Policies> Special Services
1 PURPOSE
The purpose of this policy is to describe the procedure for requesting Special Services (SS) or deviations from the routine husbandry of animals housed within Animal Care Services (ACS) facilities. Per diem charges are calculated based on only routine standard husbandry care and veterinary medical health surveillance. ACS is not permitted to incur non-reimbursed expenses associated with individual protocols. Fees associated with common or basic SS can be found at the myACS website. Fees associated with non-standard SS will be calculated by ACS staff and discussed with the PI before services are initiated.
2 SCOPE
This policy applies to Principal Investigators (PI) requesting/receiving non-standard husbandry or other technical procedures within ACS facilities.
3 DEFINITIONS
Husbandry Special Services – Any services provided by ACS personnel for the husbandry of animals which are beyond what is prescribed in the Standard Operating Procedure (SOP) that addresses standard housing and husbandry care for that animal species, i.e. non-standard housing, excess or alternative bedding, toys, specialized diets or non-standard feeding schedules, or extra man-hours incurred for the performance of minor research specific tasks for the convenience of the PI. These costs must be reimbursed by the individual PI/protocol. Husbandry Special Services charges may also be the result of unique physiology or behavior of individual animals. For example, diabetic rodents frequently demand cage changes much more frequently than non-diabetic animals.
Veterinary Care Special Services (Protocol Support) – Any technical or professional services provided by ACS personnel for research associated activities involving UF research animals which are not covered by standard per diem charges. These may include collection of biological specimens, administration of test materials, clinical observation of objective physiological data, i.e. vital signs, observations or measurements, laboratory tests, body weight or temperature determinations, data recording and or consolidation, etc.
Equipment Special Services – Any loan/use of ACS-owned equipment for research associated activities involving UF research animals which are not covered by standard per diem charges. This includes inhalational anesthetic machine use, vaporized hydrogen peroxide generator use, cleaning of non-ACS equipment such as investigator metabolic cage systems and incineration of large animal carcasses, cleaning and sanitizing non-ACS equipment, etc.
Veterinary Medical Care - Medications, special diets or non-standard feeding schedules, and ACS personnel time expended to diagnose or to care for sick or injured animals may also incur additional charges. These are not components of standard husbandry and health surveillance; which are covered by UF per diem charges. These SS arise out of an ACS veterinarian’s assessment, diagnosis, and treatment plan.
4 REFERENCES
FMACS089 Special Services Request
FMACS228 Off-Cycle Cage Change Log
FMACS266 Rodent Anesthesia Machine Log
5 POLICY
5.1 Although not required for basic SS, the Principal Investigator (PI), or his/her designee, requesting SS must complete and submit form FMACS089 Special Service Request for more involved SS.
5.1.1 The form is available from the ACS Business Office, CB-160, or from the myACS website’s FORMS section, and are accepted via email, fax or hand delivery to the ACS Business Office.
5.1.2 The request must be received by the ACS Business Office a minimum of two business days in advance of the requested implementation of the SS.
Note: Requests involving specialized support, such as a medicated or customized diet, may require additional time to support.
5.1.3 The ACS Business Office will contact the PI or his/her designee to notify them that the requested SS can or cannot be accomplished by ACS, and the anticipated charges associated with the implementation of the request, if applicable.
5.1.3.1 If the Special Services Request cannot be supported an explanation will be provided to the PI.
5.1.3.2 If the PI is still interested in receiving the requested SS, charges will be input and an invoice will be generated for payment for the services.
5.1.3.3 SS that are provided on a recurring basis will be charged monthly.
5.2 Any Principal Investigator (PI), or his/her designee, requesting Protocol Support must formally request these SS in writing. The Special Services Request form may be used for this purpose. Email or interdepartmental memoranda may be used to place these requests as well.
5.2.1 Requests for comprehensive Protocol Support will be reviewed by the Clinical Veterinarian responsible for the animals associated with the request.
5.2.2 If the request cannot be supported an explanation will be provided.
5.2.3 PIs/protocols will be charged for ACS Veterinary Care and/or Husbandry staff time and materials consumed in providing the requested support.
