1. TCP LIMS – Animal Use Protocol Management
Objectives
provide TCP users with an understanding of how TCP’s online Animal Use Protocol (AUP) module functions
describe to TCP users how to submit online AUP-related documentation

2. Animal Use Protocols (AUPs)
An Animal Use Protocol (AUP) is a written statement regarding the research to be conducted, its purpose and the proposed procedures to be carried out on live animals. All procedures being performed at TCP, including maintenance of breeding colonies and/or housing of animals requires an approved AUP.
You will only see AUPs that you are associated with.
To search for an AUP, navigate to Regulations >> AUP Search.

3. Animal Use Protocols
On LIMS, only certain aspects of the AUP can be viewed. These include:
PI name and primary contact, title and AUP number
Approval & expiry dates
Number of animals approved for & used
Research personnel approved to work on the AUP
Mouselines approved for use under the AUP
Approved methods of euthanasia
Online submissions
Approved hazardous agents
Approved controlled drugs
Hardcopies of all approved AUP-related documentation

4. Animal Use Protocols (AUPs)
By default, the search shows AUPs that are Approved, Conditionally Approved, or Needs Follow Up.
Click on any Filter Status listed to change the search criteria.
This is useful if you are looking for new projects that are under review by the Animal Care Committee.

5. Details: This tab contains general information related to the approved AUP.
Animal Use Protocols

6. Animal Use Protocols
Person: The Person tab lists the research personnel approved to work on the AUP as well as finance people who can be charged for any TCP services performed under this AUP.

7. Animal Use Protocols
Mouselines: The Mouseline lab shows all mouselines approved for use on the AUP.

8. Animal Use Protocols
e-Submissions: The e-Submissions tab contains links to all the online submissions including AUP Amendments, Hazardous Agent Forms, and AUP Renewals that have been submitted for this AUP.

9. Animal Use Protocols
Attachments Tab: The Attachments tab shows all approved AUP-related documents and links to downloadable PDF of that document.

10. Animal Use Protocols
Hazardous Agents: The Hazardous Agents tab shows all hazardous agents approved for use under this AUP.
Clicking on the links will allow you to view specific information about the agent
possible health risks associated with its use,
Standard Operating Procedures (SOPs) to be followed when working with the agent
a link to its Safety Data Sheet (SDS).
PDF links to the Hazardous Agents Response Forms issued by the TCP Safety Manager for each agent can be found at the bottom of this page

11. Animal Use Protocols
Controlled Drugs Tab: The Controlled Drugs tab shows any controlled drugs that TCP has received approval to dispense to the lab.
Only the PI and AUP Primary Contact can view details of the controlled drug exemption.

12. Animal Use Protocols
As per the Canadian Council on Animal Care (CCAC), all changes to an approved AUP must be reviewed and approved by the ACC prior to implementation.
Changes include the addition of staff and mouselines, changes in procedures, etc.
Proposed changes to an AUP must be described in an AUP Amendment Form.
Some amendments can be submitted using LIMS
Addition of new research personnel
Addition of new mouselines
Increase in the animal budget (<20%)
Increase in the animal budget (>20%)
Euthanasia Method

13. Submitting Personnel Amendments
To add new research personnel to an AUP, navigate to
Regulations >> Amendments >>
Add Personnel
Ensure to check off all activities the individual will be involved in while working at TCP.
Once completed, click the Submit button.

14. Submitting Mouseline Amendments
To add new research personnel to an AUP, navigate to
Regulations >> Amendments >>
Add Mouseline
Once a mouseline has been selected and justification provided, click the Submit button at the top of the page
If the mouseline to be added does not appear in the Add Mouseline dropdown, a Mouseline Passport is needed before a Mouseline Amendment can be submitted. Please review the Mouseline Passport course for more information.

15. Submitting Increase Mouse Budgets Amendments
To increase the number of animals approved for use in the year, an amendment is required.
Navigate to Regulations >> Amendments and select from one of two Increase Mouse Budget amendments: Less than 20% or Greater than 20%.
LIMS will indicate the number of mice you can request.
Increases of less than 20% are approved by the ACC Coordinator and are typically processed within 48 hours of submission.
Increases of greater than 20% must be reviewed by the Animal Care Committee and take approximately 6 weeks to process.
Once proper justification has been provided, click Submit and then Get PDF button.
The PI must sign the PDF, which is then sent to the ACC Coordinator

16. Submitting Euthanasia Method Amendments
To add new research personnel to an AUP, navigate to
Regulations >> Amendments >>
Euthanasia Method
This amendment must be reviewed by the Animal Care Committee and take approximately 6 weeks to process.
Once proper justification has been provided, click Submit and then Get PDF button.
The PI must sign the PDF, which is then sent to the ACC Coordinator

17. Amendment Search
You can view amendments from the e-Submissions tab of the View AUP page or by navigating to Regulations >> Amendments >> Pending Amendments page.

18. Amendment Search
When an online submission has been completed and the Submit button clicked, the ACC Coordinator will receive an notification.
The submission will be reviewed and if any additional information is needed, the submitter will be notified via of the change in the document’s status to Revisions Required, which allows the form to be editable again for the user.
Once revisions have been made, click the Submit button again.
When approved, an notification will be sent to the Submitter via LIMS as well as from the ACC Coordinator with additional information (i.e. training requirements if applicable).

19. Hazardous Agent Form (HAF)
When adding a new agent to an AUP, a Hazardous Agents Form (HAF) must be completed for review by the TCP Safety Manager.
To access the online HAF navigate to Regulations >> Hazardous Agents >> Hazardous Agents Form (HAF).
Enter in the PI name and the Existing Animal Protocol number.
Click Save Draft.
Select Yes under the section of the agent(s) you want to add.
When you have finished adding all the agents, click the Submit button at the top of the page.

20. HAF - Adding Existing Agents
There are several hazardous agents already entered into LIMS, so before clicking on Add New, click on Add Existing to see if the agent you are adding is already entered. Enter the agent name or part of the name in the Search field.
When you have found the agent you are adding, click on the Add to Amendment link to it.
If adding another agent, search for it and follow the steps above. If not, click on the Close button.

21. HAF - Adding Existing Agents
Existing information related to that agent will now appear on the Hazardous Agents Form.
All fields marked with a red asterisk (*) are mandatory and MUST be completed.
When completed, click the Save Draft button at the top of the page.

22. HAF - Adding Existing Agents
If the agent you are adding is not already entered into LIMS, click on Add New. A blank agent line will appear. Requirements for each type of agent being added will be different.
Chemical
Biological
Radioactive
All fields marked with a red asterisk (*) are mandatory and MUST be completed.
When completed, click the Save Draft button at the top of the page.

23. TCP LIMS The live site is available at https://lims.phenogenomics.ca.
Questions
Contact the LIMS Team at
Questions regarding AUPs, approval processes and the Animal Care Committee should be directed to the Animal Care Committee Coordinator