be given on all animals used in research, teaching or testing, including those which may be used or housed in laboratories outside the animal care facility.  Of particular interest is information on those animals which are used in research projects involving recovery surgical procedures, behavioral or other testing requiring chairing or other forms of restraint, or exposure to potentially hazardous materials.  Procedures may be grouped into general types of research, teaching or testing activities rather than listing every protocol.  For example, if you have three protocols, each used to teach handling of a different species, these could be listed as one line on the Animal Usage Form (e.g., Teaching or Training).  The different species and approximate number used per year would then follow in the appropriate columns. 

Q:
What should be included in the calculation of animal facility square footage?

A:
Animal housing and animal program support space should be included in the calculation of animal facility square footage.  The Animal Facility Square Footage Compilation form is available at Animal_Facility_Square_Footage_Meters_Compilation_Table.pdf.  Animal program support space would include areas such as cagewash, surgical facilities, necropsy, feed and bedding storage and other areas used to directly support the animal care and use program.  Hallways and laboratories where animals are taken for short periods of time outside the central animal facility would not be included in this calculation. 

Note:  The number of barns and sheds, as well as pasture acreage should be reported.  Such space is typically not included as a direct measure when determining group size, but the information is necessary to aid in estimating the site visit team size or days.  Please contact the office at 301.696.9626 or accredit@aaalac.org if you have any questions for calculating these spaces.

ACCREDITATION FEES

Q:
How are the fees for accreditation assessed?

A:
Organizations seeking accreditation are required to submit a non‑refundable fee with the application materials. This fee covers the cost of the initial site visit.  All applicants granted Provisional or Full Accreditation status pay an annual fee. Annual fees cover the cost of subsequent regularly scheduled triennial site revisits. The cost for interim site revisits conducted before the three-year interval, whether initiated by AAALAC International or the institution, will be borne by the institution.

AAALAC International determines the group classification during the review of the application.  This classification, based primarily on the size of the facility and the time necessary to conduct a site visit, establishes a fair fee schedule.  The established fee schedule may be amended as necessary to reflect the costs of operating the accreditation program.  Revocation of accreditation shall be automatic if a unit is twelve (12) months in arrears for payment of fees. Please see http://www.aaalac.org/accreditation/fees.cfm for the fee schedule.

Payment may be made by check, credit card, wire transfer (contact the AAALAC International office for bank details), or purchase order.

STANDARDS AND REFERENCES

Q:
Does AAALAC use the same standards to evaluate animal programs outside of the U.S.?

A:
Because each country has its own set of laws and regulations, AAALAC site visitors use a customized approach for evaluating programs outside of the United States. Evaluators take into account applicable laws and regulations, and the overall performance of the program as it relates to animal welfare. They also evaluate the extent to which the program is adhering to the principles outlined in the Guide for the Care and Use of Laboratory Animals, as well as that country's regulatory framework.

Q:
What references does AAALAC use?

A:
The principal references used to evaluate animal programs are the Guide for the Care and Use of Laboratory Animals and other Reference Resources and the country or region's regulations/legislation. Supplemental references are used to provide information on specialty topics and widely accepted scientific practices, procedures and techniques.

DEFICIENCIES

Q:
What deficiencies are noted most often by AAALAC?

A:
The number and frequency of deficiencies found during site visits continues to decline. In fact, the vast majority of institutions renewing their accreditation are immediately awarded "Continued Full Accreditation." (A decade ago, only 37 percent of renewing institutions received this distinction.) When problem areas are cited, they most frequently involve the occupational health and safety program, the Institutional Animal Care and Use Committee (or the equivalent oversight body) or the heating, ventilation and air conditioning system.

CONFIDENTIALITY

Q:
How does AAALAC ensure confidentiality?

A:
Unlike many government regulatory systems, the entire accreditation process is confidential. The accreditation evaluation and its results are kept between the organization seeking accreditation and AAALAC International—even if deficiencies are found. AAALAC's purpose is to provide a peer-evaluation that results in valuable information organizations can use to improve their programs and achieve new levels of excellence. Board and Council members, ad hoc Consultants and AAALAC staff are all required to sign confidentiality agreements. Conflict-of-interest statements are also signed by each site visitor. AAALAC representatives agree to treat all materials as privileged, and safeguard the materials in their possession. Of course, accredited organizations are free to share their AAALAC reports if they choose to do so.

DROP-IN VISITS

Q:
Our institution just received notice that AAALAC International will be conducting a “drop-in” visit.  How does this differ from our routinely scheduled site visit and what are its implications?

A:
Since 1989, and with endorsement of AAALAC’s Board of Trustees, AAALAC has conducted drop-in visits—both “for cause” and “not-for-cause.”  While very rare, drop-in visits of either type may occur between the routinely scheduled triennial visits.  In both cases, relatively short notice (one day to a few days) of the pending drop-in visit is provided.  The scope of the drop-in visit is typically very focused; more rarely, the entire animal care and use program may be reviewed during a drop-in visit.  Costs for the drop-in visit are absorbed by AAALAC.

Occasionally, a site visit team will conduct a drop-in visit to an institution in an area where a routinely scheduled visit is occurring at another organization.  These visits may be prompted by significant programmatic changes that have occurred at the institution subsequent to the routine site visit, such as critical organizational changes, an about-face in a commitment made to Council (e.g., re-opening an animal housing area that had been closed in response to a site visit observation), etc.  Such “not-for-cause” visits provide the Council on Accreditation an update as to the status/functioning of the institution.

Drop-in visits “for cause” may be conducted following a meeting of the Council on Accreditation, during which the Council has determined that an issue identified during the regularly scheduled site visit was of sufficient seriousness that immediate follow-up by the Council, in the form of an additional on-site assessment, was necessary.  Occasionally, a drop-in visit “for cause” may be initiated by the Executive Office following receipt of a verifiable allegation related to the animal care and use program at an accredited institution.

Reports of observations made during either type of drop-in visit are taken to the Council on Accreditation.  The observations made during a “not-for-cause” drop-in often result in no action being taken by the Council regarding the institution’s accreditation status.  Alternatively, the report may prompt the Council to require the institution to provide additional documentation regarding the matter, or the Council may determine that a full site visit needs to be scheduled earlier than the typical three-year interval.  The observations made during a drop-in “for cause” visit  may result in no change to the accreditation status of the institution or the institution may be placed on less than Full Accreditation pending correction of the issue.

Additional FAQs:

• General questions about AAALAC International.
  
  
• Questions about animal program management, animal facilities and the way in which AAALAC approaches certain areas during assessments.
  
  
• Questions about maintaining AAALAC International Accreditation.

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