Frequently Asked Questions

1. Do I need an Animal Protocol?

2. Who can work with animals?

3. How do I add a new person (technician, student)?

4. A person left my lab. What do I do?

5. How do I order animals from a conventional vendor?

6. What about a non-standard, approved vendor?

7. I have several protocols. Can I use one Animal Order for all?

8. My protocol expired. What do I do?

9. How do I order more (or different) animals than what is approved on my protocol?

10. How do I change or add an experimental procedure?

11. How do I change (or add) the location of my study area?

12. How do I gain access to an Animal Facility?

13. How do I gain access to my Animal Room?

14. How do I dress in order to go into an Animal Room?

15. My animals require a special dress code. Who will pay for it?

16. How do I find my animals in a room that has several PI's?

17. I took the wrong animals to my lab. What do I do?

18. I have animals in different rooms. Can I go into the rooms in any order?

19. My animals require a special diet. Who will pay for it?

20. I need to separate my animals. Where do I get clean cages?

21. How do I transport the animals to and from my lab?

22. What about transporting them to another facility?

23. What records do I need to fill out when working with animals?

24. What do I do with the dirty cages?

25. Where do I perform euthanasia of the animals?

26. What do I do with the carcasses?

27. My animals look unhealthy. Who do I talk to?

28. I was injured by one of the animals. What do I do?

29. Someone would like to share my animals. What do we do?

30. What supplies/services are offered through ARC?

31. What are these charges on my invoice?

32. I just need tissues or blood. What do I do?

33. What is the difference between a Field Study and Field Research?

34. How do I order controlled drugs?

1. Do I need an Animal Protocol?
An approved protocol must be procured by anyone using vertebrate animals in teaching, research, or testing. This is required regardless of animal use site, funding source, species, or animal number. There are a few instances that a protocol is not required:

• an investigator that would like to use tissue procured from an animal carcass - after the animal has been killed and if the animal has been killed for reasons other than that investigator harvesting tissues - may do so without an approved protocol. This is acceptable in the spirit of maximizing the use of tissues and thereby reducing animal use.
• if a UCSB investigator is working at another institution and is not utilizing funds procured (or managed) through UCSB, animal use does not need to be approved by UCSB's IACUC.
• procurement of custom antibody products from commercial sources does not require a protocol through the IACUC; however, the IACUC must be notified regarding:
  
  1. the name of the source
  
  2. the OLAW Assurance Number of the source
  
  3. the USDA Registration Number of the source
  
  4. proof of approval of the animal use by the source's IACUC
  
  Only persons holding faculty or professional researcher positions may submit protocol applications as principle investigator.

2. Who can work with animals?
Anybody whose name is on roster for a protocol approved by the Institutional Animal Care and Use Committee (IACUC) and has completed basic training, species-specific training, and an occupational health & safety form can work with animals.

3. How do I add a new person (technician, student)?
The Principal Investigator (PI) adds a new person by submitting their information on a training roster to the IACUC Coordinator. New people need to have completed training prior to being added to a protocol.

4. A person left my lab. What do I do?
Once again, the PI must inform the IACUC Coordinator of the roster change.

5. How do I order animals from a conventional vendor?
The ARC office maintains a list of assessed vendors and contact information for other sources. ARC will order all your animals for you if your protocol has been approved by the IACUC, and has not expired. Animal orders are generally placed on Tuesdays. To complete an animal order you will need to fill out an Animal Order Request Form online and email to the ARC Supervisor. Make sure to fill out the form in its entirety.

6. What about a non-standard, assessed vendor?
The health status of all animals brought into the vivaria is assessed by the Campus Veterinarian. Commercial sources and investigator generated laboratory animals must provide health screening information and authorization by the ARC Director prior to shipping to the vivarium. Animals who screen positive for contagious or pathological diseases, such as mouse hepatitis virus, will require rederivation to eliminate the disease prior to entry into the ARC. Please contact the Campus Veterinarian for vendor assessment.

7. I have several protocols. Can I use one Animal Order for all?
No. Please submit an order form for each protocol you are requesting animals for.

8. My protocol expired. What do I do?
Most likely IACUC has already sent you a reminder notice informing you of the expiration. If you follow the correct procedure on a timely basis, your protocol will be renewed before the expiration date. If you are behind, contact the IACUC Coordinator. No procedure can be done on animals that are on an expired protocol.

9. How do I order more (or different) animals than what is approved on my protocol?
A major modification form should be submitted to the IACUC Committee for review. A vet review is also necessary before the modification goes to the committee. Once the modification is approved you may order the additional animals.

10. How do I change or add an experimental procedure?
A major modification form should be submitted to the IACUC Committee for review. A vet review is also necessary before the modification goes to the committee. Once the modification is approved you may begin the new procedure.

11. How do I change (or add) the location of my study area?
A minor modification form should be submitted to the IACUC Chair or the Campus Veterinarian for review. A modification should be submitted only if the time at the additional study area exceeds 12 hours. Once the modification is approved you can change your location. Please note that a study area is not the same as a housing area; changing a housing location requires a major modification form and IACUC approval of an ACUP application and description.

a) Protocol is approved by the IACUC Committee

b) Name is present on the protocol roster

c) Basic and species training completed

d) Occupational health and safety form submitted to the UCSB IACUC Office.
When all these items have been completed you can fill out a Security Clearance Form, and send it to the ARC Supervisor. The Supervisor will then assign the necessary codes to the animal rooms.

13. How do I gain access to my Animal Room?
These conditions must be met:

a) Protocol is approved by the IACUC Committee

b) Name is present on the protocol roster

c) Basic and species training completed

d) Occupational health and safety form submitted to the UCSB IACUC Office.
When all these items have been completed you can fill out a Security Clearance Form, and send it to the ARC Supervisor. The Supervisor will then assign the necessary codes to the animal rooms.

14. How do I dress to go into an animal room?
Lab coats and booties are provided at the entrance to the facility, as well as inside each animal room. Lab coats obtained from the entrance must be placed in the dirty laundry basket when leaving the facility. Do not hang them back up.
Personal protective equipment such as lab coats, gloves, and masks must be worn as directed by the room entry requirements posted on each animal room door. Closed-toed shoes are required in order to go into any animal room. When you are finished with a lab coat place it back on the hook; do not take it out of the room. Biohazard areas are restricted and require special training for permission to enter.

15. My animals require a special dress code. Who will pay for it?
The PI is responsible for any special dress code. Contact the ARC office to order any special items which could be billed to the PI's account.

16. How do I find my animals in a room that has several PIs?
Each cage has a cage card. On the card, you will find information such as the investigator's name, protocol number, species, strain, sex, age, and vendor that should help you identify your animals. Note that your animals may be housed in more than one cage.
It is important that you look at your animals as soon as possible after delivery so that you can report anything unusual that might have been missed by our staff. Most vendors will replace or give a credit for animals received unhealthy only if they are notified within a few days of delivery.

17. I took the wrong animals to my lab. What do I do?
The first thing to do is notify our office!

a) If the animals are still alive, we might be able to return them to the room without any consequence.

b) If the animals are dead and need to be replaced, you will need to send a memo to IACUC explaining what happened. A modification form may need to be submitted to request more animals, if the replacement exceed the animals covered on the protocol. If the animals did not belong to you, you will be required to pay for the cost of the replacement.

18. I have animals in different rooms. Can I go into the rooms in any order?
The response is NO. In the ARC we have clean rooms (free of known diseases and hazards) and dirty rooms (at least one known or suspected disease or hazard). If you have animals in both types of rooms, ALWAYS go from a clean to a dirty room. You have to plan your work carefully so as to avoid going back to a clean room after going into a dirty one. The Biosecurity Room Entry Order is posted in the corridor at the entrance to the facility.

19. My animals require a special diet. Who will pay for it?
A special diet has to be approved on the protocol, and is considered "special" if it is a research diet. ARC covers the cost of a special diet for the animals' health, but not for a diet that is required for the PI's research. If the experiment requires a special diet, the PI pays for it. The investigator can chose to pay for the diet themselves, or make arrangements with the ARC to order it for them. ARC would then bill the PIs budget for the cost of the diet. All diets should be stored in airtight containers, according to the manufacturer instructions and clearly labeled with name and expiration date. ARC has a feed room kept at 68°F. Talk to the ARC Supervisor if you need your special diet stored in our feed room.

20. I need to separate my animals. Where do I get clean cages?
If you need clean cages, ask one of the technicians or the ARC supervisor to provide you with the cages you need. In case of emergency, you may get them yourself in the "clean side" of the cagewasher. If you have been in a dirty room remove your lab coat and wear booties in the clean side cagewasher. Please pay close attention to the type of cage, stainless steel lid and sipper tube on the water bottles. We have different sizes for mice and rats.

Be certain that lids and doors are latched/locked closed. Make sure that they have feed and water. The water bottle should never be filled to the top or else the animals will be unable to drink: it is necessary to leave an air pocket. It is important that you fill out a cage card with all the relevant information.

21. How do I transport the animals to my lab?
Animal cages should be covered with a drape or a lab coat before leaving the animal room. They should be transported this way in the elevators, and all the way to your lab.
It may be necessary to transport the cages in a large trash bag or a cooler, if the animals are considered highly contagious or hazardous.

22. What about transporting them to another facility?
There are a number of regulations depending on the species, distance traveled, and mode of transportation. Please call the ARC office to receive specific information and guidance. You will have to provide us with the necessary information (a Shipping Request Form) a few days in advance at least, so that the move can be scheduled. The PI is responsible for the shipping fees, unless the receiver has agreed to pay for them in advance, but our office will ship the animals for you.

23. What records do I need to fill out when working with animals?
All records must be kept 3 years beyond the completion of your project. These records should include the medical records of your animals for the entire duration of your research.

24. What do I do with the dirty cages?
All dirty cages are brought to the dirty side of the cagewasher. Contaminated cages are brought in large trash bags. All cages can be left there and the technicians will dump the contents and wash the cages.

25. Where do I perform euthanasia of the animals?
Euthanasia of the animals has to be done according to the protocol they were used on, including both the method and the location. If you have any problem with the method you are using, let us know and we will gladly offer training. If euthanasia by carbon dioxide is what you need to do, we have tanks available in the treatment room and surgery room. ARC staff can also do the procedure; there is a fee for both the procedure and the tanks.

26. What do I do with the carcasses?
Animal carcasses are taken to the freezer in the dirty side cage washer room, on the 6th floor. If an animal needs to be examined by the Veterinarian it should be placed in the necropsy room on the 6th floor. The ARC staff will assist you. Biohazard carcasses must be placed in the biohazard freezer, located in the biohazard suite on the 7th floor.

27. My animals look unhealthy. What do I do?
Complete an Animal Health Report and contact the Campus Veterinarian or ARC Supervisor. Follow the instructions in "How to make an animal health report."

28. I was injured by one of the animals. What do I do?
Review the information regarding Bites and scratches at <Link to Bite/Scratch>
Immediately wash the wound with warm soapy water for 15 minutes. Notify your supervisor/ PI of the research project.

29. Someone would like to share my animals. What do we do?
Complete and Animal Transfer form and submit it to the ARC Supervisor.

30. What supplies/services are offered through ARC?
Anything related to the animal project, except controlled drugs, can be ordered through the Animal Resource Center. Training is also offered through ARC free of charge.

a) Supplies: some drugs listed on your protocol, some surgery and husbandry supplies. All these can be recharged to your account, if we are able to purchase them for you.

b) Fee-for-Service: technical support, shipping of animals, antibody production, assistance with procedures, etc. These services are also recharged to your account.

c) No-Charge Services: training and euthanasia of lab animals.
The best way to find out is to call the ARC Coordinator or Supervisor at ext. 2333 or 4254.

31. What are these charges on my invoice?
Invoices are sent monthly to the person in your department responsible for managing accounts. If you would like to see your invoice, please contact your department.
All items on the invoice correspond to a purchase order number and/or a date. Any animals, supplies, or services will be billed according to when the UCSB Accounting Office and the ARC process the bill.

For every crate received by ARC a fee is charged, along with the shipping rates per crate. Per diem rates are also billed monthly, generally on a per-animal-per-day basis.
If you have any questions regarding your invoice, contact the ARC Coordinator at ext. 2333.

32. I just need tissues or blood. What do I do?
Collection of blood or tissues that require a living animal and so this activity must be covered by an approved IACUC protocol. Collection of tissues from animals other than dogs, cats or primates may occur after the animal has been euthanized or died does not require IACUC review. In the interest of reducing the numbers of animals used in teaching and research at UCSB, we wish to utilize available tissues. Please contact the ARC Supervisor to make a tissue request.

33. What is the difference between a Field Study and Field Research?
Field studies means a study conducted of free-living wild animals in their natural habitat. However, this term excludes any study that involves an invasive procedure, harms, or materially alters the behavior of an animal under study. Field studies require notification of the field study to the IACUC by letter. Field research includes research that involves contacting the animals manually or mechanically such as trapping, banding and releasing birds. IACUC requires a complete protocol application for field research.

34. How do I order controlled drugs?
A controlled drug must first be listed on an approved protocol before it can be purchased. If the Campus Veterinarian has approved the drug, it can be purchased by contacting the UCSB Purchasing Agent in charge of handling controlled drugs. Currently, the designated DEA person is Bonnie Castellanos. Controlled drugs cannot be ordered through the ARC.