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University of Rochester Animal Resource (AR) Bar-coding Cages. Effective December 26, 2005. Why bar-coding?. Mouse Cage Charge $.392/cage/day Provide timely census data Provide accurate census data Track room capacity. Each cage card/bar code is specific to the following information. - PowerPoint PPT Presentation
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University of RochesterAnimal Resource (AR)Bar-coding Cages
Effective December 26, 2005
Why bar-coding?
Mouse Cage Charge $.392/cage/day
Provide timely census data Provide accurate census data Track room capacity
Each cage card/bar code is specific to the following information
PI name Protocol Number Account Number Species Location
Acquisition Cage Card orRequested Cage Card
Date Deactivated:___________________
New Cages
Animal PurchasesWean cagesSeparate cagesTransfer from one PI to another PITransfer from one UCAR # to another
UCAR#
Creating a new cage in the room
(separating or weaning)Use a temporary cage card (available in the room)
Vivarium Temporary Cage Card 00001
DATE:_______________________PI Name:_________________UCAR #__________________ACCT:___________________ROOM#__________________Species:_______________Strain:_________________________Weaned#_________ or Separated (circle) Comments:_____________________ Contact InformationContact Name:___________________Phone #:_____________PI Pick Up Cage Card or Vivarium Staff Places the cage card (for a fee)
Blue Copy-Vivarium White Copy – PI Cage Card – place on cage
Complete the card, place the blue copy in a depository box, keep the white copy for yourself and place the card on the cage
The Animal Resource will generate a cage card with a bar code for you the next business day. This new card must placed on the cage within 3 business days.
Per diem charges will start the day the temporary cage card is put on the cage
Temporary Cage Card
Temporary Cage cards can stay on the cage for three business days
A new cage card will be generated the next business day
New cards can be picked up at the office ORVivarium staff will place them for
a fee
DEPOSITORY BOX
Location of Depository Stations AR Office Door (G6726) 1st Floor 6900 hallway 2nd Floor 6900 hallway 3rd Floor 6900 hallway 4th Floor 6900 hallway 6th Floor 6900 hallway B8600 hallway 2 stations (near B8670 and B8657) Outside of B6516 Outside of B6922 MRB Every Suite Annex 1st floor hallway and 3rd floor hallway EDC – submit electronic activation and decativation forms Meliora – submit electronic activation and decativation
forms
The most important things to remember
Tell us when you start a cage and stop a cage.
PER DIEM CHARGES $$$$$$$$
Deactivate
Elimination of Cages Euthanasia Shipping to Other Institutions Transfers
A cage does not need to be deactivated when going to and from your lab
Deactivate - Bottom Slip Fold and detach the bottom perforation part of
the cage card and complete the deactivation date field.
Place the slip in a depository box located closest to the animal room.
The ARO will collect all the deactivation slips from the depositories every morning.
Per diem charges for the corresponding cage will end on the date it was deposited.
The bar code must not be written on, crossed out, or covered by or other labels. If the bar code has been defaced , a bar code label will be placed on the card at a charge of $2.00 per label.
Deactivation SlipPlace in a depository box
Date Deactivated:___________
DEPOSITORY BOX
Location of Depository Stations AR Office Door (G6726) 1st Floor 6900 hallway 2nd Floor 6900 hallway 3rd Floor 6900 hallway 4th Floor 6900 hallway 6th Floor 6900 hallway B8600 hallway 2 stations (near B8670 and B8657) Outside of B6516 Outside of B6922 MRB Every Suite Annex 1st floor hallway and 3rd floor hallway EDC – submit electronic activation and decativation forms Meliora – submit electronic activation and decativation
forms
Transfers
Transfers from one PI to another PIOR
From one UCAR # to another UCAR # Will require new cage cards AR Office will generate them Complete a Bar Code Transfer
Completed Form Place completed form in a depository
box
http://www.urmc.rochester.edu/vivarium/Barcode.html
Electronic Scanning of Animal Inventory
AR personnel will scan the cages in animal rooms weekly.
The scan provides a physical inventory to compare against the database. If any discrepancies exist, they are reconciled based on the scan date
Cages without bar codes will be given a bar-coded label by AR and the principal investigator will be charged a service fee of $2.00 per label
Forgot to activate a card!! Example
AR scan rooms on Monday (11/7/06) You make a new cage on Thursday 11/10/05 Never activate the bar code AR scans the room on Monday (11/14/06) The scan audit finds the new cage Per diems will go back to starting on 11/7/06 When you should have only been charged
from 11/10/05, an extra 3 days of per diem charges.
Forgot to deactivate a cage card!!! Example
AR scan rooms on Monday (11/7/06) You eliminate a cage on 11/10/05 Never deactivate the bar code AR scans the room on Monday (11/14/06) The scan audit finds the new cage Per diems will keep incurring through
11/21/06 When we scan the next time and the cage is
missing for the second time, then we will deactivate the cage
Most Important Things
Inform the AR when you have created and eliminated cages
PER DIEMS CHARGES
Any questions contact the AR Office
5-2651