SIMON FRASER UNIVERSITY Animal Care Facility Handbook for

C:AnimalCare/ACF Handbook.doc SIMON FRASER UNIVERSITY Animal Care Facility Handbook for Investigators January 2002 Table of Contents Introduction..................................................................................................................................... 1 Simon Fraser University Animal Care Facility Personnel...........................................................1 University Animal Care Committee (UACC)................................................................................. 2 Mission Statement – Revised 2001..............................................................................................2 Canadian Council on Animal Care (CCAC)................................................................................2 University Animal Care Committee (UACC)..............................................................................2 Animal Care Facility (ACF) Information ....................................................................................... 3 Facilities Available ......................................................................................................................3 Use of Animal Facilities ................................................................................................................. 5 Introduction..................................................................................................................................5 Application Procedure for Projects – Protocols...........................................................................5 Security ........................................................................................................................................5 Use of Animal Care Facility Equipment and Supplies…………………………………………6 Animal Ordering ..........................................................................................................................6 Animal Husbandry .......................................................................................................................7 Use of Surgical Facilities .............................................................................................................7 Technical Services .......................................................................................................................8 Veterinary Services......................................................................................................................8 Veterinary Pathology Services.....................................................................................................9 Basic Procedures..........................................................................................................................9 Pharmacy......................................................................................................................................9 Reference Library ........................................................................................................................9 Education .....................................................................................................................................9 Safety .........................................................................................................................................10 Power Failures ...........................................................................................................................10 Parking .......................................................................................................................................10 Public Relations .........................................................................................................................10 Facility Tours .............................................................................................................................11 General Facility User Responsibilities....................................................................................... 11 Emergency contacts .................................................................................................................. 12 Appendix I – Application Instructions.......................................................................................... 13 Instructions for Completing Forms............................................................................................13 Directions...................................................................................................................................14 Sections of the Form ..................................................................................................................14 Freedom of Information Act and The University Animal Care Committee..............................16 Categories of Invasiveness in Animal Experiments ..................................................................17 Appendix II – Application Procedure ........................................................................................... 19 Applicants ..................................................................................................................................19 Application Procedures..............................................................................................................19 Application Approval and Responsibilities of the Applicant ....................................................19 Assessment of Applications.......................................................................................................20 Appendix III – Standard Operating Procedures............................................................................ 21 Appendix IV – Animals, Suppliers & Costs................................................................................. 22 Selected Purchase Prices............................................................................................................22 Per Diem Charges at the Animal Care Facility..........................................................................23 Other ACF Fees .........................................................................................................................23 Technical Services .....................................................................................................................23 Appendix V – Supplies & Pharmaceuticals.................................................................................. 24 Animal Care Facility Handbook for Investigators Introduction This handbook has been prepared to provide information and guidelines for anyone currently using or planning to use animals or the Animal Care Facility (ACF) resources and equipment. It is of course not comprehensive, so please feel free to request further information and help. Simon Fraser University Animal Care Facility Personnel Director ......................................................................4737 Senior Lab Technician ...............................................5905 Animal Care Technician ............................................4737 E-mails should be sent to acf@sfu.ca. This address will reach the Director and both Technicians, ensuring that important information is received by at least one of the key ACF staff. This is especially important for placing orders, or for requesting special care procedures. -1- Animal Care Facility Handbook for Investigators University Animal Care Committee (UACC) Mission Statement – Revised 2001 Simon Fraser University (SFU) conducts research, teaching, or testing that involves animals in the most humane and ethical manner possible. The University has established a University Animal Care Committee (UACC) that reports directly to the Vice-President Research. The UACC advises the Director of Animal Care and the Vice-President, Research on facilities, policies and practices at SFU concerning the care and use of animals. The UACC ensures that the three R's, replacement, reduction and refinement, are invoked for every project involving animals and that these principles are upheld to minimize the number of animals used at SFU. The UACC ensures that each project meets or exceeds the standards expressed in the Canadian Council on Animal Care (CCAC) Guide to the Care and Use of Experimental Animals. All facilities within SFU are subject to national assessment. The national assessments are handled under the CCAC, and occur once every three years at scheduled times. UACC members, CCAC officers and the director of the ACF require access to all research animals within the animal centres, classrooms and research areas at all times. Canadian Council on Animal Care (CCAC) The CCAC is an organization set up by the government of Canada to monitor and regulate the use of research animals in Canada. There are three main functions of the CCAC that affect us: 1. The publication of a handbook with guidelines for animal researchers, which is available at the ACF 2. A yearly review of the protocols carried out in each facility 3. Inspection of all facilities to ensure compliance with the standards set for animal care and usage. Failure to comply with regulations can result in revocation of all government grants for animal research to that facility. University Animal Care Committee (UACC) This committee is made up of one academic faculty member from each of the departments involved in animal research, one academic faculty member not involved in animal research, a student representative, a veterinarian, a technician and two lay persons. They represent the community as voting members of the committee. The UACC mandate is to: 1. Set policy for animal care facilities. 2. Review all research and teaching protocols upon receipt and annually thereafter. A copy of the “Terms of Reference” for the UACC is available upon request at the ACF or from the Animal Care website at www.sfu.ca/acf. -2- Animal Care Facility Handbook for Investigators Animal Care Facility (ACF) Information Facilities Available Animal Housing – The ACF has two major areas of operation: approximately 2100 square meters in the ACF building, and 750 square meters in the Alcan Aquatic Centre. Animal Caging – Standard animal caging is provided within the ACF building. Some special caging is available, however, if the facility does not have the specialized caging required, the investigator may be asked to purchase it. All caging must comply with the standards set by the CCAC. If special caging is required please contact the ACF Director, Dr. Sanders, to discuss the purchase of this under new or replacement capital for the next year. Environment – There are at least 20 air changes per hour throughout the ACF. Every room has its own temperature controls as well as its own light timer under computer monitoring and control. If special environmental conditions are required, consult ACF staff. If there is a problem with lighting, temperature, or ventilation in a room, contact the ACF office immediately. All cages and rooms are cleaned at least once every week with the hallways being swept daily. We also endeavor to provide environmental enrichment to all our animals. Biohazard Projects – Some rooms can be biohazard rooms with negative pressure so that all contaminants are contained. All exhaust air can be HEPA filtered. There is a fume hood and laminar flow workbench available for performing special procedures. All studies must be approved by the UACC before initiating the project. Any investigator, students, or technicians should be familiar with all aspects of biocontainment, and a Biosafety permit must be obtained from the Safety Committee before any study involving pathogenic organisms is initiated. A Standard Operating Procedure for conducting research involving pathogens is available in the ACF office. Aquarium Facilities – There are dedicated aquatic rooms at SFU. Salt water is available in some rooms, as well as dechlorinated city water. Water may be thermoregulated. Air lines are available in each room. Aquatic rooms may be used by multiple investigators so it is critical that they are kept clean and tidy. There is a separate orientation of these facilities held at the beginning of each semester for users. Open Air Facilities – There are several outside pens on the south side of the ACF that are suitable for outdoor investigations and aviaries. Surgery & Post Mortem Procedure Rooms – There is one surgery suite in the ACF (Room 120). Associated with this is a Procedure room, which is used as a surgery prep and surgery supply area (Room 119). These rooms are equipped with a stainless steel surgery table, anesthetic machine, CO2 euthanasia chamber, instruments, and other necessary supplies. Consult with the Surgery Section of the manual before using the Surgery or Procedure rooms. No person is to conduct surgery without prior approval from the attending veterinarian. Euthanasia and post mortem examinations can be performed in these rooms. Post mortem examinations are the -3- Animal Care Facility Handbook for Investigators responsibility of the investigator, however, the Director can arrange for a complete post mortem to be done at UBC or the Central Laboratory for Veterinarians at a cost to the investigator. Field Stations – SFU has several field stations where animal research is conducted in the field and the laboratory. These include, but are not limited to: Bamfield Marine Sciences Centre – Vancouver Island (NW of Victoria) UBC SFU Research Forest – Maple Ridge For more information on these facilities please contact the Director or staff of the ACF. -4- Animal Care Facility Handbook for Investigators Use of Animal Facilities Introduction In the ACF there are over 20 approved animal protocols with over 12 investigators, along with technicians and graduate students. The ACF provides the facilities, the animals and technical support for all these individuals and ensure that they comply with the guidelines of the CCAC. Thus it is critical that all users are familiar with the regulations of the ACF and the CCAC. The “Canadian Council on Animal Care Guide on the Care and Use of Experimental Animals” is available in ACF Room 1. As of January 2003, the CCAC will require that documentation be maintained to demonstrate that all personnel involved with the use of animals in research, teaching and testing have completed the appropriate national institutional animal user training. The ACF provides seven-day animal care for the Faculty of Science and affiliated departments in compliance with the CCAC Guidelines. Included in these services are: 1. Ordering of animals, feeding, bedding and necessary medications 2. Disease monitoring and prevention 3. Collection of animal fluids and tissues 4. Instruction and assistance in laboratory animal methods The facility is staffed from 8:00am to 4:30pm on weekdays and part-time on weekends. There are several laboratory animal care workers and technicians available to care for the animals and assist researchers and instructors. Assistance will be provided upon request at times mutually convenient. Standard animal caging, feed, lighting, temperature and humidity are provided. Special requests require an arrangement with the Director. The staff is willing to assist researchers whenever possible, however, we request that their busy schedules be respected. Application Procedure for Projects – Protocols A “Project Application” for the use of animals in research conducted at Simon Fraser University or in the field must be completed and approved by the Animal Care Committee before any animals can be ordered or an animal experiment initiated. Instruction for completing this application is described in detail in Appendix I of this manual, and can be found on the website at www.sfu.ca/acf. The Director of the ACF will be happy to assist in completion of the application form. The Application Procedure is described in Appendix II. Standard Operating Procedures (SOPs) have been prepared so an SOP can be referred to rather than describing routine experimental procedures. A list of general SOP categories is provided in Appendix III. Once the protocol has been approved a protocol number will be issued to the investigator. All protocols are reviewed annually, in accordance with CCAC regulations. All investigators will be asked to complete a renewal update form and submit any amendments to their protocols before the annual review. A new project application from must be submitted at the time of the 4th renewal of any project and must be accompanied by a progress report. Security The ACF is kept locked at all times. Entrance into the facilities is accomplished by using a magnetic card reader, which is located at a specific entrance location. The card will identify the -5- Animal Care Facility Handbook for Investigators user and permit 24-hour access. The cards are available from the ACF office. Notify the ACF and Campus Security offices immediately if the card is lost or damaged. Any breach in security is considered a serious matter with serious penalties. Use of Animal Care Facility equipment and supplies The Animal Care Facility provides supplies for basic maintenance, for example, paper towels, soap, disinfectant, garbage bags, photo copying/print paper, etc. If these supplies are used for other purposes, or if other supplies from the ACF are used, the researcher can either replace the supplies or pay the ACF for them. There is a clipboard in Room 1 for tracking photocopies and print paper, and a clipboard in the procedures room for tracking other supplies. Please keep track of what you use – this is on an honour system, do not abuse it. Equipment in the building can be used if permission has previously been obtained, just don't move any of it, especially the scales, microscopes and the brooms. All borrowed items going out of the ACF building or into your rooms, have to be reported in a book, see Loekie, Susan or Coop-students. When using tools etc. from the ACF return them immediately to their original spot, don't let them sit in your area. Don't take any utensils, cups, etc. out of the lunchroom for any animal related work. Animal Ordering All vertebrates must be ordered through the ACF whether or not they are to be housed in the facility. This is to ensure that the animals ordered are covered by a protocol. Orders for animals to be housed in the facility must also be “housing approved” by the ACF before being sent to purchasing. This ensures that there is space available for the animals when they arrive. Purchasing will not process animal orders unless they have been “housing approved”. When ordering animals, please send an e-mail requisition to acf@sfu.ca with the following information: animal strain, number, sex, weight, date required, protocol number, and the account number to debit for the cost of the animals as well as shipping, handling, and per diem charges. Information on strains, species, and suppliers is available from the ACF office. A list of animals, their approximate cost, and the suppliers is provided in Appendix IV. Breeding of research animals within the ACF may be done for specific research protocol requests but is generally discouraged. Under no circumstances may animals, including pets, be brought into the facilities without the approval of the Director of the ACF. If animals are to be obtained by capture or in other ways that do not require a purchase order, written approval must be obtained from the Director before the animals are brought onto the University grounds. This will enable preparation of cages and the establishment of proper quarantine procedures to protect both the new animals and the other research animals housed in the facility. Permits may be required – contact the ACF office. Release of Animals: The UACC has established a policy prohibiting the release of research animals as pets or for other purposes. Animals purchased with grants or University funds for teaching or research are the property of SFU and cannot be removed except under approved procedures. Requests for removal of animals from the University must be made to the Director of the ACF. -6- Animal Care Facility Handbook for Investigators Animal Husbandry All animals are provided daily care in accordance with the guidelines of the CCAC. Animal husbandry is described in the SOP manual. The animals are provided with ad lib fresh tap water, certified feed, certified bedding, and environmental enrichment devices where appropriate. The cages are washed at least once weekly and the floors are cleaned and disinfected weekly. Rooms are completely disinfected on a monthly basis. Investigators, students and technicians should acquaint themselves with the ACF technical staff caring for their animals as well as the husbandry practices. If special care is required, notify the technician and ACF staff caring for your animals and place a card on the cage requesting special care or procedures (e.g. no food or water, check to see if eating, collect 10 mL of blood, etc.) Also, please submit your special care Standard Operating Procedure in writing to the technical staff. Use of Surgical Facilities The basic policies regarding use of and booking of surgeries or services are as follows: 1. We require a minimum of 72 hours notice to schedule a surgery, technical assistance, or for renting equipment such as anaesthetic machines. We suggest booking as far in advance as possible. Advance booking is very important as well as having an alternate date to guarantee surgery time. 2. When booking a surgery, please indicate the time you wish to commence. If you cannot make it at the scheduled time, please phone 4737 and reschedule if necessary. If we do not hear from you within one (1) hour of the scheduled time, that surgery booking will be cancelled and will need to be rescheduled. There is sometimes a very heavy demand for use, and it is necessary to accommodate the needs of all investigators. Scheduling for injection and blood collection services is also important as well as arriving promptly. If a time change is required, please phone as soon as possible or a cancellation may occur. Also, when booking, please specify the number of animals to be done. 3. Emergencies or unusual circumstances will be exempted from the booking requirements when assistance is available. Emergencies will receive priority over all other types of surgery. Please ensure that the animal patient receives optimal postoperative care. 4. Hours of operation are 8:00 a.m. to 4:30 p.m. Monday through Friday. If a service is required outside this time, the investigator will be charged at one and a half time for the first three hours in one day, and double time after that. Bookings for surgeries that will knowingly go past 4:00 p.m. will be done at the discretion of the surgery staff. 5. Street clothes are not to be worn in the surgery suites. You must wear appropriate surgical dress: white lab coat, scrub suit, or surgeons gown and mask as appropriate for aseptic surgery techniques. These are not to be worn outside of the surgical area, and gowns are not to be worn outside of the suite. 6. Food and drink are not permitted in the surgery or procedures rooms The basic policies regarding surgery services and supplies are as follows: -7- Animal Care Facility Handbook for Investigators 1. We attempt to stock supplies for regular surgery that would be used by the majority of surgery users. Anything unusual or not stocked by us will become the responsibility of the investigator to purchase. Purchasing can be arranged though the ACF; contact our staff if you require assistance or supply catalogues. 2. Any suture, syringes, needles, etc. are charged as used. Supplies in the pack (e.g. Qtips, gauze) not used during surgery are to be left for resterilization. This helps to keep our costs down. 3. Bent or broken instruments will be charged back to the last Investigator using the instrument. Replacement of dull scissors will be done at your request and charged appropriately. If instruments are not being used properly during surgery, a sharpening or repair fee will be automatically charged. 4. All investigators’ equipment must be removed from the surgery suite immediately after surgery. Instruments may be put through the ultrasonic cleaner by ACF staff, but must first be washed of any blood or tissue. The ACF is not responsible for damage done to equipment left in the area. 5. Safety regulations require that all compressed gas cylinders be appropriately secured. 6. Technician time is charged as a flat rate if overtime is incurred or for services other than circulating in the suite. 7. We try to provide as much assistance as needed, but due to increased use of the facility, some intensive or time consuming services are limited. For example, we do not have enough staff to provide continual anaesthetic monitoring – if this is required, you must make arrangements through the ACF director. As a final reminder, many other researchers and staff use the Procedure and Surgery rooms, so please take a few minutes to tidy up and return empty/dirty cages to the “dirty” hallway (North) adjacent to the cage wash area. Technical Services The animal technicians in the ACF are a valuable resource for your research program. They monitor your animals daily and report any problems to the laboratory. They have expertise in animal handling and procedures. Faculty, students, and research technicians are encouraged to consult the ACF staff regarding animal experiments. The ACF staff can also perform many procedures, thus saving the investigator from hiring and training staff. These include procedures such as blood collections and injections. Veterinary Services There are veterinary consultation services available to all university animal facilities. There are charges for specific health consultations or treatments in experimental animals. Veterinary services also include the health monitoring of all experimental animals through clinical examinations, serology, and post mortem examinations. The Director of the ACF will gladly assist in the design of any experimental protocol and getting the “bugs” out of an experiment. Quality control is available, however, costs for this service are borne by the investigator. -8- Animal Care Facility Handbook for Investigators Veterinary Pathology Services Valuable information can be obtained from the post mortem examination of animals in an investigation or animals received from suppliers. Histopathology, microbiology, and toxicology may be performed in some cases. Basic Procedures Standard Operating Procedures have been written for many basic procedures, standards of animal care, and equipment use. Copies are available upon request from the ACF Office (see section on SOPs). Instruction in these procedures can be provided by the technical staff upon request. Pharmacy The ACF has a small pharmacy which stocks common pharmaceuticals, biologicals, and surgical supplies. Investigators may purchase these from the surgery supply office. When using controlled drugs (e.g. sodium pentabarbitol) records must be kept. Appendix V lists the common pharmaceutical and supplies required by investigators and their prices. Controlled drugs can only be ordered by the veterinarian and the order has to be sent via regular mail because an original signature is required each time. Therefore, it usually takes at least one week for such an order to be filled. Please allow sufficient time when ordering controlled drugs. Please consult the ACF technical staff if you have any questions regarding this. Reference Library The ACF has a fairly extensive selection of reference materials pertaining to the field of animal research and veterinary medicine. Most of these books can be signed out upon request. Education There are a number of courses available for those interested in animal research. These include the Canadian Association for Laboratory Animal Scientists (CALAS) course for handling animals and the PMI Feeds Inc. Laboratory Animal Care Course. Informal training in some procedures will be provided upon request. A series of workshops pertaining to anaesthesia, sterile techniques, and surgical skills are under development. As of January 2003, the CCAC will require that documentation be maintained to demonstrate that all personnel involved with the use of animals in research, teaching and testing have completed the appropriate national institutional animal user training. This will include both theoretical and practical components. The theoretical components will, most likely, be accessible on-line. -9- Animal Care Facility Handbook for Investigators Safety In the case of accident or injury, see the Director or the Senior Laboratory Technician immediately. If there are concerns regarding the safety of working with a laboratory animal consult one of the above persons. Food and beverages are prohibited outside the staff room (Room 102) and offices (Rooms 1, 101, 129 and 116). Protective clothing must be worn, (e.g. labcoat) in other areas of the facility. Gate: If you are here after hours when dark please lock the gate while in the building, both for your safety and to prevent any unauthorized persons from gaining access to, and hiding on the premises. As well, when it is dark, you may wish to contact security for a “safewalk” (student patrol program) to and from the ACF if you do not feel comfortable walking alone. First Aid: A first aid kit is located on the wall beside Room 129. Safety Information: A bulletin board with safety information is located beside Room 1. 24-HOUR EMERGENCY NUMBER: 4500 *DO NOT CALL 911* In the event of an emergency, Campus Security will alert and escort emergency vehicles to your location. Power failures ACF has a diesel generator that will begin to operate 10 seconds after a power failure. As well, there will be a 10 second delay in the change over from generator to hydro. If you have computers running that collect important data, make sure to have a backup battery connected to the computer for this change-over time. If the power has been out, please notify the Director (room 101) or Senior Laboratory Technician (room 129), by leaving notes on their office doors. Parking Parking at the ACF is only allowed for those persons that have reserved (paid) parking spots on the left side. The other 4 Visitors parking spots are only for persons that have business to do at the ACF for a short time. Absolutely No Parking when not in the ACF building. No parking in front of the shed and garbage container or behind other parked cars. In case of having to park outside the spots (only in emergencies or very short stop) leave your car keys with the ACF staff. Please Note: parking here is a privilege. Public Relations There is tremendous public concern over the use of animals in biomedical research. The department has an extensive library of material in this area – both supporting and against animal research. We have prepared a collection of articles that describes the positive aspects of the use - 10 - Animal Care Facility Handbook for Investigators of animals in biomedical research for distribution to the public and school children. These are available from the ACF. Videos and resource material are available to any faculty member for talks regarding the care and use of animals in research. If you are asked to present scientific data that involves animal experimentation to the general public, please discuss this with the Director of the ACF. Facility Tours Tours are permitted only with the authorization of the Director. Consult with the Director at least 1 week in advance if you would like to plan a facility tour. During the summer, tours are conducted on a regular basis for participants of the mini-University program on campus. General facility user responsibilities Tidiness -Please clean up after yourself, ACF staff does not get paid to clean up after you (this does include the lunchroom). Doors -As this is a research facility we try to keep it as clean as possible. By keeping the exterior doors closed at all times, the chance of contamination from an outside source can be minimized. This also reduces security risks. Behavior -This building is run in a professional manner. PROFESSIONALLY. Please try to avoid any loud noises. PLEASE TRY AND ACT Clothes -Whenever you are in the main part of the building you must wear a lab coat. When walking around you may come in contact with the regular ACF staff and a lab coat will stop the spread of bacteria from your clothing to the clothing of others. When working outside in the aviaries ask your supervisor to supply you with a lab coat and boots. The same applies when working inside. When going into the aviaries, use boots specifically for that area, don’t use these boots in our “clean” hallways to prevent any cross contamination. No lab coats in lunchroom. Food -There is to be no eating and drinking in any rooms other than the lunchroom, room 116, room 101, room 129 and room 1. Lunchroom table -This is a hygienic area. Don't put lab coats, cages, animals or animal related items on the table. Please don't sit on the table. Utensils, cups, plates, and other kitchen items are only to be used for eating and drinking in the lunchroom. Smoking -No smoking is allowed inside the building, in front or at the side of the building. Smoking outside on the west side (door 114) is allowed, but please keep the door closed. Rodent Food -Food is very expensive. If an animal is being put down do not throw the food out! Transfer it to other animals in the same room (no room to room transfers) or put it in the container in procedures room marked WLR. However, if the animal is sick, than throw the food out. - 11 - Animal Care Facility Handbook for Investigators Emergency contacts Campus Phone Numbers Security or after-hours Mechanical Problems (24 Hrs) (604-291)-3100 Medical or Other Emergency (24 Hrs) (604-291)-4500 Health Services (604-291)-4615 Service Inquiries (604-291)-3582 Mechanical Problems – phone Security first, then Boiler Room only as a last resort: (604-291)3260 Please note: When phoning off campus dial 9. NB: Make sure that when you get your entry card, your picture is taken and placed in the photo album at the front desk. Security may ask to see you ID if you are present in the facility after hours. - 12 - Animal Care Facility Handbook for Investigators Appendix I – Application Instructions Revised January 2002 This document is available on www.sfu.ca/acf/protodir/instruct.htm Instructions for Completing Forms Investigators must provide one signed copy of the complete application form (downloaded from the Animal Care website to ensure the most recent version is used). These guidelines are intended to expedite the protocol application and review process. Completing these forms as indicated will ensure that your form is reviewed as quickly as possible. The SFU University Animal Care Committee (UACC) meets once a month. The UACC requires that: 1. Forms are typed 2. Every required section is completed 3. The title matches the grant application/course (including course # and title) 4. Additional procedures or revisions are submitted as addenda to the protocol 5. All applications are reviewed annually 6. Teaching applications are reviewed each semester as applicable 7. The protocol complies with Canadian Council on Animal Care (CCAC) and SFU Animal Care Facility (ACF) guidelines 8 For CCAC purposes, the investigator provide a protocol description of no more than 40 words, in lay terms 9. A new application form be submitted every 4 years for each project Submit applications to the senior staff (Director or senior technician) of the ACF. It is recommended that your application be reviewed by the senior staff prior to submission. C, D, and E projects must be submitted 3 weeks prior to the UACC meeting, as they must be reviewed at the meeting. A and B projects can be submitted to the senior staff of the ACF at anytime. Contact the ACF at 4737 or acf@sfu.ca in regard to the next meeting. Incomplete applications or those received too late may be deferred to the next monthly meeting. Updates for the annual reviews will be sent to the principal investigator one month before the expiry date. If the ACF does not receive your renewal in 2 weeks, your project will be considered completed. We have modified the SFU Animal Application Form that is used for evaluating your research projects. This form is available now in Rich Text Format (RTF) for any word processing programs on the website at http://www.sfu.ca/acf and can be downloaded directly onto your computer. You can also obtain a copy of this form from the ACF on a 3.5" disk in word format (protocol.doc or protocol.rtf) for the PC or MAC. The form is revised frequently so obtain the most recent version from the website. The revised date will be noted on the website. - 13 - Animal Care Facility Handbook for Investigators This form must be filled out completely and accurately. Because the committee will request written clarification of all ambiguous or incorrect information, submitting an incomplete application can add a month to the approval process. As of January 1/96, all applications with a C, D, or E rating and 4th renewals will be reviewed at an UACC meeting. The principal investigator or their associates may be asked to meet with the UACC to answer questions or provide clarification of their research. For more information, please contact the senior staff of the ACF. Directions All projects involving animals on or off campus cannot be initiated without prior approval of the UACC. Note: Changing the format of the application form will result in the rejection of your application by the UACC committee. Type in all the requested information. Pages or sections that are not applicable to your project do not have to be printed. Sections I-XI must be completed by everyone. It is recommended that you review your project application with the senior staff of the ACF prior to submission. During the course of the project you can request changes to the approved protocol (e.g. number of animals, changes to techniques, changes in personnel) by submitting an amendment (section XXVI) and forwarding it to the senior staff of the ACF. An amendment form must be submitted for all such changes. At the time of your renewal, if there are amendments and other changes (e.g. staff, room number etc.), make the changes to the appropriate sections, and submit a hard copy to the ACF. Sections of the Form I. Category of Invasiveness: Categories of invasiveness are attached. Please read them and insert the letter (category) that you believe matches your research. If you are unsure, please contact the senior staff of the ACF. II. Please indicate if your project is a renewal or a new project. Long-term projects must be resubmitted after 4 years and reconsidered as new projects. Initial approval for D and E projects requires attendance by the principal investigator or designant at the UACC meeting. III. Principal Investigator: Only a member of the SFU faculty may submit an application form. Research assistants and students should be listed as associates. Please indicate an emergency contact person, preferably someone who is familiar with your research. V. a) Lay Terms: For all members of the UACC to review your research, it is necessary to describe the experiment, state your objectives, describe the manipulations to be conducted with the animals, and explain your research design in plain language. Some of the UACC members are from the - 14 - Animal Care Facility Handbook for Investigators community, and are not versed with the particular jargon of your field. This summary will be reviewed by the CCAC annually. b) Protocol Description: Please give a descriptive title that indicates, in lay terms, the nature of the procedures used (no more than 40 words). This section is used to meet reporting procedures of the CCAC. VI. Animal: Fill in the applicable information. If possible provide an alternative strain. If you are unsure please contact the Senior Animal Technician at the ACF. VII. Type of experimental application: Research projects are approved for 1 year, teaching projects for 1 semester. VIII. Associate investigators and research staff. Please name all associate researchers and staff. Include technicians (Tech), graduate students (Grad) and/or undergraduates (Ugrad). IX. Please indicate your funding source and provide an account number. This information can be obtained from your departmental assistant and it will be used for invoicing your project costs. Please note that a peer review will be required if your research proposal has not already been assessed in such a manner by the funding agency. X. a) Primary objectives and rationale: Provide enough detail to indicate the objectives of the research project and why the research project needs to be done. b) Experimental design: Please provide detailed information on the procedures to be conducted on live animals. Note if complications are anticipated and what corrective actions will be taken. c) Potential benefits of the project: Describe probable outcome of the experiments. What are the likely contributions to: human welfare, animal welfare, scientific understanding? XI. Animal Usage: Explain why the species and strain of animals are requested and provide a rationale for the number of animals being requested (experimental groups, sample sizes and intended statistical analysis). The amendment process takes little time, so if more animals are required they can be obtained easily. XII. Animal housing requirements: If housing requirements are different than standard laboratory housing used at SFU, please describe your needs. Environmental enrichment has become standard practice across Canada in laboratory animal science. Environmental enrichment will be provided at no additional cost. If enrichment items are not to be used this must be stated in this section with the appropriate justification. If you have any questions please contact the senior staff of the Animal Care Facility. XIII. Alternative to the use of live animals: Please indicate possible alternatives to the use of live animals and why are they not being used? XIV. Dangers - Hazards: If hazardous materials are to be used, both the UACC and the safety committee will have to approve the facilities for handling the materials. This section is to alert people who may be working with the animals of potential dangers and to ensure that appropriate precautions are taken to protect both people and animals. - 15 - Animal Care Facility Handbook for Investigators XV. Description, form, route and administration. Describe the form of the agent, route of administration, expected complications and any unknown variables. Include where indicated, dose, excretion route and duration of excretions. XVI. Describe the possible harms and precautions that will be taken for both researchers and animals. XVII-XIX. Post surgery care can make the difference between survival and death of your research animals. Describe the post-surgery care that you will use in your project. Post-surgery analgesics have become standard in animal surgical protocols. Detail the post-surgery care and analgesics being used. XX. Manipulations performed with the animals, contentious issues. Indicate which, if any, manipulations are being performed with an "x". If yes, answer the questions found below in the space provided. Contentious manipulations, and their rationale will be examined more closely by both the UACC and the CCAC. XXI. Euthanasia: Several techniques of euthanasia are available, some involving the use of chemicals. The technique chosen should induce unconsciousness rapidly with death following soon after. If a physical method of euthanasia is required because the use of the drug is likely to jeopardize results of the study, the technique should be approved by the UACC. Demonstration of the technique may be required. Consult the senior staff of the ACF. XXII. Teaching projects only: This section has to be completed only for projects used for teaching. Teachers may be asked to meet with the UACC and provide justification of use of animals. Alternatives to the use of live animals for teaching are plentiful. Indicate if there are alternatives to using animals in your class, and if so, are they being utilized. Teaching projects are only approved for a single semester. XXIII. Alternatives to the use of live animals: Please indicate the alternatives to the use of live animals and why are they not being used? XXIV-XXVI. Renewal page only. A project may be renewed for up to 4 years (3rd renewal). This page must be completed for projects continuing beyond 4 years. At the 4th year, the project is assessed as a new project. Hence, the entire protocol form has to be completed, incorporating previous amendments and the project will receive a new project number. Please indicate your old project number on the front page ("Old project number"). This provides the UACC and the CCAC with information on your progress, and provides justification for the animals used at SFU. XXVII. Amendment Page. This page allows researchers to submit and track amendments easily. First fill in the date, project number, describe amendment, reason and section (I-XXV) to which change are requested. Sign and date the page and submit it to the senior staff of the ACF. Save this page for future amendments. Signature Page. The principal investigator needs to sign and date both the declaration at the top of the page and the appropriate section listed below this. Freedom of Information Act and The University Animal Care Committee Effective October 1, 1994 SFU is subjected to the provisions of the BC Freedom of Information and Privacy Act. As of this date, the records of the UACC may be open to the general public upon requests. In anticipation, the UACC has adopted a zero tolerance policy approach of the review of animal applications. Changes to applications and amendments will only be approved by the committee as a whole. Exceptions will not be allowed. Requesting more animals than - 16 - Animal Care Facility Handbook for Investigators stated in the protocol will have to be formally justified and reviewed by the committee. New animals will not be ordered until the committee gives approval. In addition, when ordering animals, protocol numbers must be given. CCAC - Categories of Invasiveness in Animal Experiments Investigators and teachers who consider it essential to use vertebrates or invertebrates in their research, teaching or testing in the laboratory or in the field, must adhere to humane principles, and take cognizance of the CCAC Ethics of Animal Investigation and other CCAC documentation in assigning a category. Protocols must be submitted to an appropriate review committee for all studies and courses that involve the use of vertebrates and some invertebrates in Categories B through E. Cephalopods and some other higher invertebrates have nervous systems as well developed as in some vertebrates, and may therefore warrant inclusion in Category B, C, D, or E. The following list of categories provides possible examples of experimental procedures that are considered to be representative of each category. A. Experiments on most invertebrates of or live isolates. Possible examples: th1e use of tissue culture and tissues obtained at necropsy or from the slaughterhouse; the use of eggs, protozoa or other single-celled organisms; experiments involving containment, incision or other invasive procedures on metazoa. B. Experiments that cause little or no discomfort or stress. Possible examples: domestic flocks or herds being maintained in simulated or actual commercial production management systems; the short-term and skillful restraint of animals for purposes of observation or physical examination; blood sampling; injection of material in amounts that will not cause adverse reactions by the following routes: intravenous, subcutaneous, intramuscular, intraperitoneal, or oral, but not intrathoracic or intracardiac (Category C); acute non-survival studies in which the animals are completely anesthetized and do not regain consciousness; approved methods of euthanasia following rapid unconsciousness, such as anesthetic overdose, or decapitation preceded by sedation or light anesthesia; short periods of food and/or water deprivation equivalent to periods of abstinence in nature. C. Experiments which cause minor stress or pain of short duration. Possible examples: cannulation or catheterization of blood vessels or body cavities under anesthesia; minor surgical procedures under anesthesia, such as biopsies, laparoscopy; short periods of restraint beyond that for simple observation or examination, but consistent with minimal distress; short periods of food and/or water deprivation which exceed periods of abstinence in nature; behavioural experiments on conscious animals that involve short-term, stressful restraint; exposure to non lethal levels of drugs or chemicals. Such procedures should not cause significant changes in the animal's appearance, in physiological parameters such as respiratory or cardiac rate, or fecal or urinary output, or in social responses. Note: During or after Category C studies, animals must not show self-mutilation, anorexia, dehydration, hyperactivity, increased recumbency or dormancy, increased vocalization, aggressive-defensive behaviour or demonstrate social withdrawal and self-isolation. D. Experiments which cause moderate to severe distress or discomfort. Possible examples: major surgical procedures conducted under general anesthesia, with subsequent recovery; prolonged (several hours or more) periods of physical restraint; induction of behavioural stresses such as maternal deprivation, aggression, predator- - 17 - Animal Care Facility Handbook for Investigators prey interactions; procedures which cause severe, persistent or irreversible disruption of sensorimotor organization; the use of Freund's complete adjuvant (see CCAC Guidelines on Acceptable Immunological Procedures). Other examples include induction of anatomical and physiological abnormalities that will result in pain or distress; the exposure of an animal to noxious stimuli from which escape is impossible; the production of radiation sickness; exposure to drugs or chemicals at levels that impair physiological systems. Note: Procedures used in Category D studies should not cause prolonged or severe clinical distress as may be exhibited by a wide range of clinical signs, such as marked abnormalities in behavioural patterns or attitudes, the absence of grooming, dehydration, abnormal vocalization, prolonged anorexia, circulatory collapse, extreme lethargy or disinclination to move, and clinical signs of severe or advanced local or systemic infection, etc. E. Procedures which cause severe pain near, at, or above the pain tolerance threshold of unanaesthetized conscious animals. This Category of Invasiveness is not necessarily confined to surgical procedures, but may include exposure to noxious stimuli or agents whose effects are unknown; exposure to drugs or chemicals at levels that (may) markedly impair physiological systems and which cause death, severe pain, or extreme distress; completely new biomedical experiments which have a high degree of invasiveness; behavioural studies about which the effects of the degree of distress are not known; use of muscle relaxants or paralytic drugs without anesthetics; burn or trauma infliction on unanaesthetized animals; an euthanasia method not approved by the CCAC; any procedures (e.g. the injection of noxious agents or the induction of severe stress or shock) that will result in pain which approaches the pain tolerance threshold and cannot be relieved by analgesia (e.g. when toxicity testing and experimentally-induced infectious disease studies have death as the endpoint). Revised February 1991, CCAC - 18 - Animal Care Facility Handbook for Investigators Appendix II – Application Procedure The term “Chair” refers to the Chair of the University Animal Care Committee (UACC); the term “Director” refers to the Director of the Animal Care Facility (ACF). The term “animal” refers to animals as defined by the Canadian Council on Animal Care (CCAC). No research, testing, or teaching project (including all types of field studies) involving animals may be commenced without prior approval of the UACC. Applicants 1. The applicant must be a faculty member at Simon Fraser University (SFU). Students may only apply under their faculty advisors. 2. Students and post-doctorates who need an approved animal care protocol for their scholarship, fellowship, or grant application can obtain one if their name appears in their supervisor’s file. If their name is not on file, it is the responsibility of the faculty supervisor to make the appropriate changes on his or her application as outlines in item #5a before a certificate is issued to a student or post-doctorate. Application Procedures 1. Application forms (Application to Use Animals for Research or Teaching) can be obtained online at www.sfu.ca/acf or from the ACF. They are submitted to the Director of the ACF who then submits them to the UACC. 2. If the applicant has an application on file and if there are no new changes from the previously submitted protocol, a new application is not necessary unless it is a 4th renewal. 3. If a previously approved application requires minor modifications, a new application is not required, but any modifications including changes in room number, phone number, names of technicians, graduate students and post-doctorates, species names, number of animals, or experimental protocol must be submitted as an amendment – page 9 of the application forms. The applicant must then sign and date the amendment page before final approval is given as outlined in item #7. 4. A new application must be submitted to the UACC if there are any major modifications in the experimental protocol, or for any new project. Application Approval and Responsibilities of the Applicant 1. An approval memorandum to use animals for research or teaching will be issued as soon as possible by the Chair. 2. A renewal will be mailed to each investigator on file each year. These renewal copies need to be reviewed carefully for any changes necessary, signed and returned in sufficient time to allow for renewal prior to the expiry date. A grace period may be granted if extenuating circumstances exist. 3. At all times it is the responsibility of the investigator to notify the UACC of any change in protocol. - 19 - Animal Care Facility Handbook for Investigators Assessment of Applications 1. The Director will do a preliminary assessment of all applications received. Incomplete and hand-written applications will be returned to investigators and must be completed before any approval is given. 2. Protocols classified as categories of invasiveness A and B in Table 1 (see CCAC Guide) and those falling under an approved SOP: a) Applications are first approved by the Chair, Director and community member. b) The applications are later approved by the UACC during their monthly review of all new protocols. 3. Protocols classified as categories C, D, and E in Table 1 (see CCAC Guide): a) Applications are forwarded to the members of the UACC. At least one member shall have some knowledge of the field. b) Applications are then reviewed by the committee at an UACC meeting. c) Final approval requires a majority approval of the members present at the UACC meeting. For these meetings a quorum of 4 voting members must be present and it is the responsibility of the Chairman to obtain this quorum. d) If a majority decision is not reached, it is the responsibility of the Chairman to forward the application to the investigator for amendment(s). 4. When vertebrate surgery is involved, approval of the protocol will in part be contingent upon the applicant’s surgical skills as assessed by the Director of the ACF. 5. Notification of UACC decision will be issued to the applicant as soon as the application is approved. It is the responsibility of the applicant to send an approved application to the granting agency. For further information, please contact the ACF. - 20 - Animal Care Facility Handbook for Investigators Appendix III – Standard Operating Procedures Standard Operating Procedures (SOPs) are meant to be a guideline for users and personnel of the Facility. Any procedure (such as immunization) can be referenced in a protocol application, eliminating the need to rewrite the procedure. Any variance from the SOP must be written in full detail with a complete explanation and justification. The following is a list of general SOP categories that exist as of November 2001. Please contact the Facility office for further information, or to reference a particular SOP. Anaesthesia Colonies Diagnostics Euthanasia Procedures Facility Maintenance and Procedures Animal Handling/Processing Husbandry Immunization Surgical Procedures Equipment Necropsy Procedures Treatments Aquatic Species - 21 - Animal Care Facility Handbook for Investigators Appendix IV – Animals, Suppliers & Costs Selected Purchase Prices Please Note: Prices may change without notice. When requesting an estimate for grant proposal preparation, please allow a minimum of 3 working days. Charles River – Prices in Canadian Dollars – Prices Effective January 2001 Species Strain Age/Size Price Range Rat Long-Evans < 200 grams $6.41 – $12.95 > 200 grams $13.55 – $22.04 Wistar < 200 grams $6.22 – $12.94 > 200 grams $13.17 – $21.42 Hamster LVG < 100 grams $9.30 – $16.06 > 100 grams $16.90 – $17.86 Mouse CD-1 3 weeks $2.13 4-5 weeks $2.44 Balb-C 3 weeks $7.43 – $8.01 4-7 weeks $8.01 – $10.58 C57BL 3 weeks $8.33 – $8.97 4-7 weeks $8.97 – $11.01 Harlan – Prices in Canadian Dollars – Prices Effective July 2001 Species Strain Age/Size Rat Sprague Dawley < 200 grams > 200 grams Price Range $7.50 – $16.20 $ 16.95 – $27.45 UBC – Prices in Canadian Dollars – Prices Effective 2001 Species Strain Age/Size Rat Sprague Dawley < 200 grams > 200 grams Rat Wistar < 200 grams > 200 grams Price Range Enquire when order Enquire when order Enquire when order Enquire when order - 22 - Animal Care Facility Handbook for Investigators Per Diem Charges at the Animal Care Facility Rates are per animal per day unless otherwise specified and will be quoted in Canadian dollars. Double per diems will be charged for animals requiring extra cage changes per week (e.g. animals requiring cage changes due to experimental procedures, or at the request of the Principal Investigator or research staff). Per diem rates for external users will be charged at 3.32 times that of the Simon Fraser University rate. Please contact the ACF staff at acf@sfu.ca for the current per diem charge for the species you will be working with. Other ACF Fees Surgery Charges – the cost of supplies and services above basic setup. For specifics, contact the ACF office. Delivery/Truck Charge – see Progressive Courier Services for other than scheduled pickups and deliveries. Contact ACF office for regular schedule delivery. Charges for out of town trips will be based on time, mileage and expenses. Technician Time – $20.00 per hour. Charged for special services. Overtime will be $30.00 per hour for the first 3 hours, $44.00 for subsequent time. This charge may be incurred, for example, for animal pickup from the airport after hours, or for assistance with surgery. Technical Services Some services can be arranged with the Animal Care Facility, for example: Injections, e.g. Adjuvants Blood Sampling Cardiac Bleed Contact the ACF to book these services. - 23 - Animal Care Facility Handbook for Investigators Appendix V – Supplies & Pharmaceuticals The following supplies can be ordered from Associated Veterinary Purchasing (AVP). Prices are effective August 2001 and are subject to change. Prices are in Canadian Dollars. Controlled Drugs Anaesthetic Agents: Analgesics: Euthanasia Solution: Other Drugs Anaesthetics: Somnotol (100 mL) Ketamine (Ketalean 10 mL) Torbugesic (Butorphanol 10 mL) Valium (diazepam, 10x2 mL amps) Euthanyl (250 mL) $30.50 7.90 29.09 8.01 36.50 Antibiotics (Topical): Antiseptics, Disinfectants: Electrolytes: Hormones: Metabolism Supplements: Ophthalmic Preparations: Otic Preparations Laxatives Sedatives and Tranquilizers Parasympatholytics Isoflurane (250 mL bottle) Halothane (250 mL bottle) Lidocaine 2% & epinephrine (100 mL) Lidocaine 2% no epinephrine (100 mL) Polysporin ointment (15 g tube) Hibitane Disinfectant (4.5 L) Hibitane Skin Cleanser (4.5 L) Betadine Solution (5 L) Betadine Scrub (5 L) Lactated Ringers Solution (1 L bag) 5% Dextrose (1 L bag) Saline 9% (1 L bag) Oxytocin (100 mL) Ketamalt (1 L) Hexamite (15 mL) Polysporin ointment (15 g tube) Chloramphenicol Ointment 1% (3.5 g) Vetropolycin HC Ointment (3.5 g) Vetropolycin Ointment (3.5 g) Tonic Lax Atravet (acepromazine 10 mg, 10 mL) Atravet (acepromazine 25 mg, 100 tabs) Rompun (20 mg, 20 mL) Rompun (100 mg, 50 mL) Atropine sulfate (0.5 mg, 30 mL) $44.85 38.25 3.90 6.85 5.10 34.26 48.52 25.42 25.82 3.14 3.15 3.15 6.05 9.80 2.99 5.10 3.15 3.90 3.45 4.01 5.35 13.34 37.67 68.51 4.11 Please Note: Contact Veterinarian for information about Parasiticides or Vaccines. - 24 - Animal Care Facility Handbook for Investigators Surgical Supplies Gloves (50 pr) Drape (24x30) Drape (60x72) Gauze Sponges 2x2 (Nu Gauze or Curity) Gauze Sponges 4x4 Suture Tissue Adhesive (Vetbond 3 mL) Scalpel Blades (#10, 100) Intravenous Catheters (Jelco, various sizes) Butterfly Catheters (19-25 ga) Vetrap (2” assorted colours) Adhesive Tape $34.92 20.94 56.95 4.22 14.37 Price depends on type 19.76 22.20 1.21 1.06 1.66 18.96 - 25 -