1. University of Rochester Animal Resource (AR) Bar-coding Cages Effective December 26, 2005

2. Why bar-coding? Mouse Cage Charge $.392/cage/day Provide timely census data Provide accurate census data Track room capacity

3. Each cage card/bar code is specific to the following information PI name Protocol Number Account Number Species Location

4. Acquisition Cage Card or Requested Cage Card Date Deactivated:___________________

5. New Cages Animal Purchases Wean cages Separate cages Transfer from one PI to another PI Transfer from one UCAR # to another UCAR#

6. Creating a new cage in the room (separating or weaning) Use a temporary cage card (available in the room) Vivarium Temporary Cage Card00001 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 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

7. 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

8. DEPOSITORY BOX

9. Location of Depository Stations AR Office Door (G6726) 1 st Floor 6900 hallway 2 nd Floor 6900 hallway 3 rd Floor 6900 hallway 4 th Floor 6900 hallway 6 th Floor 6900 hallway B8600 hallway 2 stations (near B8670 and B8657) Outside of B6516 Outside of B6922 MRB Every Suite Annex 1 st floor hallway and 3 rd floor hallway EDC – submit electronic activation and decativation forms Meliora – submit electronic activation and decativation forms

10. The most important things to remember Tell us when you start a cage and stop a cage. PER DIEM CHARGES $$$$$$$$

11. 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

12. 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.

13. Deactivation Slip Place in a depository box Date Deactivated:___________

14. DEPOSITORY BOX

15. Location of Depository Stations AR Office Door (G6726) 1 st Floor 6900 hallway 2 nd Floor 6900 hallway 3 rd Floor 6900 hallway 4 th Floor 6900 hallway 6 th Floor 6900 hallway B8600 hallway 2 stations (near B8670 and B8657) Outside of B6516 Outside of B6922 MRB Every Suite Annex 1 st floor hallway and 3 rd floor hallway EDC – submit electronic activation and decativation forms Meliora – submit electronic activation and decativation forms

16. 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

17. http://www.urmc.rochester.edu/vivarium/Barcode.html

18. 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

19. 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.

20. 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

21. Most Important Things Inform the AR when you have created and eliminated cages PER DIEMS CHARGES Any questions contact the AR Office 5-2651