Create an Animal Use Form
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- Adela Rodgers
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1 Overview Principal Investigators (PIs) and Lab Personnel with the role of Protocol Editor or Authorized Signer can request the purchase or transfer of animals and report animal acquisitions or deliveries by completing the applicable Animal Use Form within the eresearch Animal Management System (eram). When completing an Animal Use Form, data is pulled directly from the protocol. Drop-down menus and selection pages display only applicable protocol information, including individuals, species and locations. Regardless of the type of Animal Use Form you are working with, there are three basic steps to complete: Create the Animal Use Form Complete the Animal Use Form Submit the Animal Use Form Important Information! Contents The finished Animal Use Form must be submitted by the protocol PI or Authorized Signer(s). Lab personnel roles can be verified under the Personnel tab of the Protocol Workspace. For information about Create Animal Use Form (required for all Animal Use Forms) See this page 2 Request Animal Purchase through ULAM 3 Transfers Animals Between UM Protocols 6 Report Non-Traditional Animal Acquisitions 9 Transfer Rodents To/From Reuse Program 10 Notify ULAM of Animal Delivery 13 Complete Shipping Form 16 Animal Use Forms Submit Animal Use Form (required for all Animal Use Forms) 19 1 of 19 Last updated: 10/5/2012
2 Create Animal Use Form The first step in creating all Animal Use Forms is to access the approved Protocol Workspace so that you can select the appropriate form from the Select Animal Use Form page. Protocol Workspace 1. Click in the approved Protocol Workspace. 1 Select Animal Use Form Page The Select Animal Use Form page displays, allowing you to choose the appropriate form for your needs. 2 of 19 Last updated: 10/5/2012
3 Request Animal Purchase through ULAM The traditional method for purchasing animals is through the Unit for Laboratory Animal Medicine (ULAM). After clicking Create Animal Use Form in the Protocol Workspace, complete the following procedure. Select Animal Use Form Page 1. Click the Request Animal Purchase through ULAM radio button Click. 2 Select Species Page Click in the Select Species field, and then select the appropriate species from the Select Species window and click OK. (not shown). 4. Click. Request Animal Purchase Through ULAM Page 5. Click in the Select primary contact field, and then select the appropriate individual from the Select Person window (not shown). 6. Click in the Select health contact field, and then select the appropriate individual from the Select Person window (not shown) of 19 Last updated: 10/5/2012
4 Request Animal Purchase Through ULAM Page Request Animal Purchase Through ULAM Page Select the short code being used for the purchase from the Select purchase short code drop-down menu. 8. Select the short code being used for per diem expenses from the Select per diem short code drop-down menu. 9. Select the location where the animals will be housed from the Select housing location drop-down menu. Note: If the location chosen has a room of unassigned, you must provide a room number in the Indicate Room field. 10. Select the per diem rate for housing costs in the Select per diem rate type dropdown menu. 11. Check the radio button in the Vendor preference? field to indicate if you have a preferred vendor for purchasing the animals. Note: If you select Yes, you must choose the vendor from the Select vendor dropdown menu that displays. 12. Check the radio button to indicate if you want the animals delivered on the next available date in the Request next available delivery date? field. Note: If you answer No in step #12, you need to select a specific delivery date in the Indicate requested delivery date field that displays (not shown). 13. Click in the Select animal strain/stock number field. 4 of 19 Last updated: 10/5/2012
5 14 Select Use Animal Strain Stock Type Page 14. Click the radio button next to the Strain/Stock you are ordering. Note: If you selected a vendor in step #15, you must select a Strain/Stock associated with that vendor. Tip: Use Filter by to organize choices by Vendor. 15. Click. 15 Request Animal Purchase Through ULAM Page Click the appropriate radio button to choose if you wish to Indicate specific weight range of animals. Notes: If you select Yes, enter applicable data in the fields that display. If you select No, an additional question displays asking you if you wish to Indicate specific age range of animals. If you select Yes, enter applicable data in the fields that display. 17. (Optional) Enter any instructions in the Special instructions for the ULAM ordering team field. 18. (Optional) Enter any notes that should be on the cage cards in the Cage card notes field. 5 of 19 Last updated: 10/5/2012
6 Request Animal Purchase Through ULAM Page Select applicable Sex of Animals and enter animal request totals in the # Animals Requested column to indicate number of animals requested per Use Category. Note: The number of animals you can request is determined by the available balance. If animals are not available in a use Category, number entry fields do not display in that row. 20. (Optional) Enter any notes for the Principal Investigator and/or Lab Personnel in the PI/Lab notes field Click. Note: You are returned to the Animal Use Workspace. The Animal Use Request is in the State of USE Pre-Submission. 22. Complete the Submit Animal Use Form procedure. Animal Transfer Between UM Protocols Animals can be transferred between UM protocols for a variety of reasons (e.g., when a PI finishes their research with specific animals, but the animals are still viable for further research; when a PI s protocol is about to expire and the animals need to be moved to a PI s new protocol, etc.), eliminating the need to purchase additional animals. Both the receiving PI and donating PI must complete and submit the applicable Animal Use Form. If a PI is transferring animals from their expiring protocol to a new protocol, they act as both the donating and receiving PI and must complete both parts of the process. After clicking Create Animal Use Form in the Protocol Workspace, complete the following procedure. Select Animal Use Form Page 1. Click the Transfer animals between UM protocols radio button Click. 2 6 of 19 Last updated: 10/5/2012
7 Select Species and Transfer Role Page 3. Click in the Select Species field, and then select the appropriate species from the Select Species window and click OK. (not shown) Click the appropriate radio button to Indicate whether you are donating or are receiving animals in this transfer. 5. Click. 5 Note: If donating animals, go to step 6. If receiving animals, go to step 17. Transfer Animals Between UM Protocols Page Donating Animals 6. Click in the Select Receiving Protocol field, and then select the appropriate protocol from the Select Animal Protocol Project window (not shown) Click in the Select primary contact for donating protocol field, and then select the appropriate individual from the Select Person window (not shown). 8. Click the appropriate radio button to indicate if a room/location change for housing the animals will be needed. Note: If the location associated with the protocol has a room of unassigned, you must provide a room number in the field provided Click the calendar icon to Select requested date by which transfer needs to occur. 10. Enter any USDA numbers in the field provided, if applicable. 11. For each use category, indicate the number of animals being donated. 12. Enter the number of cages transferring in the field provided. 13. Click the appropriate radio buttons (3) regarding the animals history of recovery surgery, hazardous agents, and invasive procedures. 7 of 19 Last updated: 10/5/2012
8 14. (Optional) Enter any Notes for ULAM and/or PIs in the field provided. 15. Click. Note: You are returned to the Animal Use Workspace. The Animal Use Request is in the State of USE Pre-Submission. 16. Complete the Submit Animal Use Form procedure. Transfer Animals Between UM Protocols Page Receiving Animals 17. Click in the Select the donating protocol field, and then select the appropriate protocol from the Select Animal Protocol Project window (not shown) Click in the Select primary contact for receiving protocol field, and then select the appropriate person from the Select Person window (not shown). Note: Repeat the process to Select health contact in the field provided. 19. Select per diem short code from the drop-down menu. 20. Click the appropriate radio button to indicate if a room/location change will be needed. 21. Click the calendar icon to Select requested date by which transfer needs to occur. 22. Enter the number of animals you are Receiving for each applicable Use Category. 23. Click the appropriate radio button to indicate Who is responsible for updating the cage cards and, if necessary, moving the animals. 24. Click the appropriate radio buttons to indicate if cage cards and/or breeding sheets will be needed. 25. Click the appropriate radio buttons (3) regarding the animals history of recovery surgery, hazardous agents, and invasive procedures. 8 of 19 Last updated: 10/5/2012
9 26. (Optional) Enter any Notes for UCUCA/ULAM in the field provided. 27. Click. Note: You are returned to the Animal Use Workspace. The Animal Use Request is in the State of USE Pre-Submission. 28. Complete the Submit Animal Use Form procedure. Report Non-Traditional Animal Acquisition When obtaining animals using non-traditional methods (i.e., in-house bred, captured, donated), a non-traditional animal acquisition form must be completed and submitted to the UCUCA office monthly or as animals are obtained. Select Animal Use Form Page 1. Click the Report Non-Traditional Animal Acquisitions radio button. 2. Click. 1 2 Select Species Page Click in the Select Species field, and then select the appropriate species from the Select Species window and click OK (not shown). 4. Click. 9 of 19 Last updated: 10/5/2012
10 6 7 8 Report Non-traditional Animal Acquisition Page Click in the Select primary contact person field, and then select the appropriate individual from the Select Person window (not shown). 6. Click the calendar icons to select the date range in which the animal(s) were or will be obtained in the Indicate date range of animal acquisition fields. 7. Click all the applicable checkboxes to Indicate manner of acquisition of the animal(s). Note: If you selected Captured, non-ulam purchase or Received from another institution, you must enter Indicate source of animals in the field that displays (not shown). 8. Enter the number of animals Acquired for each applicable Use Category. 9. Click. Note: You are returned to the Animal Use Workspace after finishing the form. The Animal Use Request is in the State of USE Pre-Submission. 10. Complete the Submit Animal Use Form procedure. Transfer Rodents To, or Request Rodents From, Reuse Program In order to reduce the number of rodent purchases needed, the rodent reuse program allows PIs to make any of their no longer needed rodents available to other PIs. After clicking Create Animal Use Form in the Protocol Workspace, complete the following procedure. Select Animal Use Form Page 1. Click the Transfer Rodents To, or Request Rodents From, Reuse Program radio button. 2. Click of 19 Last updated: 10/5/2012
11 Select Species and Transfer Role Page 3. Click in the Select Species field, and then select the appropriate species from the Select Species window and click OK (not shown). 3 Select Species and Transfer Role Page 4. Click the appropriate radio button to Indicate whether you are donating or are receiving animals in this transfer Click. Note: If you are Donating animals, continue to step #6. If you are Receiving animals, go to step # of 19 Last updated: 10/5/2012
12 Transfer Rodents to Reuse Program Page Donating Animals Click in the Select primary contact person field, and then select the appropriate individual from the Select Person window (not shown). 7. Click the appropriate radio button to indicate if a room/location change will be needed. Note: If the location associated with the protocol has a room of unassigned, you must provide a room number in the field provided. 8. Enter the number of animals transferring and number of cages transferring in the fields provided. 9. Click the calendar icon to Select requested date by which transfer needs to occur. 10. Enter the strain, sex, and age of animal(s) in the fields provided. 11. (Optional) Enter any Comments associated with the animal transfer. 12. Click. Note: You are returned to the Animal Use Workspace. The Animal Use Request is in the State of USE Pre-Submission. 13. Complete the Submit Animal Use Form procedure. 12 of 19 Last updated: 10/5/2012
13 Transfer Rodents from Reuse Program Page Receiving Animals Click in the Select primary contact person field, and then select the appropriate individual from the Select Person window (not shown). Note: Repeat the process to Select health contact in the field provided. 15. Select the per diem short code from the drop-down menu. 16. Click the appropriate radio button to indicate if a new housing room/location is needed. 17. Click the calendar icon to Select requested date by which transfer needs to occur. 18. Enter the number of animals you are Receiving for each applicable Use Category. 19. Click the appropriate radio buttons to indicate if cage cards and/or breeding sheets will be needed. 20. (Optional) Enter any Comments associated with the animal transfer. 21. Click. Note: You are returned to the Animal Use Workspace. The Animal Use Request is in the State of USE Pre-Submission. 22. Complete the Submit Animal Use Form procedure. 13 of 19 Last updated: 10/5/2012
14 Notify ULAM of Animal Delivery This form is used to notify ULAM it will be receiving an animal delivery from an approved vendor. For vendors that have not been approved, you must complete the Report non-traditional acquisitions form. After clicking Create Animal Use Form in the Protocol Workspace, complete the following procedure. Select Animal Use Form Page 1. Click the Notify ULAM of Animal Delivery radio button. 2. Click. 1 2 Select Species Page Click in the Select Species field, and then select the appropriate species from the Select Species window and click OK (not shown). 4. Click. 14 of 19 Last updated: 10/5/2012
15 Notify ULAM of Animal Delivery Page Click in the Select primary contact person field, and then select the appropriate individual from the Select Person window (not shown). Note: Repeat the process to Select health contact in the field provided. 6. Click the appropriate radio button in the Will ULAM provide care for the animals field. Note: If you select Yes, you must select the applicable short code from the Select per diem short code drop-down menu that displays. 7. Select the housing location from the dropdown menu. Note: If the housing location has a room of unassigned, you must enter a room number in the field provided. 8. Click in the Select vendor field, and then choose the vendor from the Select Organization window (not shown). 9. Click the calendar icon to Select requested date by which transfer needs to occur. 10. Click in the Select animal strain/stock number field, and then choose the applicable strain/stock in the Animal Use Strain/Stock Type window (not shown). 11. Click the appropriate radio button to choose if you wish to Indicate specific weight range of animals. Notes: If you select Yes, enter applicable data in the fields that display. If you select No, an additional question displays asking you if you wish to Indicate specific age range of animals. If you select Yes, enter applicable data in the fields that display. 12. (Optional) Enter any Special instructions for the ULAM ordering team or Cage card notes in the fields provided. 15 of 19 Last updated: 10/5/2012
16 Complete Shipping Form (Import) 13. Select applicable Sex of Animals and enter animal request totals in the # Animals Requested column to indicate number of animals requested per Use Category. 14. (Optional) Enter any PI/Lab notes in the field provided. 15. Click Finish. Note: You are returned to the Animal Use Workspace. The Animal Use Request is in the State of USE Pre-Submission. 16. Complete the Submit Animal Use Form procedure. The Shipping Form (Import) is used when a PI is acquiring animals from another institution (e.g., a university other than UM). After clicking Create Animal Use Form in the Protocol Workspace, complete the following procedure. Select Animal Use Form page 1. Click the Complete Shipping Form (Import) radio button. 2. Click. 1 2 Select Species page Click in the Select Species field, and then select the appropriate species from the Select Species window and click OK (not shown). 4. Click. 16 of 19 Last updated: 10/5/2012
17 6 7 8 Complete Shipping Form Page (Top) 5 5. Click in the Select primary contact person field, and then select the appropriate individual on the Select Person page. Note: Repeat the process to Select health contact in the field provided. 6. Select per diem short code from the drop-down menu. 7. Click the appropriate radio button to Indicate person responsible for shipping costs. 8. Enter Shipping Information in the fields provided. 17 of 19 Last updated: 10/5/2012
18 Complete Shipping Form Page (Bottom) Indicate estimated number of cages needed for housing in the field provided. 10. Click in the Select housing location after quarantine field, and then choose the location from the Select Facility Project window (not shown). Note: If the location has a room of unassigned, you must enter a room number in the field provided. 11. Describe purpose for the animals in the field provided. 12. Click the appropriate radio button to indicate if the animals will be used acutely. Note: If you selected Yes, an additional question will display asking if the animals will be used within the 10 week quarantine period. Click the appropriate radio button. 13. Indicate animal strain in the field provided. 14. Click the appropriate radio button to indicate if you have any reason to be concerned about Ivermectin toxicity. 15. Click the appropriate radio button to Indicate immune system status of the animal(s). 16. Enter the number of animals Shipping for each applicable Use Category. 17. (Optional) Enter any Comments to UM shipping coordinator in the field provided. 18. Click Finish. Note: You are returned to the Animal Use Workspace. The Animal Use Request is in the State of USE Pre- Submission. 19. Complete the Submit Animal Use Form procedure. 18 of 19 Last updated: 10/5/2012
19 Submit Animal Use Form Animal Use Workspace 1. Click Submit Form. Note: Only the protocol PI or Authorized Signers can submit the form. 1 Submit Form page 2. Click. Note: Once submitted, the form is sent to the appropriate party/parties for review and approval (see chart below). 2 Animal Use Form Work Flow after Submission Form Type State(s) Following Submission Reviewing Party/Parties ULAM Purchase Request Final Review ULAM Procurement Transfer between UM Protocols Preliminary Review > Final Review 2 nd protocol, then UCUCA Office Non-traditional Acquisition Final Review UCUCA Office Rodent Transfer (Reuse) Preliminary Review > Final Review 2 nd protocol, then UCUCA Office Notify ULAM of Delivery Final Review ULAM Procurement Shipping Form Final Review ULAM Quarantine After passing through the State of Final Review (where it is approved ), it then moves to either the State of ULAM Processing or Complete depending on the form type. 19 of 19 Last updated: 10/5/2012
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