1.D.3

COMPARATIVE MEDICINE

LABORATORY ANIMAL FACILITIES

STANDARD OPERATING PROCEDURE

for

ANIMAL IMPORTATION

1.0 Purpose

This procedure details steps to be followed for importation of animals through the

CMLAF.

2.0 Scope

This procedure applies to CMLAF staff involved in importing animals at the CMLAF,

Import/Export Coordinator, Veterinarians, Veterinary Technicians, Director and Principal

Investigator and staff involved in animal importation/exportation of the animals.

3.0 Procedure

3.1 IMPORTATION

A. Obtain a completed “Request to Import Rodents from Non-approved

Sources” Form from principal investigator requesting animals.

1. Label import form with reference number.

B. Inform investigator of all Fees associated with importing and shipping

animals.

C. Confirm IACUC protocol is approved for the strain, the quantity of

animals, and the condition/treatment of the animals (if any). Note if there

is room for additional animals if animals are to be bred.

D. Determine if there are additional charges, besides shipping ie:

crate/services fees. If so, instruct Investigator to create an ereq for

purchasing.

E. If new to UB, obtain a “Project-Task-Award” from Investigator to create a

billing account within the LAF. Submit to Clerical Specialist.

F. Liaise with sending Institution: PI, Export Coordinator, and/or

Veterinarian.

G. Request a year’s worth of health reports from attending veterinarian of the

source institution, from the room where the animals are housed (either

sentinels from the animal holding room or from the actual animals

themselves).

1. For mice should include: MVM, M.pul, MHV, MPV, Sendai,

PVM, GD V11, Mad, LCM, CAR, Pox, CMV, Polyoma, EDIM,

and Reo, pinworms and fur mites.

2. For mice entering LAF SPF/Barrier, mice must also test negative

for Helicobacter and Mouse Kidney Parvovirus

2. For rats should include: RPV, M. pul, CAR, PVM, SDA, Sendai,

LCM, and Reo, pinworms and fur mites

3. Note if animals are needed for experiments and require expedited

testing

4. Note if animals will be immediately euthanized on arrival and will

go directly to lab bypassing quarantine. Educate PI on procedures

from SOP # 2D17

H. Determine the following additional information if not included on Import

Form:

1. Number of animals to be shipped

2. Strain (age, sex etc)

3. State of immunosuppression if any

4. Housing/care requirements (i.e. SPF/Barrier housed, conventional

housing, own room or multi-room, autoclaved, filter top, single

housed or group).

5. State of current housing/care at sending facility

a. If Barrier housed, verify how staff are gowned and how

cages are sterilized and changed.

I. Submit above information and health report to veterinarian for review and

approval.

a. Await to receive approval, to import from the veterinarian, along with

any special requirements for quarantine.

b. Proceed with shipping arrangements to BEB: courier, date etc. taking

environmental conditions into consideration.

J. For billing purposes verify from, the Request to Import form:

a. Full name

b. Phone number

c. Address to where invoice is to be sent

d. Account number for animal care charges, or if paying by check

(Payment procedure memo is sent with 1st invoice)

K. Once shipping date and billing information is verified contact a veterinary

technician so that arrangements can be made to order sentinel animals if

required.

L. Inform PI of arrival/shipment date

M. Submit a copy of the Import Form to the Clerical Specialist with the

arrival date and job number.

N. Determine if PI needs to work with animals while in quarantine. If so,

explain gowning procedures to enter room, and risks of cross

contamination to other animals housed in facility. (see quarantine sign)

O. To prepare for arrival, clean room in quarantine area with TBQ or PV-15

solution or other approved disinfectant—let stand for 30 minutes.

P. All animals subject to import must be housed in quarantine at BEB. Place

quarantine sign on door.

Q. Prepare quarantine cages. All rodents are housed in static microisolators

while in quarantine. Animals that are immunosuppressed, destined for the

SPF barrier unit, or other sterile housing in the conventional facility

should be housed in sterilized caging in a room with a biological safety

cabinet.

R. Submit the “CMLAF Rodent Quarantine” tracking form (see attachment)

to the veterinary technician, with the top section “Rodent Information”

filled out, for review.

1. The Import Export Manager will complete additional parts of the

form, label with reference number, assigning quarantine start date,

estimated quarantine end date, parasitology test dates, and any

additional required tests.

2. The completed CMLAF Rodent Quarantine tracking form should be

posted on the quarantine door.

3.2 ON ANIMAL ARRIVAL

A. Each import should be housed in a separate quarantine room.

B. Animals are unpacked in their quarantine rooms.

C. Animals are housed in quarantine rooms with biological safety cabinets

whenever possible. If there are not enough biological safety cabinets for

the number of imports in quarantine, then the veterinarian will determine

which imports are to be assigned to rooms with biological safety cabinets,

with priority given to animals destined for the SPF Barrier unit or other

sterile housing, immunosuppressed animals, and animals which have

possible health concerns.

D. For imports housed in rooms with biological safety cabinets, use sterile

technique:

1. Spray changing station with disinfectant

2. Let disinfectant set for 10 minutes, and then wipe down.

3. Spray mouse shipping container with disinfectant.

4. Unpack mice-cage, feed and water inside a biological safety

cabinet.

5. Disinfectant gloved hands when necessary throughout the cage

manipulation process.

E. Record animal information in “Receiving Log”, located in the S drive.

F. Notify shipping institute and Investigator that the animals have arrived

safely.

G. Complete and submit Import Form that has been stamped with the animal

receiving stamp and all items completed, along with a copy of the

shipping receipt indicating who is paying for shipping to the Clerical

Specialist.

H. Complete a Special Charges Form to bill Investigator and submit to

Clerical Specialist.

I. For all imports:

1. Import Export Manager will set up sentinels in room. Notify PI of

arrival and when to expect clearance from quarantine (~8 weeks

after arrival).

2. Veterinary technicians will send the test results to the Import

Export Manager to submit to the veterinarian.

3. Mice should stay in quarantine for a minimum of 8 weeks, unless

approved for expedited quarantine.

4. The veterinarian will approve the release of animals from

quarantine, by authorizing the form ‘CMLAF Rodent Quarantine”,

and notifying the Import Export Manager.

5. The Import Coordinator will notify the Facility Manager and the

supervisor of the area where the animals will be housed, when, and

if animals are cleared and can be released from quarantine.

3.3 DURING QUARANTINE PERIOD

A. Don PPE (disposable gown, shoe covers, cap, mask, and gloves) prior to

entering quarantine rooms. Dispose of PPE upon exiting a quarantine

room, prior to entering another quarantine room.

B. Enter rooms with sterile-housed animals and biological safety cabinets

first, and then enter non-sterile rooms without biological safety cabinets.

Any quarantine rooms with posted health concerns should be entered last.

C. All animals are monitored daily for general health.

D. Change cages weekly (more often if needed) inside a biological safety

cabinet if there is one in the room.

COMPARATIVE MEDICINE LABORATORY ANIMAL FACILITIES

INVOICE PAYMENT PROCEDURES

RESEARCH FOUNDATION – PROJECT/TASK/AWARDS (PTAEO)

Principal Investigators must process a purchase requisition to encumber funds designated for animal

care and other CMLAF services. The purchase order should be established for the duration of the research

project or up to the end of the grant year. Submit the requisition, with the amount to be encumbered, to:

Purchasing, 224 Crofts Hall, North Campus to establish a blanket purchase order for the cost of animal care and

other lab services and supplies. If adjustments to the purchase order have to be made to the dollar amount

encumbered, time period requested or any questions regarding this procedure please contact Research Accounts

Payable at 645-5000 x1097.

The original monthly invoice will go directly to Research Accounts Payable for processing. The

Investigator will receive an Investigator Copy of the monthly invoice charges. For any problems concerning

animal inventory or the monthly invoice charges, please call 829-2919. All special arrangements or changes in

regard to any account must be submitted to the CMLAF in writing before any action can be taken.

STATE OR IFR ACCOUNTS

Principal Investigators must make arrangements with their department to allocate funds for animal care

and other CMLAF services. At the beginning of each project, the CMLAF office should be notified of the

account number to be used for billing purposed.

The original invoice will be sent directly to Accounts Payable for payment. The investigator will

receive an Investigator Copy of the invoice for their records. For any questions or problems, contact the

CMLAF at 829-2919.

UBF ACCOUNTS

Principal Investigators using UBF accounts will receive the original invoice along with the Investigator

Copy. The Investigator Copy is for their records. Please sign the original invoice and indicate the account

number to be charged. The original invoice should be returned to Comparative Medicine Laboratory Animal

Facilities, 116 BEB, within seven days for processing.

Request to Import Rodents from Non-Commercial Sources

LAF

SUNY at Buffalo

INSTRUCTIONS: Please complete sections 1-4 and return by mail or fax to:

Mary Healy CM-LAF

Address: BEB 116

SUNY at Buffalo

3435 Main Street

Buffalo, NY 14214

E-mail: mmkeller@buffalo.edu

FAX: 716-829-3249

Please call (716) 829-2919 if you have any questions. Incomplete forms will be returned to preparer.

Please include the most recent serology/parasitology results for the room and/or colony from

which the rodents will be exported. Results must be within 90 days prior to shipment. The

health surveillance report should include test results for MHV, Sendai, PVM, Reo3, GDVII,

Ectromelia, MAD1, MAD2, MPV, MVM, Polyoma, M. pulmonis, LCM, EDIM, CAR bacillus and

internal and external parasites.

Date of request: Protocol# Account#

Section 1: Receiving PI Information

PI Name: Phone #:

Department: Fax #:

Lab Contact Phone #: E-Mail:

Section 2: Exporter Information

Institution Name:

Address: PI Name:

Facility Veterinarian:

Shipping Contact: Veterinarian email:

Shipping Contact email: Veterinarian Phone:

Shipping Contact Phone: Fax Number:

CM-LAF use only:

RIR#:

Date of Arrival:

Section 3: Fees and Shipping Information

Will there be any cost for the animals?

(if yes to either, you must submit an animal ereq, prior to any import final

approval)

Yes No

Will there be any other charges billed to UB besides shipping (crate fees,

labor fees)?

(if yes to either, you must submit an animal ereq, prior to any import final

approval)

Yes No

Who will be paying shipping charges?

Animals are required to spend 7 – 8 weeks in quarantine, during which time they will

undergo sentinel testing. There is a flat fee of $157.95 (per 10 animals), plus additional

costs for lab tests, as outlined below:

Mice: Conventional housing $57.75/animal

Mice: SPF Barrier $156.75/animal

Rats: Conventional $47.50/animal

Expedited Quarantine: Mouse conventional= $141.25/animal, Rat conventional=$124.75

Section 4: Animal Information (attach extra sheets if necessary)

Species: Strain:

Substrain:

# of Females Age/DOB # of Males Age/DOB Comments:

Immune status of the animals: Immunocompetent Immunodeficient

Unknown/Undetermined

If ‘deficient’, please specify husbandry needs:

Have the animals been inoculated and/or exposed to infectious agents, recombinant DNA,

carcinogens, toxic chemicals, and/or radionucleotides? Yes No

If ‘yes’, please identify:

Have the animals had surgery or any experimental procedures performed on them? Yes

No

If ‘yes’, please describe:

Type of genetic modification: Tg KO KI N/A Other (specify):

Do these animals have any special husbandry needs (special diet, medicated water, autoclaved

cages, etc)?

Yes No If ‘yes’, please explain:

What type of facility are the animals coming from? Barrier Non-barrier

Other (specify):

What is the building name or number?:

What is the room number?:

What is the current caging system for the rodents? Ventilated microisolators Filter-top

cages

Open-top cages Ventilated rack Other (specify):

Are the cages changed under a cage changing hood? Yes No

Section 5: Post-Quarantine

Where would you like the animals housed after quarantine? BEB Hochstetter Park

RIA JSMBS Barrier SPF � BEB Barrier SPF Pharmacy CTRC JSMBS Room #:_____

What type of caging system will your rodents need? Ventilated microisolators (SPF Only) Filter-top cages

Open-top cages Sterile Non-sterile

Will animals need to be used immediately upon arrival? If yes, please give a brief description as to why and how

soon after arrival you will need the animals. Yes No

Authorization to import animals is valid for 30 days after date of approval. If transfers are

delayed longer than 30 days, re-verification of health status and housing availability is

mandatory. New arrivals will be quarantined and tested for adventitious disease upon

arrival at the investigator’s expense.

Signature of Principle Investigator: Date:

To be completed by SUNY at Buffalo CM-LAF:

Section 5: Health Status at Exporting Institution

Health Status determined by:

Sentinel rodents housed on dirty bedding from other animals in the room

Animals samples directly

Investigators provide animals to be sampled

No sentinel program

Frequency of monitoring: Monthly Quarterly Semiannually Annually

Who or what company performs the institution’s serology:

Are there any known pathogens or health problems in the room during the past year? Yes

No

If ‘yes’, please specify:

Are there any known pathogens or health problems in the facility during the past year? Yes

No

If ‘yes’, please specify:

CM-LAF Use Only Health report received: Special requests:

Vet approval:

DOA:

Sentinels ordered:

Courier/Tracking #: 7/23/2020

CMLAF Rodent Quarantine Import #___

Rodent Information

PI Receiving Animals

Shipping Institution

Species

Strain

Number of Animals Shipped

Quarantine Room #

Immune Status (normal or immunocompromised)

Housing at Shipping Institution (sterile

or non-sterile)

PI Special Requests (e.g., breeding, special housing)

Sentinel Health Testing Information

Quarantine Start Date

Parasitology Test Dates (4 test dates, 2 weeks apart)

Furmites: Pelage Tape Test Results

Pinworms: Anal Tape Test Results

Pinworms: Fecal Flotation Test Results

Date Sentinel Placed

Date Sentinel Removed

Sentinel Test Results

Results of Any Additional Tests Requested by DVM

Comments

Estimated Quarantine End Date (should be a minimum of 8 weeks after

start date)

Quarantine Release

Date Released from Quarantine

DVM Who Authorized Release

PI Notified

Destination of Animals

Laboratory Animal Facilities

FACILITY «Facility» TECH ASSIGNED

ROOM # «Room» «Tech_Assigned»

SPECIES «SpeciesUse» HEALTH STATUS «Health_Status»

INVESTIGATORS: «Investigators»

PPE and SPECIAL CONSIDERATIONS FOR ENTRY «PPEOther_considerations_for_entry»

ENVIRONMENTAL DETAILS LIGHTS

ON LIGHTS OFF PRESSURE TEMPERATURE

«ON» «OFF» «PRESS» Set Point «TempSETPT»

Hi.«hi» Lo.«lo»

EMERGENCY CONTACT INFORMATION Veterinarian: 536- 4933, 803-5985, 207-5171, 353-3167 Facility Manager: 553-4271, 829-6826

NYS University Police:645 - 2222

Lab Emergency Contact:«Emergency_Numbers»

STERILE

RODENT QUARANTINE

1. Rodents in this room are under standard rodent

quarantine and must be maintained using proper

micro-isolator technique.

2. Only authorized LAF staff may enter this room.

3. Investigators should not enter quarantine rooms.

Animals may not be used for experimental

purposes while in quarantine. Please contact a

LAF veterinarian if you require access to this

room.

4. Disposable PPE consisting of a bonnet, mask,

gown, gloves, and booties must be donned prior to

entering this room.

5. PPE must be discarded upon leaving the room.

6. Quarantine rooms must be entered last in the day.

Non-quarantine rooms cannot be entered after

entry into a quarantine room.