UAMS ADMINISTRATIVE GUIDE
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).
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).
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.
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.
The weekly deadline for submission of LAOF’s is
noon Wednesday. LAOF’s received after the noon cutoff will be
processed the following week.
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
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.
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
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.
ANIMAL ORDER FORM INSTRUCTIONS
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.
Enter the date the order form is submitted.
Title of Study: Enter the title of study exactly as approved on the
Animal Use Protocol.
Enter the Protocol Number on the Animal Use Protocol.
Enter the name of the Principal Investigator, the Requesting Department, and
the Funding Agency (name of grant, if applicable).
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.
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
Species, Strain, Number(s), Sex, Age/Weight:
Enter the appropriate information concerning the requested animals.
Date Needed: Enter the date that the animals will be needed.
Enter the phone number to be called for notification of arrival, as well as an
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.
Specify Vendor: Indicate the name of the specific vendor requested. (Otherwise the
DLAM will choose the vendor.)
Describe any special requirements.
Requested By: Enter the signature of the authorized investigator.
Training Cert. #:
Enter the Training Certification Number as listed on the Animal Use Protocol.