Animal Ordering

Ordering animals at the CARE is subject to specific requirements, which include:

• Animals may not be purchased or otherwise acquired until an animal use protocol is on file and all requirements are met (training and signature).
• Before animals can be ordered the intended use must be described in an Animal Care Use Form (ACUF) and approved by the Institutional Animal Care and Use Committee (IACUC).
• Completed purchase order form must be provided before the order is placed.
• All animal orders and/or acquisitions that include mice, rats, pigs, rabbits, dogs, or any other vertebrate species used for research, testing, or education, must be placed through the CARE department and with an IACUC approved commercial vendor or agricultural sources.
• All requested purchases of species and numbers must correspond to a current Animal Use Protocol approved by the Institutional Animal Care and Use Committee (IACUC).
• Investigators must provide an active account (fund) number.
• Availability of housing.
• Investigators should be aware that shipments might have a major impact on the health status of the animals. It is strongly recommended that animals be allowed to acclimate for several days prior to their use in an experiment.

Criteria to Determine Vendor

All animals acquired and received at our institution are from a USDA Class A dealer (vendors of purpose-bred animals).

The criteria to determine which vendor will be selected to fulfill the order and to ensure the procurement of healthy animals from a licensed vendor, as follows:

• The availability of the vendor to supply healthy animals.
• All animals must be acquired legally from an approved commercial or agricultural source.
• The ability of transporting animals using environmentally controlled vehicles and using specifically trained personnel.
• Vendors must be willing to meet delivery schedules and satisfy the CARE Department requirements.
• They must also be willing to notify the facility manager and attending veterinarian whenever there is possible contamination of their facility. Failure to do so could ruin projects in which substantial amounts of effort and resources have been invested.

Setting up an Account

Investigators may use more than one billing account (fund number) if desired. However, investigators are still responsible for using funds approved for the specific use for which the animals were purchased. They must provide the CARE department with an active billing account (fund number) with a budget to the cover costs. This fund number is provided to the accounting department. In turn, the accounting department uses this number to deduct the charges incurred from animal orders, food, drugs and other services rendered by the CARE department.

At the beginning of each month, charges are submitted to the accounting department. It is the responsibility of the investigator to keep track of the amount available in their fund.

The investigator is also responsible to keep an up-to-date inventory of the amount of animals ordered.

Animal Purchase Request

• The coordination and purchase of animals may only be done through the CARE department.This ensures that the purchase is in compliance with the established institutional policies and ensures housing requirements are met.
• Only requests with currently approved IACUC protocol numbers will be accepted.
• Since acquisition time may vary widely with species and sources, investigators should consider that each purchase takes time for ordering, paperwork, and shipping, therefore we recommend a study plan should be in place in order to avoid interruption of the study.
• Animal purchase requests are to be submitted to the animal facility office (blank forms are available one week prior to delivery date. An exception is made for holidays in which case animals should be ordered two weeks in advance.
• The requests should be completely filled out and signed by the Principal Investigator.
• Principal Investigators must authorize individuals to order animals and the CARE office staff will process orders.
• When a particular strain of rodent is not available from an approved vendor, the method of acquisition must be established in advance.
• Contact the CARE office directly if you have any questions.

Orders may be placed by fax, 718-920-4258. Full details of the animal request must be provided. The purchase request must include the name and number of the person to contact for any questions pertaining to the order.

Animal Information

Purchase Form-Definitions of Terms

• Investigator name and contact information: Please identify the individual who should be contacted for discussion of additional information, alternative delivery schedules, availability of animals, etc.
• IACUC Protocol Number: Enter the specific protocol under which the species and number of animals ordered are going to be used.
• Account/Fund Number: This information is used for charging the expenses against.
• Species: (e.g.: rats, mice, etc.)
• Animal Strain: (e.g.: Sprague Dawley, CD-1, etc.)
• Sex: (Specify the required animal sex – M=Male, F=Female or E= Either
• Quantity: Quantity of animals to be purchased.
• USDA Category: Indicate the desired age or weight upon arrival.
• Vendor: Indicate vendor preference. If none, specify “ANY”.
• Desired Date of Arrival: Note the scheduled delivery date. Deliveries outside of the scheduled dates/time may incur a significant delivery charge.
• Days of Gestation: Indicate the approximate number of gestation days upon arrival. Special requests or special housing must be clearly stated on the purchase order. This includes special health requirements.
• Authorized Signature: The Principal Investigator or their authorized designee must sign the purchase order.

Incomplete or illegible forms will be returned to the investigator for completion.

When an Animal is Brought from any Source

Animals must be free from all pathogens that would potentially threaten the health of the CARE colony. Purchase of rodents is limited to specific pathogen free (SPF) sources to maintain virus antibody free (VAF) colonies.

The animal facility maintains a list of approved animal vendors. All animals purchased by CARE must be accompanied with a detailed health report. Our institution cannot accept animals without a health certificate.

CARE must be consulted when scientist wishing to receive rodents from non-commercial colonies (e.g., transgenic, knock-out) must obtain a current order form prior to arrival. This schedule request must be in advance.

This determination is made by the Manager of CARE and if accepted, these animals will be subsequently quarantined for a minimum of three (3) weeks. Scientist may not come in contact with any quarantined animal.

Confirmation of Receipt of Order

The vendor usually provides a confirmation number when the CARE office staff places the order.

When animals are received the Secretary or the Staff will contact the Investigator to notify them that the order was received.

Number of Animals Approved in the Study and Animal Purchase

All animals ordered must match the number and specie approved in the Animal Care and Use Form (ACUF). The number of animals ordered is automatically deducted from the total number approved.

Each protocol has a set amount of animals approved which will be used throughout a three year period. If an investigator is reaching the total number of animals approved in the protocol prior to completion of the experiment, they must seek IACUC approval for additional animals and provide justification for exceeding the original requested amount.

If the increase of the number is more than 15%, it is considered a major amendment and requires a submission of a new protocol submission and IACU approval.

Animal Delivery Schedule

Holiday: During holidays, the delivery schedules may change depending on vendor’s schedule.

Weather Delays: Animals being shipped airfreight may encounter a delay in delivery due to inclement weather conditions. ( www.weather.com ).

Discrepancy or Reporting of Order Problems

In the event there is a discrepancy or problem with the original animal purchase order the issue should be addressed with the CARE office.

Cancellation or Change of Order

Cancellation or changes to an existing order must be submitted to CARE office in writing. (see cancellation fee in chart above)

Cancellation notices may be submitted by:
Fax: 718-920-4258
Email: YLASALLE@montefiore.org or fblanco@montefiore.org

If you have any questions about purchasing animals, call 718-920-4823.

Vendor Order Deadlines

Order processing deadlines are to permit the supplier to ensure availability of the requested animals.

Deadlines for animal orders are necessary to permit administrative processing of all components of the order, and permit the animal supplier to ensure availability of required animals.

These times should be consulted when planning the experiment and prior to placing order.

Cost of Research

The following factors must be considered in calculating the cost of research animals:

• Cost of the animal
• Container cost
• Shipping charges
• Plus 10%
• Per Diem (includes the expenses required to maintain one animal for one day)
• Charges for additional services (Non-standard orders)

If animals are obtained from other institutions the cost is normally negotiated between the investigator and the supplier.

See vendor website for more information. See below.

Delivery of Animals

Shipment of animals is regulated by both Federal and State laws and Institution guidelines.

All arriving animals are delivered to the receiving area.

When animals are received the animal care staff checks the shipping information to make sure it matches the order request in the receiving log.

The animal care staff verifies the order received to ensure shipment of animals is correct with the receiving log and the animals are in good health. Any difficulties with the order will be communicated to the investigator and vendor.

Once animals are housed, the animal care staff will notify the investigator receipt of order. The animal care takers will reject any sick animals or container that has been compromised. The vendor will be required to replace animals that arrive in damaged containers, do not meet purchase order specifications, or are sick or injured.

To minimize the possibility of introducing disease into animal facilities, all arrangements for acquiring and housing live vertebrates must be made through the CARE department.

No animals may be brought into or removed from the facility without the prior approval of the Attending Veterinarian (or designee).

Animal Receiving or Notification of Arrival

All animal orders are received by the animal care takers. The investigator or lab is immediately notified of the arrival by phone at the extension provided on the purchase requisition. Any problems noted in the order by the investigator or lab staff should be immediately notified to the CARE office.