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Research Responsibilities and Compliance

Animal Transfer

Transfers Within Ohio State

Animal transfers occurring within The Ohio State University must be submitted in e-protocol allowing 3 business days for processing. All animal movement outside the animal housing location, including transfers, must follow the Institutional Animal Care and Use Committee (IACUC) animal-specific transportation policy, Movement of Animals Outside the Animal Housing Location.

Animal Facility Movement of Cages

Once the request has received approvals it will go to the “transportation requested” state if University Laboratory Animal Resources (ULAR) transport was requested. ULAR provides free transport services via a climate-controlled vehicle. Principal investigators (PI) and their staff are strongly encouraged to use this service. Alternatively, principal investigators and their teams may choose to move their own animals. Only after the transfer request indicates it is “complete” in e-protocol, can the animals be moved. Use of a personal vehicle requires IACUC approval.

Additional Testing

Certain animals may require additional testing before being transferred to a more restricted animal housing room. For example, animals to be moved from a barrier or conventional room into a sterile room, at the request of the principal investigator, may undergo additional testing. Testing costs will be billed to the principal investigator and delays in final approval will vary, dependent upon the tests required.

User Guidance Requesting Animal Movement by ULAR

  • Animal movements can be scheduled on either Tuesday or Thursday mornings

  • Requests require 3 business days

  • Complete information must be provided for efficient processing

  • Cages should be clearly marked by the research team for ease in identification

  • Transport Requests

    • In e-Protocol (transfer between ULAR facilities, protocol transfer), select “ULAR transport” to initiate the movement. Transfers done in the e-Protocol system do not require an email.

    • For all other types of animal movement, send an email to the ULAR-Transport-Specialist at ULAR-Transport-Specialist@osu.edu.

      • Email should include the following information:

      • PI & Protocol

      • Workday (Account) tags:

      • Contact information: (name, email, and cell phone)

      • Current Housing Location: (Facility/Room/Rack/Cage Location)

      • Number of cages to be moved:

      • Desired delivery date/time:

      • Delivery location (ULAR vivarium):
        Do you have access to this vivarium?
        If Yes, animals will be placed in designated location inside the vivarium
        If NO, arrangements must be made to be present at vivarium entrance when delivery occurs.

      • Final Destination if not the ULAR Vivarium (must be approved location in animal use protocol if outside ULAR)

Protocol to Protocol Transfers

When animals need to move from one protocol to another, use the transfer animals request in e-Protocol. This request must be completed for all protocol to protocol transfers regardless of  whether the animal’s physical space has changed. It is important that the cage card information be updated as described in the user guideline e-Protocol Animal Transfers following completion of the transfer.

Animal Export to Another Institution

Animals that are being transferred to a location not associated with The Ohio State University are considered “exports”. Ohio State exports rodents approximately 100 times a year, both internationally and domestically. The University Laboratory Animal Resources (ULAR) veterinarians are required to certify the health and welfare of all shipments of rodents leaving Ohio State. Due to the specific requirements for food and water during transport, need for certification of appropriate temperatures for shipping, and the difficulty in visualizing small rodents during shipment, these guidelines have been developed to ensure the safety and welfare of rodents exported from Ohio State to other institutions.

Rodent Export Request

  • For all inter-institutional rodent shipments, ULAR Frm_604, Rodent Export Request must be completed and returned to animaltransport@osu.edu.

  • Cages being shipped must be marked with the receiving institution so they are easily identified. Labels or Post-it notes (if secure) may be used.

  • After receiving the ULAR Frm_604, required documents will be sent to the receiving institution.

Near term pregnant females and pups under 15 days old will not be shipped. In addition, receiving institutions may require breeding animals be separated prior to shipment.

Health Report Approval

  • PI staff will be notified if the health report is not approved or additional testing is required. PI approval is required prior additional testing being performed. Additional testing charges will be charged to the sending PIs protocol.

  • Once the approval of the health report and shipping is received, shipment will be set up with the courier and receiving institution.

Shipment Timing and Packaging

  • International shipments may require additional time depending on the requirements of the receiving institutions country. Please allow for this when planning these shipments.

  • Be aware, shipments may be delayed or cancelled due to weather and temperature variations from the origin of shipment to the destination. Airlines and couriers will not ship animals when the ambient temperature is predicted to be outside the range provided in the ATA airline requirements.

  • Rodents to be shipped will be packed by ULAR personnel utilizing barrier techniques in a class II biosafety cabinet according to approved animal handling SOPs.

Shipment Payments

  • The receiving institution may pay for the shipping by providing a courier and account number.

  • Use of the Ohio State Research Foundation Courier account when needed

    • ULAR Animal Transport will request a shipping quote from the preferred courier.

    • The Ohio State PI will request a PO for payment of the shipment

    • Use of the courier account is granted, and shipment is set up by ULAR Animal Transport personnel.

  • An additional charge for international shipments that require USDA signatures is noted on the 604 form. This will be charged to the Ohio State Workday tags provided by the PI.

  • Ohio State preferred couriers are Validated Delivery Solutions and World Courier.