University of Rochester Animal Resource (AR) Bar-coding Cages

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University of RochesterAnimal Resource
(AR)Bar-coding Cages

• Effective December 26, 2005
• The presentation is geared toward people with
  breeding colonies

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Why bar-coding?

• Mouse Cage Charge .392/cage/day
• Provide timely census data
• Provide accurate census data
• Track room capacity

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Each cage card/bar code is specific to the
following information

• PI name
• Protocol Number
• Account Number
• Species
• Location

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Acquisition Cage Card orRequested Cage Card
Date Deactivated___________________
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New Cages

• Animal Purchases
• Wean cages
• Separate cages
• Transfer from one PI to another PI
• Transfer from one UCAR to another UCAR

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PI weaning or separating

• Affix a preprinted label to a blank cage card or
  your customized cage card
• Inform the Animal Resource that you used the
  label
• Per diem charges will start the day you affix the
  label
• OR
• Use a temporary cage card (available in the room)
• Per diem charges will start the day the temporary
  cage card is put on the cage

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Temporary Cage Card

• Vivarium Temporary Cage Card 00001
• DATE_______________________
• PI Name_________________UCAR __________________
• ACCT___________________ROOM__________________
• Species_______________Strain____________________
  _____
• Weaned_________ or
  Separated (circle)
• Comments_____________________
• Contact
  Information
• Contact 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

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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 OR
• Vivarium staff will place them for a fee
• Penalty for not replacing the Temporary Cage card
  (unknown right now).

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http//www.urmc.rochester.edu/vivarium/barcodeacti
vation.htm
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DEPOSITORY BOX
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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

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The most important things to remember

• Tell us when you start a cage and stop a cage.
• PER DIEM CHARGES

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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
• When breeding if mating for less than 24 hours do
  not deactivate cage

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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.

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Deactivation SlipPlace in a depository box
Date Deactivated___________
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DEACTIVATION OF A CAGE CARD WITH A BAR CODE LABEL

• Place the cage in a depository box OR
• Complete a deactivation form and place it in a
  depository box OR
• Complete an on-line deactivation form
• Per diem charges for the corresponding
• cage will end on the date it was deactivated.

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http//www.urmc.rochester.edu/vivarium/barcodedeac
tivation.htm
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DEPOSITORY BOX
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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

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Transfers

• Transfers from one PI to another PI
• OR
• 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

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http//www.urmc.rochester.edu/vivarium/Barcode.htm
l
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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

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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.

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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

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Most Important Things

• Inform the AR when you have created and
  eliminated cages
• PER DIEMS CHARGES
• Any questions contact the AR Office
• 5-2651