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