Animal Acquisitions FAQ’s:
  1. I’m having trouble logging in.
  2. How do I get a password?
  3. How do I know what type of request to submit?
  4. Who are approved vendors?
  5. How many requests can I submit and can I ask for more than one type of animal on a single  request?
  6. I am having trouble saving my request.
  7. How can I check on the status of my request?
  8. What do the different status's mean?
  9. Can I save a draft of my request to finish at a later time?
  10. Can I print my request?
  11. Can I pull my request up at a later date to view it?
  12. Can I edit my request online?
  13. Who do I contact if I have trouble submitting my request?
  14. Can I cancel my request online?
  15. Why am I charged for processing the request even if I cancel?
  16. What are first day charges?
  17. What is the process if my animals are approved with the condition of going through quarantine?

 

1. I'm having trouble logging on. (top)

    • Your UCSD ID is your user name and your password is assigned originally by the Animal Care Program.
      • If you have any letters in your UCSD ID (your user name) click here to request a login from the UCSD Animal Care Program.
    • If you do not have a password, please click here or email iacuc@ucsd.edu from your UCSD email address, listing your full name, UCSD ID#, and PI. You will receive an email response with your password.
    • The web site is viewed best with IE 5.0/higher or Netscape 6.0/higher, resolution 800x600 and COOKIES TURNED ON. For technical assistance call 858-534-8860.

2. How do I get a password? (top)

    • If you do not have a password, please click here or email iacuc@ucsd.edu from your UCSD email address, listing your full name, UCSD ID#, and PI. You will receive an email response with your password.

3. How do I know what type of request to submit? (top)


    • Request to purchase animals from an approved vendor: Use this form if you are going to purchase animals from a Animal Care Program Approved Vendor List.
    • Request for a Protocol Transfer (will remove once taken off menu): Use this form if you are going to transfer animals from one of YOUR protocols ONLY. This is not a room/location transfer but rather just a animals used on a protocol transfer. Please use (c) noted below to transfer animals from one location to another, or to another investigators protocol.
    • Request for animal transfer between UCSD locations: Use this form to request a transfer of animals from one UCSD room/bldg to another, or from one investigator to another. If the animals are going to a non-UCSD location, use (e) below.
    • Request to import animals from a non-approved source: If you need to request animals that are coming from a non-approved vendor source (i.e. import from another universities investigator) use this form.
    • Request to export animals from UCSD: If you need to send animals to a non-UCSD location, use this form.

4. Who are approved vendors? (top)

    • Approved vendors are building specific. You may be able to purchase animals from a vendor for one UCSD location without veterinary approval, but you cannot buy them for another UCSD location without veterinarian health approval. You can email animals@ucsd.edu and inquire whether or not your source is approved for your facility.
    • If unsure if your supplier is approved, select “Request to import animals from a non-approved source” from the Acquisitions main menu (see 3d.).

5. How many requests can I submit and can I ask for more than one type of animal on a single request? (top)

    • You can ask for more than one strain of animal on a request, as long as it is from the same source (PI, Vendor, Institution).
    • You cannot ask for more than one species on a request since species are protocol specific.
    • If have a recurring order for a particular strain you can place one request and specify on each line item the delivery date you would like for the recurring shipment.

6. I am having trouble saving my request. (top)

    • When you place an order for animals a few behind the scenes checks will happen. If any of these checks fail, you will not be able to submit your protocol at that time:
      • The “Protocol for” must be one that matches the “PI for”.
      • Dates of the protocol will be checked to make sure it is an active protocol.
      • Index numbers will be checked for validity. These are updated every 24 hours at the ACP office.
      • Number of animals left on a protocol will be checked against the total you are requesting.
      • If you have a breeding component to the protocol, the program will check to make sure you have filed a “Monthly Breeding Report” for that protocol within the last 30 days.
      • If one of these checks fails and it is not accurate, please call the Animal Transfer Coordinator at 858-822-0083.
    • If you encounter a save error that looks like programming language and not a pop up window, click the back button on your browser and try the following:
      • Print your request from your browser so that you have the information even if you can’t SAVE. In the event the error can’t be quickly fixed you can still fax the request to the Animal Care Office at 858-534-7316.
      • Check number fields for data type accuracy, for example quantity of animals should be a number not text (ex: 1 not ‘one’).
    • Check date fields for data type accuracy, for example ‘date needed’ should be 01/01/06 not Jan 1 st, 2006 .
    • Check comment fields for length of text. They have a maximum of 255 characters which is about 2-3 sentences.

7. How can I check on the status of my request? (top)

    • From the Home screen in the Animal Acquisitions module, select the box labeled “CHECK STATUS” at the bottom of the main menu.
    • Type in your request number (from the confirming email that you received when the order was placed) and you will be able to view that status history of your request.

8. What do the different status's mean? (top)

    • Request – original request by user.
    • Request Health Info – AA has requested health information from outside source.
    • Pending Vet Approval – AA has received health information from outside source and it is awaiting veterinarian approval.
    • Pending Health Check – Animals have been scheduled for shipment to a non-UCSD. facility, health check will be complete within 10 days of request date or before scheduled ship date.
    • Health Check Complete – ACP health staff has complete the scheduled health check and animals are ready to ship.
    • Health Info Approved – Health information has been approved and animals are allowed to be transferred/purchased.
    • Approved – Animals are approved to be transferred or purchased.
    • Approved for Release – Animals are ready to be released from quarantine, used by quarantine staff to manage outgoing transfers.
    • Approved with Conditions – Animals are approved to be transferred or purchased through Isolation or Quarantine.
    • Order Placed – Order has been placed with vendor or source for animals.
    • Request Denied – Request has been denied.
    • Vendor Confirmation Rec’d – Date animals are to be expected at UCSD has been received.
    • Animals Logged In – Animals arrive at UCSD but are not yet at their final destination.
    • Animals Rec’d – Animals have been received at their final destination.
    • Animals Rec’d with Conditions – Animals have been received at their isolation/quarantine destination.
    • Complete – Request has been completed (billing sent to IFIS etc.).
    • Cancelled – Request has been cancelled.

 

9. Can I save a draft of my request to finish at a later time? (top)

    • At this time you cannot save a request as a draft, you must complete it during the session. This will be a feature that is available in the future.

10. Can I print my request? (top)

    • You can print your request directly from your browser window only. This must be done BEFORE you save the request.
    • Future online versions will allow you to review a request and/or print at anytime. We will keep you up to date.

11. Can I pull my request up at a later date to view it? (top)

    • At this time, you cannot review a request once it has been saved. This will change in the near future and you will be able to review any request at anytime online.

12. Can I edit my request online? (top)

13. Who do I contact if I have trouble submitting my request? (top)

14. Can I cancel my request online? (top)

    • You cannot cancel your request online but can do so via email or with a phone call at one of the following: animals@acp.ucsd.edu
    • Note that if you cancel after the purchase/transfer process has begun may result in handling charges for work that has already been completed.

15. Why am I charged for processing the request even if I cancel? (top)

    • Each animal request requires coordination throughout the ACP system and with vendors and other universities. Often a large amount of work has already gone into an order by the time it has been approved to come into UCSD. If the animals have been scheduled to arrive/be shipped, you will incur:
      • Purchases: 8% of the total.
      • Transfers: Flat rate charge for all transfers (excluding internal) that is dependant upon where the animals are coming from/going to.

16. What are first day charges? (top)

    • First day charges cover the labor/material costs to setup a new animal into a animal holding room. This includes housing, bedding, feed, sanitation etc.

17. What is the process if my animals are approved with the condition of going through quarantine? (top)

    • All requests that do not come from an approved vendor are reviewed by ACP veterinary staff.
    • Health information is requested from the location where the animals are to ship from.
    • The health information is received either online or via fax and reviewed by the veterinarian.
    • If an animal is to go through quarantine the vet notes such on the request, orders the required sentinels and updates the ‘ship to’ location to be that of the appropriate quarantine facility.
    • Animals and sentinels are housed, processed and approved for release or additional conditioning.
    • Animals are transferred to desired location from the original request.