Department of Comparative Medicine

Please Note: We are in the process of updating to a new system (AOps), until that time, the below information is now out of date. Please refer to the new AOps page for the correct information. You will still order cage cards at the online cage card request form.  The on-line cage card request form requires a UWNET ID log in  and can be accessed here.

General Information

The current census system is a manual count census that is comprised of:

  1. Cage Cards
  2. Per Diem Sheets

The on-line cage card request form requires a UWNET ID log in  and can be accessed here.

Cage Card Request Form for Breeding, Weaning and Splitting Cages

contents needs help- 

All animal cages must have a cage card with the correct information on it at all times. If it is deemed necessary, labs will be charged Census Technician Time for the replacement of incorrect cage cards.

You must use a new cage card for any of the following reasons: 

  1. Receiving new animals.
  2. When separating an existing cage into new cages.

    a. breeding
    b. weaning
    c. fighting animals
    d. etc.

Required Cage Card Information

Cage cards hold the necessary and important information about the animals in a given cage.  Information required on cage cards comes from both The Guide for Care and Use of Laboratory Animals, 8th Edition and DCM standard practices.

  1. Protocol Number
  2. Budget Number
  3. Principle Investigator
  4. Contact Information (local phone numbers must be provided)
  5. Source of the animal (Vendor, breeding, etc)
  6. Date of birth OR date of arrival and estimated weight/age at arrival
  7. Strain/Stock
  8. Sex

Genotype information should be given when applicable

Accurate cage cards are required by the IACUC, USDA, and AALAC, Int. (Protocol number, PI, contact info, source, date of birth or estimate). In addition, other information is important for contacting if there are animal care concerns (contact info).

Types of Cage Cards

  • 3×5 DCM Cards
  • Labels
    • Breeding Cards
    • Generic Cards
  • Lab Made Cards

NOTE: DCM Printed cards are free of charge!

3×5 DCM Cards

3×5 DCM Cards are automatically printed off for incoming animal orders and transfers. They can also be requested via the Online Cage Card Request Form. 3×5 cards contain all necessary information in them.

Labels

DCM Labels are 1” x 2 5/8” laser address labels that are placed onto cards. The benefit to using labels is there is more space for written information gained during the studies.

Laser address labels have 4 of the required pieces of information already on them.

  • PI Name
  • Protocol
  • Budget

Breeding Cards

These cards are designed for use in breeding colonies with a DCM Label. Blank breeding cards are available from your facility supervisors and program coordinators. Between the label and filling out the cards, all required information is present.

Generic Cards

These cards are designed for generic use for animal cages, breeding, splitting, etcetera with a DCM Label. Blank generic cards are available from your facility supervisors and program coordinators. Between the label and filling out the cards, all required information is present.

Lab Made Cards

Labs can design and use their own cards provided that the following conditions are met:

  • All required pieces of information are on the card.
  • The information on the card is legible.

How To Request New Cards

To request new cards/labels submit an online cage card request.  Do not request cards/labels for protocol/budget changes as cage cards will be generated automatically with these requests. Requests should be provided at least 48 hours before the cage cards are needed. All fields in redare required and the form will not submit unless these are completed.

A copy of the request will be automatically generated and sent to the email address provided on the online submission form.  This is not an approval email. Please be sure to check your email frequently as there may be questions or issues about your order.

Upon approval, cards are available for pickup from the Facility Supervisor. Cards must be picked up within 24 hours, and must be placed on cages as soon as they are housed.

Cage cards/labels are free of charge.

Per Diems

Why? What Are They? | Budget/Protocol Combinations Add/Remove CagesBlank Per Diem SheetsBudget Changes

A per diem sheet keeps track of the traffic of animals in a room.  This per diem sheet is the basis of how Labs are charged for the housing of their animals.

Do not cross out any information on the top of an existing Per Diem sheet unless directed by Animal Billing to do so.

Why Do We Have Per Diem Sheets? 

  1. Correct debiting of animal numbers from PI protocols and budgets.
  2. More accurate billing in a timely manner. For accurate billing, all of the following needs to have correct information:
    • Per Diems
    • Budgets
    • Cage Cards
    • Services

What Are Per Diem Sheets?


Per Diem Sheet Example

Per Diem Sheets keep track of the traffic of animals in a room and is used as the basis to how Labs are invoiced. The billing period is from the 25th-24th of the month (i.e. May 25th-June 24th is the June billing period). Per Diem sheets are printed every month after the 1st of the month and are located near or on the door of your animal rooms. If you need help locating your per diem sheets, please talk to your facility supervisor or program coordinator.

Per Diems for Each Budget and Protocol Combination

For every Protocol and Budget combination a lab has listed on their cage cards, there must be a corresponding Per Diem sheet.

Example:

A lab has 1 protocol (1234-01) and 2 budgets (12-3456 and 20-3456).    There must be a per diem sheet for each combination in use.

  1. Per Diem sheet with protocol 1234-01 and budget 12-3456.
  2. Per Diem sheet with protocol 1234-01 and budget 20-3456.

per diem sheet  per diem sheet
Per Diem Sheets

Adding and Removing Cages From the Census

When new cages are added to a room, follow the below steps after placing new cage cards on the cages.

  1. Check the room for the per diem sheets.  If you are already using the same budget/protocol combination as the new cages, there should be an existing per diem sheet to use. Note: Per Diem sheet budget/protocol information must match the new cage card information exactly.
  2. Write on the Per Diem sheet under the ‘in’ column the number of new cages. Do not enter in the number of animals, only enter single animal counts if the animal is a rabbit or larger species.

When cages are removed from a room, follow the below steps.

  1. When permanently removing cages from the room, locate the existing Per Diem sheet that matches your cage card info exactly in the room.
  2. Write on the Per Diem sheet under the ‘out’ column the number of cages removed from the room. Do not enter in the number of animals, only enter single animal counts if the animal is a rabbit or larger species.

Labs must fill out the “in” and “out” columns only. Do not write in the “balance column”.

Blank Per Diem Sheets

Blank Per Diem Sheet
Blank Per Diem Sheet

If there is no per diem sheet that matches your cage card information, then find a blank Per Diem sheet on the clip board and complete the top of the sheet to match the new cage cards exactly.

  • When creating a new per diem sheet: copy the budget #, protocol #, main PI, lab contact and housing information from the cage card.
  • Starting animal balance will be “0”.
  • Leave census ID blank, this is for animal billing staff use only.
  • Add the number of new cages to the “in” column of the blank Per Diem sheet. Note: Do not enter in the number of animals, only enter in single animal counts if the animal is a rabbit or larger species.
Attention
It is the Lab’s responsibility to make sure there is a Per Diem sheet in the room with the correct information and to fill in blank Per Diem sheets when necessary.
Labs must fill out the “In” and “Out” columns only.  Do not write in the “Balance” column.
Do not cross out any information on the top of an existing Per Diem sheet unless directed by Animal Billing to do so.
Make sure all numbers and information are correct on the Per Diem sheet. You will be billed according to the information on these sheets.
If any changes need to be made concerning charges after you have already been billed, a billing resolution fee may be applied.

Census Training

Training for cage cards and per diems will be available in the future. Keep an eye on this space for any future updates.

In order to view the training presentation files you will need Microsoft Office 2007/2010 or the compatiblity pack installed for previous versions. This is not a replacement for training, it is for informational purposes only.

Per Diem and Budget Change Training
Revised December 1st, 2010
Download
Transfer Training
Revised December 1st, 2010
Download

Census Forms

Do not use Cage Card Requests for budget changes, protocol or housing transfers of any kind.