UAMS ADMINISTRATIVE GUIDE

NUMBER: 5.1.09
DATE: 08/24/99
REVISION:  05/24/03            
SECTION: SUPPORT SERVICES
AREA: PROCUREMENT SERVICES
SUBJECT: PROCUREMENT OF LAB ANIMALS

PURPOSE

The purpose of this policy is to inform investigators within the University of Arkansas for Medical Sciences (UAMS) of the procedures for procuring laboratory animals. UAMS recognizes the need for efficiency in the process of procuring laboratory animals. In order to achieve this efficiency, all animals used in UAMS facilities must be procured through the Division of Laboratory Animal Medicine (DLAM).

PROCEDURE

  1. UAMS Investigators requesting the procurement of laboratory animals must first obtain an approved Animal Use Protocol from the UAMS Institutional Animal Care and Use Committee (IACUC).
     
  2. The IACUC approves a specific number of animals for each protocol. Prior to ordering animals, it will be determined if a positive balance of animals exists to cover the proposed order. The DLAM cannot process animal orders on approved protocols that have a negative animal use balance without the approval of the IACUC Chairman. If an insufficient balance of animals is found, a letter of justification for increasing the animal requirements must be submitted for approval to the IACUC Chairman.
     
  3. Upon approval of the Animal Use Protocol, the requesting Investigator must complete the entire top portion of Laboratory Animal Order Form (LAOF) showing the Investigator's Protocol number (File Number) and Training Certification number. (This form is available from the UAMS Distribution Center.) The Investigator will be responsible for the accuracy and completeness of the form. Inaccurate or incomplete forms may be returned to the Investigator and will delay processing of the request.
     
  4. The weekly deadline for submission of LAOF’s is noon Wednesday.   LAOF’s received after the noon cutoff will be processed the following week.
     
  5. The completed LAOF should be submitted to the DLAM Office no later than two (2) weeks prior to the date the animals will be needed in order to allow sufficient time to process the order and to arrange for shipment of animals for receipt by the required date. Animal orders with certain age or weight requirements, surgical procedures, and orders from non-vendor sources require additional time for processing. Departments should plan appropriately when submitting animal orders with special requirements.

6.     To acquire animals from a non-vendor source, in addition to the animal order form, the Investigator must provide DLAM with the name, telephone number, and e-mail address of a contact person along with any other pertinent information regarding the order.  The Non-Vendor Source Form is available in the DLAM office.  DLAM must receive a health status report from the shipping institution prior to delivery. Without the healthstatus report and approval by a DLAM veterinarian, animals cannot be received and housed at UAMS.

7.    Rabbits, cats, and dogs must be quarantined for two weeks upon arrival at UAMS before they can be used in any experimental procedure. The DLAM Facility Manager should be notified as early as possible to allow for sufficient time before experimentation.

  1. The DLAM will process the purchase request through the UAMS Procurement Services Department, and will notify the requesting Investigator when the animals have arrived at UAMS.

LABORATORY ANIMAL ORDER FORM INSTRUCTIONS

GENERAL INFORMATION

All animal orders must be initiated by the requesting investigator on a Laboratory Animal Order Form (LAOF). Two weeks advanced notice is required to process animal orders through regular procurement procedures.

COMPLETING THE FORM

Date: Enter the date the order form is submitted.

  1. Title of Study: Enter the title of study exactly as approved on the Animal Use Protocol.
  2. File #: Enter the Protocol Number on the Animal Use Protocol.
  3. From: Enter the name of the Principal Investigator, the Requesting Department, and the Funding Agency (name of grant, if applicable).
  4. Bill To: Enter the name of the person responsible for the account to be billed, the account number and the slot number to which the billings and other correspondence should be mailed.
  5. USDA Category: Enter the United States Department of Agriculture (USDA) Category and check the appropriate space if the project is to be labeled Biohazard or Radioisotopes.
  6. Species, Strain, Number(s), Sex, Age/Weight: Enter the appropriate information concerning the requested animals.
  7. Date Needed: Enter the date that the animals will be needed.
  8. Phone: Enter the phone number to be called for notification of arrival, as well as an e-mail address.
  9. Charge Per Diem To Account #: Identify the account number to be billed for daily per diem charges if different from the account number identified earlier on this form.
  10. Specify Vendor: Indicate the name of the specific vendor requested. (Otherwise the DLAM will choose the vendor.)
  11. Special Requirements: Describe any special requirements.
  12. Requested By: Enter the signature of the authorized investigator.
  13. Training Cert. #: Enter the Training Certification Number as listed on the Animal Use Protocol.