Protocol Submission Process


This page includes all necessary information of the different submission types to the IACUC, which can potentially be required for researchers involved with animal subjects. 

If you are not sure if your proposed activities require IACUC review, please contact the Office of Research Compliance and Integrity at rci@gvsu.edu or (616) 331-3197 for a determination.

Note: Due to their interactive format, PDF applications have to be downloaded and opened with Adobe Acrobat Reader.


Submission Types

The New Project submission process is used for new projects or transferring projects to GVSU for the first time. If you are making a complete submission to renew a previously approved project, please follow the Renewal Process. If you are not sure if your proposed activities require IACUC review, please visit our Determination section or contact the Office of Research Compliance and Integrity at rci@gvsu.edu or (616) 331-3197.

Submission Process

Complete a New Project Application Form.* 

*Due to its interactive format, this PDF application cannot be viewed by your browser; you have to download the file and use Adobe Acrobat (or a comparable PDF reader) to open, edit, and save it. (Click the application link above. If there is a 'Please wait...' error message window, you need to select the 'Download', or 'Save as' option in that window.)

Once completed, save a copy of the form to your computer and then upload it to IRBNet. Follow the IRBNet User Guide instructions to create a profile, establish a new project, and complete all necessary steps required for submission. Make sure to select New Project as the  Submission Type

PHS Policy requires the IACUC to conduct continuing review of each previously approved, ongoing activity at appropriate intervals as determined by the IACUC. At GVSU, the IACUC requires a report on the status of each protocol annually. In doing so, the PI verifies that completed activities were conducted in accordance with the approved protocol, describes any proposed departures from the approved protocols, and provides information about activities projected for the upcoming year. In addition, the number of animals used over the course of the previous protocol year is provided.

Protocols with approval periods that exceed one year require a Continuing Review report on an annual basis (note: your approval period begins with the approved start date and ends on the protocol expiration date). Your continuing review report is due exactly one year from your approved start date.

The protocol is considered active and experiments can be conducted while the continuing review is under review by the IACUC.

Submission Process

Complete a Continuing Review Application.* 

*Due to its interactive format, this PDF application cannot be viewed by your browser; you have to download the file and use Adobe Acrobat (or a comparable PDF reader) to open, edit, and save it. (Click the application link above. If there is a 'Please wait...' error message window, you need to select the 'Download', or 'Save as' option in that window.)

Follow the IRBNet User Guide instructions to select an existing project and create a new package within that project. Afterwards complete all necessary steps required for submission. Make sure to select Continuing Review/Progress Report as the Submission Type

Under PHS Policy, the IACUC can approve protocols for a maximum of three years. To continue a protocol beyond a three-year approval period, a renewal application for complete de novo review by the IACUC is required. We encourage researchers to submit renewal requests at least 60 calendar days prior to the expiration date to avoid a lapse in approval.

Submission Process

Complete a Three Year Renewal Application.* 

*Due to its interactive format, this PDF application cannot be viewed by your browser; you have to download the file and use Adobe Acrobat (or a comparable PDF reader) to open, edit, and save it. (Click the application link above. If there is a 'Please wait...' error message window, you need to select the 'Download', or 'Save as' option in that window.)

Follow the IRBNet User Guide instructions to select an existing project and create a new package within that project. Afterwards complete all necessary steps required for submission. Make sure to select New Project as the Submission Type

Any change to previously approved materials must be approved by the IACUC prior to implementation. If you need to make any changes to your protocol you must submit an Amendment/Modification request for IACUC review and approval before any changes are implemented. Changes include, but are not limited to, changes in procedure, key personnel, or sample size.

Significant Changes

Significant changes to an IACUC-approved protocol must be reviewed and approved by the IACUC before they are initiated (PHS Policy IV.C.1., and AWR §2.31[d][1]). The GVSU IACUC interprets significant changes to mean those that have the potential to impact substantially and directly on the health and well-being of the experimental animals. Examples of significant changes include, but are not limited to, changes:

  • in the methods of animal use;
  • in the objectives of a study;
  • from non-survival to survival surgery;
  • resulting in greater discomfort or a greater degree of invasiveness;
  • in the species or in approximate number of animals used;
  • in PI;
  • in anesthetic agent(s) or the use or withholding of analgesics;
  • in the methods of euthanasia; and
  • in the duration, frequency, or number of procedures performed on an animal.

Proposed significant changes require IACUC review (and approval) prior to initiation.

Non-significant Changes

The GVSU IACUC interprets non-significant changes to mean those that do not have the potential to impact substantially and directly on the health and well-being of animal subjects. Examples of non-significant changes include, but are not limited to, changes in:

  • the funding source;
  • personnel (other than the PI); and
  • the use of a new vivarium housing location.

Proposed non-significant changes require administrative review (and approval) prior to initiation.

Submission Process

Complete an Amendment Request Form.*

*Due to its interactive format, this PDF application cannot be viewed by your browser; you have to download the file and use Adobe Acrobat (or a comparable PDF reader) to open, edit, and save it. (Click the application link above. If there is a 'Please wait...' error message window, you need to select the 'Download', or 'Save as' option in that window.)

Follow the IRBNet User Guide instructions to select an existing project and create a new package within that project. Afterwards complete all necessary steps required for submission. Make sure to select Amendment/Modification  as the Submission Type

Upon submission of a project, if the IACUC action in IRBNet (found under My Projects , Project Overview )  is  Modifications Required or  Information Required , your submission has been tabled. A tabling letter will be published in IRBNet explaining the modifications and/or clarifications required. 

Submission Process

Respond to each item listed in your tabling letter. There is no specific form for this process. The best way to respond to a tabling letter is to copy the items from your tabling letter, paste these directly into a Word document, and type your responses beneath each item. Save your completed response document to your computer and upload it to IRBNet. Follow the IRBNet User Guide instructions to select an existing project and create a new package within that project. Afterwards complete all necessary steps required for submission. Make sure to select Revision as the Submission Type

A Closure Report is required upon completion of the project. This report must be submitted no later than 30 calendar days after the protocol expiration date. No research, testing, or instructional use of vertebrate animals may occur after the protocol expiration date.

Submission Process

Complete a Closure Report Form.* 

*Due to its interactive format, this PDF application cannot be viewed by your browser; you have to download the file and use Adobe Acrobat (or a comparable PDF reader) to open, edit, and save it. (Click the application link above. If there is a 'Please wait...' error message window, you need to select the 'Download', or 'Save as' option in that window.)

Follow the IRBNet User Guide instructions to select an existing project and create a new package within that project. Afterwards complete all necessary steps required for submission. Make sure to select Closure/Final Report as the Submission Type

All instances of non-compliance or complaints regarding this study  must  be reported to the ORCI in a timely manner. Conditions that are suspected to jeopardize the health or wellbeing of animals  must be immediately reported to the IACUC at rci@gvsu.edu. There are no specific forms for this report type.



Page last modified May 18, 2017