On this page: User Support | Access & Permissions | Logging In | ACC & Local Administrators | Shared Housing | Species & Strains | Templates | Definitions | Known Issues | Frequently asked questions
The Animal Management System (AMS) is McGill's platform for managing animal-based research across McGill and its affiliated institutes (built on a-tune's tick@lab). Use it to submit Animal Use Protocols (AUPs), file amendments and annual reviews, follow committee review, order animals, and arrange shared housing between sites. AMS supports compliance with McGill policies and Canadian Council on Animal Care (CCAC) standards.
Principal Investigators, research personnel, animal facility teams, and Animal Care Committee (ACC) members all use AMS, and each role sees the tools it needs. To get started, sign in at the site of your primary appointment:
- McGill University (ams.research.mcgill.ca/mcgill)
- The Neuro (MNI) (ams.research.mcgill.ca/mni)
- The RI-MUHC (ams.research.mcgill.ca/rimuhc)
- The Douglas (ams.research.mcgill.ca/douglas)
- The Lady Davis Institute of the JGH (ams.research.mcgill.ca/jghldi)
- The Shriners (ams.research.mcgill.ca/shriners)
User Support
Start here: AMS Training & Resources (videos, guides and recorded Q&A sessions), the FAQ and Known Issues answer most questions.
- Access and permissions (new users, profile and role changes, all six sites): your PI (or their delegate) or Local Administrator submits the AMS Access Request form. See Access & Permissions.
- New strains or procedures: see Species & Strains.
- Protocols (AUP): your site's ACC Coordinator.
- Orders, billing and facility operations: your site's animal facility.
- System issues: ams [at] mcgill.ca (AMS Support).
When writing to AMS Support, include your site, your role, the protocol or order number, and a screenshot of the issue.
AMS is available 24/7. AMS Support hours: Monday to Friday, 9:00 a.m. to 5:00 p.m. (Eastern), excluding statutory and McGill holidays. See AMS Support availability.
Access & Permissions
Requesting access or permission changes
To add a new user, or to update an existing user's profile or roles (e.g., Investigator, Protocol Editor, Committee Member), submit the AMS Access Request form (one request per AMS site). Requests are submitted on the user's behalf by:
- Principal Investigator (PI), or the PI's authorized delegate (lab manager, coordinator)
- Local Administrator, on behalf of a site (facility staff, ACC members)
You receive a confirmation on submission. Requests are processed within 3 business days, in order of arrival; the PI (or the Local Administrator and the user) is notified once access is ready.
All AMS users require an institutional account at McGill or an affiliated institution. Accepted addresses are listed on the AMS Access Request form. Users without one: McGill sponsors may request an affiliate account; all other sites should contact their Local Administrator.
Logging In
How you sign in depends on your email address. AMS never uses a separate AMS password.
Step 1 — Open your site's AMS page
Go to your site's AMS page (the site of your primary appointment).
Step 2 — McGill accounts: sign in with McGill single sign-on
If your address ends in @mcgill.ca, @mail.mcgill.ca or @affiliate.mcgill.ca, sign in with your McGill account, the same way you sign in to other McGill services. No invitation or code is needed.
Step 3 — Affiliated institutions: accept the invitation, then use a one-time code
Applies to @douglas.mcgill.ca, @jgh.mcgill.ca, @muhc.mcgill.ca, @shriners.mcgill.ca, @rimuhc.ca, @ladydavis.ca, @affiliate.ladydavis.ca, @shrinenet.org, @*.gouv.qc.ca and @*.gc.ca addresses.
- First time only: once your access is set up, you receive an email titled "AMS Support invited you to collaborate with McGill University", sent by Microsoft Invitations on behalf of McGill University. Click Accept invitation. Check your Junk or Spam folder if it does not arrive.
- Every sign-in: enter your email address, then the one-time code sent to that address ("Your McGill University account verification code"). A new code is required at each sign-in and is valid for 30 minutes.
McGill does not access your personal data.
Step 4 — If issues persist
Still having issues? Contact ams [at] mcgill.ca (AMS Support) and include your site and the email address you used.
ACC & Local Administrators
ACC: Animal Care Committee. Access and permission changes are requested through the AMS Access Request form. ACC Coordinators support AUP submissions, amendments, and committee review.
McGill University (Downtown A & B; Macdonald Campus)
Local Administrator: ams [at] mcgill.ca (AMS Support)
ACC Coordinator (AUP): animalethics.review [at] mcgill.ca (Ethics Review Administrator)
New Researchers (Orientation): animal.qa [at] mcgill.ca (Quality Assistance Advisor)
Animal Facilities (Orders, Billing, Operations): CMARC AMS Support
The Neuro (MNI)
Local Administrator: ams [at] mcgill.ca (AMS Support)
ACC Coordinator (AUP): acc.mni [at] mcgill.ca (ACC Office (MNI))
Animal Facilities (Orders, Billing, Operations): gaudia.guerra [at] mcgill.ca (MNI Facility Operations)
Lady Davis Institute (SMBD JGH)
Local Administrator: LDI_FACC [at] ladydavis.ca (LDI ACC Office)
ACC Coordinator (AUP): LDI_FACC [at] ladydavis.ca (ACC Office (LDI))
Animal Facilities (Orders, Billing, Operations): yvhans.chery [at] ladydavis.ca (LDI Animal Operations)
Douglas Mental Health Institute
Local Administrator: guylaine.gadoury.comtl [at] ssss.gouv.qc.ca (Douglas ACC Office)
ACC Coordinator (AUP): guylaine.gadoury.comtl [at] ssss.gouv.qc.ca (ACC Office (Douglas))
Animal Facilities (Orders, Billing, Operations): guylaine.gadoury.comtl [at] ssss.gouv.qc.ca (Douglas Animal Operations)
Research Institute of the MUHC (Glen & MGH)
Local Administrator: ard.training [at] muhc.mcgill.ca (RI-MUHC (via ARD Training))
ACC Coordinator (AUP): facc.admin [at] muhc.mcgill.ca (ACC Admin (CUSM))
Animal Facilities (Orders, Billing, Operations): RI.AMS [at] muhc.mcgill.ca (RI AMS (CUSM))
Shriners Hospitals for Children
Local Administrator: ard.training [at] muhc.mcgill.ca (RI-MUHC (via ARD Training))
ACC Coordinator (AUP): facc.admin [at] muhc.mcgill.ca (ACC Admin (CUSM))
Animal Facilities (Orders, Billing, Operations): messer [at] shriners.mcgill.ca (Shriners Animal Operations)
Shared Housing
Shared Housing means housing/using animals at a site different from the approving site.
- Home site: site where the protocol is approved.
- Host site: site where animals are housed/used outside the home site.
- Sites: McGill University (MCGL-), MNI (MNI-), Lady Davis Institute (JGH-), Douglas (DOUG-), MUHC Research Institute (MUHC-), Shriners (SHRN-).
To arrange shared housing, contact the Host site's Local Administrator with:
- PI name; Protocol number; Project code (account)
- Species; Strain
- Quantity, sex, age/weight, specifications
- Vendor name and catalog number (if applicable)
- Person responsible for the order; Animal Facility
Species & Strains
Species and strain lists were streamlined to reduce redundancy and support the breeding module. Species names align with CCAC's Animal Use Data Form.
- Removed redundant strain variants (case/underscore variants).
- Removed genotype from strain names. Genes/Genotypes are managed separately (see below).
Reference resources: JAX, MGI, RGD, IMSR.
For missing/variant strain names vs your protocol, see the editor crosswalk:
Strain List for Protocol Editors
To add a new strain or procedure
Submit the AMS Master Data Request Form (you receive a confirmation). For strains, follow the International Committee on Standardized Genetic Nomenclature for Mice guidelines. Strain requests are reviewed before being added:
- McGill, The Neuro, Lady Davis (JGH) and Douglas: reviewed by the animal.qa [at] mcgill.ca (Quality Assistance team). Approved strains are added by AMS Support (McGill) or by the site's Local Administrator (The Neuro, JGH, Douglas).
- RI-MUHC and Shriners: forwarded to the RI-MUHC team, who review and add them.
Genotypes
Genotypes are managed separately and primarily used with the breeding module. You may specify genotype details when requesting a new strain and in the Additional Specification field of the order form.
Templates
Strain List for AUP Species Section – Template
Surgery List for AUP Study Segment Section – Template
Hazards List for AUP Safety and Hazards Section – Template
Definitions
ACO approval: Final administrative approval after Animal Compliance Office review following ACC review, Chair and Training Advisor sign-off, and verification (quorum, peer review, protocol number continuity, etc.).
Annual Review: Yearly update due each year of the 4-year cycle. An Annual Review tab appears with specific questions.
Attachment: Upload documents from within a protocol via the "Attachments" button, then "Apply to document." A paperclip indicates attachments.
Catalog / Catalog (NG): Master lists feeding user choices. Prefer Catalog (NG) if available.
Check-out / Check-in: Required to edit documents in protected states. Use "Check-out" from the Action menu; "Save & Check-in" when done.
Closed: Do not use; it terminates the entire protocol file.
Compare version: Shows differences between versions (yellow section highlight; green additions; red strikethrough deletions).
Designated Member: Reviewer(s) selected by the ACC Coordinator (ACC members and relevant office reps).
Disapproved: Workflow status used to cancel a protocol or amendment.
Expiration: End of the 4-year protocol period.
ACC Administrative Review: Waiting for ACC action.
Filters: Views limiting lists (e.g., "In Progress," "In Use").
For my DM Review / For my signature: Reviewer/Chair/Training Advisor action queues.
For PI Revision (sent by ACC): Returned to PI for revisions.
In Progress / In Use: Filter presets for draft/in-review vs currently approved protocols.
Local Administrator: Site contacts who manage site settings and submit access requests on behalf of their site.
Permissions: Functional access (e.g., Committee, Investigator).
Protocol Document: A single document (protocol, amendment, or Annual Review).
Protocol File: The folder containing all documents for a protocol; duplication starts a new 4-year cycle.
Publish (reviews): First comment in a section uses "Publish" to open the thread.
Status: Workflow state (Draft, Initiated, Approved, Amendment, Annual Review, For ACC Administrative Review, For PI Revision, Expired, For Signature, For ACO Approval, Terminated, etc.).
Version: The state of a protocol after each Annual Review and amendment.
Workflow: The path from draft to final approval via ACC, reviewers, PI revision, Chair/Training Advisor, ACO.
Known Issues
Pop-ups required: The software uses pop-up windows. If a click does nothing, your browser likely blocked the pop-up. Allow pop-ups for the AMS site in your browser.
Frequently Asked Questions
My collaborator or client does not have an institutional email address. Can an exception be made?
No. AMS access must end automatically when a user is no longer involved, which requires an account managed by McGill or an affiliated institution. External addresses remain active indefinitely, leaving no reliable way to close access.
An affiliate account is not employment: it is sponsored, carries an expiry date, and is intended for external collaborators, visiting scientists and service clients. McGill sponsors may request one here. At all other sites, contact your Local Administrator, who will arrange the account through your own institution's IT.
Are protocols still approved from the 1st of the month and expire at month-end?
No. A protocol is valid from its final approval date and ends 4 years minus one day. An Annual Review is due each year.
Can there be more than one amendment at the same time?
No. Only one amendment can be in draft/review at a time to prevent conflicts. Annual Reviews can include changes to any section.
Can I submit an amendment at the same time as the Annual Review?
No. Use the Annual Review to make needed changes; they will be highlighted for reviewers.
I changed a building/room and room types disappeared. Why?
Known issue. Re-enter room types before submitting to the ACC.
I click a link and nothing happens. Why?
Likely a blocked pop-up. Allow pop-ups for the AMS site. If fields are greyed out and buttons do nothing, "Check-out" the document from the Action menu, then "Save & Check-in" when done.
Can the ACC Coordinator edit my protocol?
Yes, upon request.
How do I add review comments as a committee member?
Open the protocol/amendment/Annual Review, click Review, enter comments per section and publish. When finished, mark the item "Done" as per local practice.
What happens if my protocol expired?
No further activities are allowed. Duplicate the protocol file to start a new 4-year cycle.
How do I switch roles?
You don't. Functions appear based on the roles in your profile. To change them, ask your PI (or their delegate) or your site's Local Administrator to submit the AMS Access Request form on your behalf.
How do I switch site?
Each site has its own URL (see AMS URLs).
Do I use my short username to log into AMS?
No. McGill accounts sign in with McGill single sign-on; other institutions sign in with their email address and a one-time code. See Logging In.
I duplicated an expiring protocol and got a new number. Can I keep the old number?
At final approval, the old number replaces the temporary one if you provided the expiring number under "Project Continuance" (General Information tab). If omitted, contact your ACC Coordinator.
I duplicated a protocol but don't see it. Where is it?
It appears under the In Progress filter (not In Use). Switch filters to find it.
How do I do a full renewal of an expiring protocol?
There is no "full renewal" form. Duplicate the protocol file under In Use, then switch to In Progress, update, include the old number under Project Continuance, and submit.
My pop-up selections don't appear in the protocol. Why?
Most pop-ups require an additional "Apply" (e.g., "Apply current selection" or "Apply to protocol") to copy choices into the main form.
What does the red/green arrow mean on the AUP homepage?
Indicates check-out state. Use the settings (gear/pencil) to show "Checked out by." Green arrow indicates you checked it out.
Where can I find my Animal Certificate (annual approval letter)?
It is attached to the protocol file. Right-click the paperclip icon, choose "Edit Attachment," and download the certificate.
How can I cancel an amendment or Annual Review?
Contact your ACC Coordinator.
I signed my protocol but it was not submitted. Why?
Check the Document Status (not the File Status). For Signature means it is waiting for the PI to sign: the PI selects Signatures from the Workflow menu and enters their password. It is submitted once the status shows ACC Administrative Review.
Where do I see the ACC's comments on my protocol?
Open the protocol (status For PI Revision), Check-out from the Action menu, then click Review and select All to list every comment. Revise or reply to each one, Save & Check-in, then select ACC Administrative Review from the Workflow menu to resubmit.