Template for Post Site Visit Communication
Date
[Your Name]
[Street Address]
[City, ST, Country ZIP Code]
Kathryn Bayne, M.S., Ph.D., D.V.M.
Global Director
AAALAC International
5283 Corporate Drive
Suite 203
Frederick, MD 21703-2879
Dear Dr. Bayne:
INTRODUCTORY PARAGRAPH
Please accept this Post Site Visit Communication (PSVC) for {NAME and AAALAC INTERNATIONAL FILE NUMBER OF UNIT} providing responses to the findings from the Exit Briefing provide by the AAALAC International site visitors for our recently completed AAALAC International site visit, conducted by ______and______on (Date(s))______.
BODY
1. Mandatory Finding (if applicable): Give a description of the issue (concern or problem) mentioned by the site visitors.
For Example - During our site visit the AAALAC International representatives noted as a problem that the veterinary staff had not been notified of some ill or injured mice that were observed in the animal facility. In the Exit Briefing we were told that the Council on Accreditation would likely consider observation of animals for their health and prompt notification of veterinary staff as a Mandatory issue. We were asked to review our process for animal health observations and for bringing ill or injured animals to the attention of the veterinary staff, and to provide information to AAALAC International on how we resolved this issue.
Response to Issue from Exit Briefing. Summarize the steps taken to evaluate and either resolve the issue or make plans to do so. Plans of actions will be considered by Council; however, these issues are not viewed as resolved during deliberations at the Council meeting.
For Example - The day after the site visit, I met with the technicians responsible for the animals and with the clinical veterinarian and veterinary technician in the room where the sick mice were housed. It was determined that this was a rare occurrence, nevertheless, an occurrence that is unacceptable. We revised our Veterinary Care SOP to ensure that every animal is observed at least daily, that every observation of illness or injury is brought to the attention of the veterinary staff, and we re-trained all department staff members on the new procedures. I have attached a copy[1] of the revised SOP to this response, and have highlighted the areas in this document that speak to the issues discussed at the Exit Briefing.
2. Suggestion for Improvement: Give a brief description of the concern or opportunity reported by the site visitors.
Except for noting that this is likely a Suggestion for Improvement rather than a Mandatory issue, follow same format as for number 1 above and continue with this style for remaining items from the Exit Briefing.
CONCLUDING PARAGRAPH
We are hopeful that the above responses have addressed the issues that were discussed at our Exit Briefing. We look forward to hearing the final outcome on the accreditation status of our unit.
Please contact me at (XXX) XXX-XXXX if you have questions or need additional information.
Sincerely,
[Your Name]
[Title]
cc:
XXXXXX (six digit AAALAC file number)
DISCLAIMER: This template may not be applicable to all units that choose to submit a post site visit communication (PSVC). Please refer to the lead Council Member for guidance on use and applicability of this template.
(May2014)
[1] Please submit one hard copy (in English), unless the correspondence can be provided electronically with no more than four attachments. There is no requirement to submit both a hard copy and an electronic version.