LARC Acquisition Procedure (Revised July 2005)

• University of San Francisco Policy
• The LARC Business Office
• Procedure
• Emergency Orders
• Changes and Cancellations
• Receiving
• Quarantine Program – Mice and Rats
• Quarantine Program – Other Species
• Importing Animals from Other U.S. - based Institutions
• Importing Animals from Outside the United States
• Exporting Animals from UCSF
• Animal Ordering Schedules
• Animal Purchase Request Form

University of California, San Francisco Policy

All laboratory animals used at, or housed in, UCSF facilities must be purchased or acquired through the LARC Business Office.

The LARC Business Office

We can answer questions regarding availability of specific species and/or strain, approved vendors and pricing, freight and related costs or other purchasing-related inquiries.

Phone 415.476.2204, fax 415.476.2090 or e-mail larcpurchasing@ucsf.edu

Pre-requisites:

1. Active Institutional Animal and Use Committee (IACUC) approval number for the species. To obtain an approval number, apply online or contact the IACUC at 415.476.2197. http://www.iacuc.ucsf.edu/HowTo/awHowApply.asp
2. Purchase billing code tied to a current fund and DPA. For billing codes call 415.476.8349.
3. Animals must be used in the protocol for which they were approved. Animals may be transferred to another approved protocol or investigator by submission and approval of an Animal Transfer Form. See http://www.iacuc.ucsf.edu/Forms/BForm-L001.doc or contact the Business Office.

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Procedure

1. Submit the completed UCSF LARC Animal Purchase Request form as an email attachment (larcpurchasing@ucsf.edu). Please place “Animal Order” in the subject line. Requests for animals from local vendors must be submitted a minimum of 2 working days prior to the requested delivery date. See the Animal Ordering Schedule Section in this document for animals requested from non-local vendors. In-complete forms will be returned unprocessed.
   
   No other forms will be accepted.

   Effective July 15, 2005 faxed orders will not be accepted.

   If no specific vendor is indicated, selection will be made on the basis of vendor reliability, cost and ease of shipping.

   The Business Office will notify the requestor or any issues (e.g. inability of the vendor to fulfill the request) as soon as they are aware of them.

   Special arrangements must be made to acquire animals from a non-approved vendor – such shipments will require additional time for shipping preparation and quarantine.

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Emergency Orders

For orders from local vendors only: the LARC Business Office will accept emergency orders up until 9:00 a.m. of the day before the desired arrival date. For more information see the animal purchasing schedule on the web site (http://www.larc.ucsf.edu/Purchasing/larcPurch.asp)

Changes and Cancellations

Cancellations or changes to existing requests must be directed to the Business Office in writing by 9:00 a.m. of the day before the ship date (not the arrival date). You may e-mail changes to larcpurchasing@ucsf.edu. Please note that emergency or rush shipments may incur substantial additional freight costs.

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Receiving

Animals that arrive at UCSF are handled based on vendor status:

Approved Vendors

These animals are appropriate for direct entry to the housing area and will be taken to the space designated for the PI. The receiving person at each site will notify the individual listed on the UCSF LARC Animal Purchase Request form via e-mail of animal arrival and location (e.g. room number and rack) by close of business on the arrival date.

Non-Approved Vendors

These steps apply to non-approved commercial vendors as well as other institutions providing animals to an investigator at UCSF. These animals are subject to quarantine requirements and are handled differently depending on the species.

• Rats and Mice. Any mouse or rat coming from a non-approved facility must either be embryo transferred, cross-fostered or go through quarantine prior to barrier entry.

Quarantine Program – Mice and Rats

Rodent Quarantine Programs at UCSF

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Quarantine Program – Other Species

Quarantine requirements vary depending on the species, source or origin of animals; the USDA or State of California may also have imposed additional requirements. Investigators will be notified at the time of purchase or importation request of any special requirements for all non-mice or rats.

Importing Animals from Other U.S. - based Institutions

Rats and Mice

The UCSF Animal Users Advisory Committee has established strict criteria regarding importing animals from other institutions into UCSF Barrier facilities, in order to avoid introduction of pathogens. Prior approval must be obtained, and all rodent must undergo a period of Incoming Rodent Quarantine.

1. Give the sending institution a copy of the Animal Importation to UCSF - Rats and Mice form, and;
2. Obtain a serology and parasitology report from the sending institution. Health report from originating institution should cover the preceding 12 month period and include data on the following pathogens:
   1. Mice:
      MHV, Sendai virus, PVM, Parvo, GDVII, MVM, M. pulmonis, Ectromelia, Reovirus, LCM, P. pneumotropica, endo- and ecto-parasites.
   2. Rats:
      SDAV, Sendai virus, Parvo, RCV, PVM, GDVII, MVM, M. pulmonis, P. pneumotropica, endo- and ecto-parasites.
3. Giving this form to the colleague who will be sending the animals is often the fastest way to get the form completed and obtain the necessary reports. Also, returning the form and reports electronically (e.g. as a PDF attachment) expedites the process.
4. Provide a copy of the completed Animal Importation to UCSF - Rats and Mice form and the serology and parasitology reports via email sent to rodentship@ucsf.edu; use “Import” in the subject line. Forms and report may also be sent via fax to “Attention: Rodent Shipping Coordinator, Fax 415-502-6107.
5. LARC will review the form and reports within 2 working days of receipt and notify the requestor if the importation request has been approved or if additional information is required. Once approved LARC will forward the information to the Business Office for processing.
6. The Business Office will contact the quarantine Supervisor to verify space availability and arrange shipment based on the quarantine schedule within 3 working days after receipt of approval from LARC. UCSF Incoming Rodent Quarantine requires approximately 7-9 weeks and includes routine treatment for parasites and screening of sentinel mice.
   See Rodent Quarantine Programs at UCSF for details.
7. The Business Office will provide information regarding the arrival date and the quarantine location to the contact person listed on the Animal Importation to UCSF - Rats and Mice form.
   

Other Species

Animals from other institutions are subject to additional requirements depending on the species. For specific information, e-mail rodentship@ucsf.edu.

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Importing Animals from Outside the United States

The same requirements as for importing from U.S.-based institutions apply. There may be additional forms, quarantine or shipping requirements depending on species and country of origin.

E -mail rodentship@ucsf.edu for additional information regarding health certificates or quarantine. Use “Import” in the subject line. Note that the sending facility will be required to arrange for any special shipping or customs requirements prior to shipment. In addition, the UCSF receiving PI is responsible for obtaining any required United States importation permits.

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Exporting Animals from UCSF

Exportation policies and procedures apply to shipment of animals from a UCSF institution to any non-UCSF institution; U.S.-based or internationally. Requirements vary by species. Please e-mail rodentship@ucsf.edu for specific information. Use “Export” in the subject line.

LARC will provide a USDA health certificate if one is required; USDA endorsement and any associated express mail fees will be recharged to the department. It is the responsibility of the department to verify with the courier and the receiving institution that documentation requirements have been met. Individual country rules are subject to change; be sure to verify for each shipment.

Rats and Mice

Shipping to U.S.-based Institutions:

1. Complete the Request to Ship Animals from UCSF and Obtain Health Reports form.



2. The receiving institution may request a Health Surveillance or Serology report. The UCSF Rodent Health Surveillance Program - Standard Panel consists of the following tests for mice and rats:
   • Sendai virus (SENDAI)
   • Pneumonia virus of mice (PVM)
   • Murine Encephalomyelitis virus (TMEV/GDVII)
   • Parvovirus
   • Mycoplasma pulmonis
   • Mice only: Mouse hepatitis virus (MHV)
   • Mice only: Epizootic diarrhea of infant mice (EDIM).
   • Rats only: Rat Coronavirus/Sialodacryoadenitis virus (RCV/SDAV)

   If the receiving institution requires additional testing, please indicate what is required on the Request to Ship Animals from UCSF and Obtain Health Reports and submit via e-mail to rodentship@ucsf.edu.

   Copies of the completed Standard Panels are available on the Current Status of Rodent Rooms webpage or can be obtained via e-email rodentship@ucsf.edu.

   Physical examinations, serum samples or additional tests indicated on the Request to Ship Animals from UCSF and Obtain Health Reportsform will be performed by LARC within 5 business days of the receipt of the completed form. Approximately 10 days are required to obtain results for samples sent to an outside laboratory.

3. LARC will notify the requestor within 2 days of receipt of the results and provide a copy that can sent to the receiving institution.



4. Upon notification of approval from the receiving institution, the PI should contact the LARC business Office to order shipping boxes and make a reservation with an air freight courier.

In compliance with the federal Animal Welfare Act reporting requirements, UCSF must accurately provide an annual report of the number of animals (excluding rates and mice) in each of the following categories. This report is available under the Freedom of Information Act. The categories are the same categories used in the animal use protocol.

Use this chart to convert UCSF categories to USDA categories.

For reporting purposes:

• An animal is counted only once per year even if it was used in more than one protocol.
• If an animal is used in more than one category, select the highest pain/distress ranked category.

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Animal Ordering Schedules

Local Commercial Vendors: orders must be placed at least 48 hours before the desired arrived date. Orders from all vendors are subject to weather and/or airline delays for animals not stocked locally.

Contact the LARC Business Office for information and schedules on ordering sheep and primates.