Protocol Submission and Review


Inspections and Site Visits

Other topics



How do I get access to Coeus?

You can request access by completing the CAP Access Form on the Coeus website.

How do I add personnel to my protocol?

Add personnel in Coeus under the 'Investigators/Study Personnel' tab.  Click 'Add Investigator/Study Personnel Information' at the top of the screen and then select 'Employee Search'. You can search for the person using their first or last name (just be sure to use * around the name.. e.g., *Jones*).  When you find the person, select his/her name as well as their protocol role and affiliation. Click 'Save' to complete. 

If you are adding non-Brown personnel, the first step is to contact the ARPP with the non-Brown personnel's name, email, and affiliated organization. We will add them to the 'Rolodex' in Coeus.  Once we do so, you can add them using the same process outlined above except use the 'Non Employee Search.' 

If I have external funding that is not through Brown, how do I add this to my protocol?

Any funding that supports the research, regardless of source, should be listed on your protocol.  On the 'Funding Source' tab, there are two options for 'Type' - Sponsor and Institute Proposal.  If you are adding funding that is not through Brown, you only need to add a Sponsor (e.g., NIH, NSF).  This can be done by selecting 'Sponsor' as the type and then clicking 'Search'. Search using 'Sponsor Name' and be sure to use * around the name (e.g., *National Institute of Health*).  Select the sponsor and click 'Save'. 

I am submitting an amendment, but Coeus won't let me modify any information or upload documents. How do I fix this?

The problem is likely that you have not selected the appropriate checkbox on the 'Summary' tab.  Any box that is checked on this page will allow you to edit the corresponding section in Coeus.  For example, if you check 'Add/Modify Attachments', Coeus will allow you to upload documents (note: this box should always be checked).

Protocol submission and Review

Do I need to submit an annual continuation?

Do you have a USDA-covered species listed on your protocol (e.g., pigs, sheep, bats)? Do you have Department of Defense funding (e.g., DARPA, Air Force, ONR)? If the answer to at least one of these questions is “yes,” then you do need to submit an annual continuation via Coeus. If the answer to both questions is “no,” you do not need to submit an annual continuation - you will be contacted by ARPP to affirm all protocol information is still accurate. 

Do I need to assign animals to pain categories if my protocol does not involve USDA-covered species and/or DoD funding?

No, you do not need to assign animals to pain categories if your protocol does not involve USDA-covered species or have Department of Defense funding.

However, if your protocol involves potentially painful or distressful procedures you will still need to engage a veterinaryian for pre-review. You will also need to describe in your protocol how you will alleviate and monitor for pain and/or distress or, in the case of unrelieved pain or distress, provide a scientific justification for withholding anesthesia/analgesia.

What constitutes veterinary pre-review for protocols and amendments involving Category D/Category E/potentially painful or distressful procedures?

Veterinary pre-review is required for all new protocols, de novo (3-year) protocol submissions, as well as significant amendments that involve Category D or E/potentially painful or distressful procedures.  The veterinary pre-review requirement must be satisfied before you submit to the ARPP office and you must indicate in your submission which of the three Brown veterinarians pre-reviewed your protocol.  

The veterinary pre-review requirement is not satisfied if you only have a verbal discussion with a Brown veterinarian.  Instead, a pre-review consists of:

  • Electronically distributing in Word format to one of Brown's veterinarians the full draft protocol and all applicable appendices;

  • Receiving edits/comments made by the veterinarian electronically and integrating those edits/comments into your draft protocol;

  • Following this, engaging in a face-to-face meeting (or telephone meeting, depending on the number and complexity of the comments) to ensure that the protocol is in the shape needed to be reviewed by the IACUC.

Not following this procedure will result in delayed review and approval of your submission. Please note that new protocols and de novo protocol submissions that meet Full Committee Review criteria must meet the veterinarian pre-review deadlines to be reviewed at the next meeting. If your amendment to an existing protocol adds a new Category D/Category E/potentially painful or distressful procedure, a veterinarian pre-consultation is still required, even if the amendment qualifies for review via DMR.

How long will it take for my new protocol, amendment, or continuation to be approved?

Protocol review and approval times are greatly impacted by the quality of the submission and whether the investigator has engaged in veterinary pre-review, either because veterinary pre-review was required or to adhere to best practices. Below is turnaround time data reflecting the time-to-approval for protocols in which veterinary pre-review was properly performed as compared to times when investigators circumvented the pre-review process:

  • De novo protocol involving rodents, Category E procedures: Veterinary pre-review conducted on February 19th, review completed on March 6th. 16 days from pre-review to IACUC approval.

  • New protocol involving rodents, Category D procedures: Submitted with veterinary pre-review conducted on September 8th, approved on October 7th. 30 days from submission to IACUC approval.

  • New protocol involving snakes, Category D procedures: Submitted with veterinary pre-review conducted on February 16, approved on March 8th. 21 days from submission to IACUC approval.


  • De novo protocol involving rodents, Category E procedures: Submitted on January 20th, no veterinary pre-review conducted before submission to ARPP (despite being required). Approved on March 1st. 41 days from submission to IACUC approval.

  • De novo protocol involving rodents, Category E procedures: Submitted on December 20th, no veterinary pre-review conducted before submission to ARPP (despite being required). Approved on February 13th. 55 days from submission to IACUC approval.

  • New protocol involving NHPs, Category D procedures: Submitted on November 21st, no veterinary pre-review conducted before submission to ARPP (despite being required). Approved on February 27th. 98 days from submission to IACUC approval.

Please see the IACUC protocol submission page for more information regarding the IACUC review process and expected turnaround times. 

What do reviewers look at when they review my submitted protocol?

IACUC reviewers are reviewing your protocol to ensure that the use of animals in your research is justified, the procedures to be done to each animal are clear, and that your protocol complies with all governing regulations and institutional policies that are in place to assure the humane and ethical use of animals in teaching and research.  Brown's IACUC has developed a reviewer checklist that reviewers may use to help guide their review.  Investigators are encouraged to use this checklist to conduct a self-review prior to submitting a protocol to the IACUC.

When are IACUC meetings held?

IACUC meetings are held on the first Friday of each month between 12:30pm and 3:00pm, unless otherwise noted.


When will IACUC protocols transition to InfoEd?

The new Lab Animal module in InfoEd is scheduled to go live in early 2018 to allow for system upgrades that will greatly improve system functionality. Staff will be working behind the scenes to transfer as much information from your active protocol(s) as possible into the new system to minimize your work during the transition period. In other words, we will be building a 'shell protocol' for you in the new system , pre-populating as much information for you as we can. There will be some instances where the system-to-system transfer of information does not have a direct one-to-one match, and in those instances we may rely on you/your lab to assist. You will also have the opportunity to verify that all information entered on your behalf is complete and accurate.

Will multiple species still be allowed on a single protocol? What about USDA and non-USDA covered species on the same protocol?

Yes, multiple species may still be included on a single IACUC protocol. USDA and non-USDA covered species may not be included on a single protocol. We have worked hard to eliminate protocol questions and requirements for non-USDA animal users (e.g., eliminating annual continuations) and the non-USDA protocol form in InfoEd has been programmed to reflect this.

Will I finally be able to submit an administrative amendment at the same time as a substantive amendment?

Yes! In InfoEd, you will be able to submit administrative change requests contemporaneous with substantive amendments and they will be approved separately. This will enable you to make quick, administrative changes without having to wait for a substantive amendment to be approved.

Inspections and Site Visits

How do I prepare for an AAALAC accreditation site visit?

Site visitors may direct their questions to any research personnel in the lab. Therefore, it is important that all personnel be familiar with approved protocol(s) on which they are listed, know what is approved (and what is not), be prepared to speak about their training, and demonstrate an understanding of institutional policies and procedures.  Brown has created a Self-Assessment checklist  to help laboratories prepare for AAALAC accreditation visits, and encourages laboratories to complete the checklist a few weeks prior to the planned site visit.

Who do I contact about issues or questions related to animal husbandry (caging, space availability, etc.)?

The Animal Care Facility (ACF) team at Brown University is dedicated to provide a healthy, well cared for environment and living space for animals which are essential to meaningful research.  The veterinarians are directly responsible for the care and use of all animals at all Brown University facilities.  As the veterinary IACUC members, they review all animal care and use protocols.  Their contact information can be found here.

I can’t find the answer to my question. Who can I talk to?

Contact the ARPP for more assistance on protocol submission or animal research related questions, policies, or procedures.