The licence holder shall ensure that suitable arrangements exist for the care and welfare of animals during any period when the personal licence holder is not in attendance.
What does this mean in practice?
When you hold primary responsibility as a PIL holder, you should make sure that you have delegated responsibility to another PIL holder whenever you are absent for long periods, e.g, annual leave.
How do I comply with PIL Standard Condition 14?
Communication is key. You should discuss with the PPL holder and inform them who you have delegated responsibility to, and speak to the PIL holder(s) in question. This person, or people, should have the appropriate skills and competency in place to handle the care and welfare assessment of the animals you are delegating responsibility for.
It is essential to notify the NACWO and animal care staff overseeing the location of your animals about your absence. Please provide clear instructions regarding any changes in communication during this time. Additionally, outline any necessary amendments to studies to ensure that the designated individual is recognised as a direct point of contact for addressing any welfare concerns that may arise.
If you anticipate being away for an extended period, you should consider transferring full PIL responsibilities to another individual.
What resources are available to support me?
To support larger research teams, using a shared mailbox or mailing list can help ensure everyone receives notifications from the animal care team about study animals.
Teams and Slack have become essential tools for collaboration among remote and on-site staff in the post-pandemic era. These platforms may serve as the perfect solutions to enhance communication within your team and with the animal care team. They establish clear communication channels for all PIL holders involved in the care of your animals during times of absence.
You should feel confident that you have a direct delegate for tasks during your absence. Some facilities can provide technical assistance from licensed members of the animal care team; however, it’s crucial to understand that they cannot serve as the primary PIL. They are equipped to support licensed activities exclusively, and while they hold responsibility during the procedure, they are not the primary PIL for the cohort or research.
What happens if I don’t comply with PIL Standard Condition 14?
Your animals may suffer because the animal care team will communicate with the wrong people if they show health issues while you’re away.
ASRU may ask to speak to you regarding your animals during an audit, and if you are not present and the establishment or PPL holder is not aware, this would indicate you have not fulfilled this condition.
How does ASRU assess compliance with PIL Standard Condition 14?
During an audit, the institution must provide Standard Operating Procedures and documentation related to handover of responsibility.
Inspectors will also engage with NACWOs, animal care staff, and PIL holders to confirm that handovers are effectively implemented.
How do I know if I am complying with PIL Standard Condition 14?
A permanent secondary PIL lets you manage this effectively, and clear communication with the animal care team is essential.
Ensure effective communication during your leave by including a deputy or secondary PIL holder in your out-of-office message. This will serve as a permanent reminder for the animal facility staff.