Department of Comparative Medicine

Animal Purchasing Guide for Research

This How to Initiate An Animal Order guide details the procedures and policies governing animal purchasing at the University of Washington, overseen by the Department of Comparative Medicine and the Institutional Animal Care and Use Committee (IACUC).  It includes steps to ensure compliance with both university and federal regulations.

Contact Information

For questions or assistance, contact:

Prerequisites for Ordering Animals

To order animals for research, please ensure the following:

  • Approved Protocol:  No orders can be placed without an IACUC-approved protocol.  This includes a thorough review of the research nature and procedures to be followed.  Significant changes in the research or personnel also require re-approval.
  • Training Requirements:  All animal handlers and investigators must complete mandatory training through the University’s Office of Animal Welfare.  Verify your training compliance here.

Animal Purchasing Workflow

To facilitate your research needs, follow this detailed purchasing workflow:

Step 1:  IACUC Protocol Approval

  • Ensure your protocol is approved before initiating any orders.

Step 2:  Submitting Animal Orders

  • Submit Orders Through AOps:  Orders must be placed via the AOps system by 11:59 PM every Monday to ensure delivery by the following week.  For special orders that require additional arrangements, please allow at least two weeks’ lead time.
  • Important Note: The deadline for animal orders is set at 11:59 PM every Monday, including holidays and observed holidays.  Please ensure you plan your orders accordingly throughout the year.  Email reminders will be sent to researchers from animals@uw.edu to reinforce awareness of this deadline.

Step 3:  Housing and Space Assignment

  • Confirm space availability with the Husbandry Facility Supervisor.

Step 4:  Order Review and Requisition

  • Reviewed orders are prepared for the vendor post housing approval.

Step 5:  Final Adjustments and Vendor Submission

  • Finalize adjustments by 9 AM Wednesday, with submissions to the vendor following.

Step 6:  Order Confirmation and Corrections

  • Address discrepancies immediately.  Waitlisted or canceled orders will be communicated via the AOps system.

Step 7:  Order Verification

  • Ensure accuracy before finalizing the order.

Step 8:  Receiving and Billing

  • Report discrepancies immediately for resolution.

Step 9:  Invoicing and Record Keeping

  • Billing discrepancies are handled by Animal Purchasing.

Order Cancellation and Changes

  • Small Animals (Mice, Rats, Guinea Pigs, Gerbils, Hamsters):  Changes or cancellations must be made one business day before the ship date via AOps or email.
  • Large Animals (Pigs, Dogs, Rabbits):  At least five business days’ notice is required for any cancellations or changes, communicated via email or AOps.

Special Ordering Instructions for JAX Repository-Live Strains

  • Age specifications in orders will be treated as preferences and are not guaranteed.  Strains are typically delivered at 4 to 8 weeks of age, not exceeding 12 weeks.

This guide aims to support your endeavors in animal research by streamlining the purchasing process and ensuring that all activities are compliant with the necessary regulations.  For further support or detailed inquiries, please contact us directly.