Orders, Deliveries & Transfers

Animal Care Services (ACS) provides ordering, delivery and transfer services.

Orders

ACS oversees all animal and pharmaceutical orders, and provides a supply ordering service.

All orders should be submitted through Mosaic. Step by step How-To documentation and videos are available on SharePoint. Alternatively, orders may be submitted via email to anca.orders@ubc.ca using the applicable form.

Effective November 1, 2020 all orders are being charged via Workday and require pre-approval authorization. Please submit a signed Internal Sales Delivery Form (pre-approval form) for each Primary/Driver Worktag you wish to have set up for billing purposes with ACS. Statements will continue to be emailed monthly. Orders can only be processed with complete Worktag information.

For any questions, please contact the ACUP Procurement team at anca.orders@ubc.ca or 604-827-4938.
 

Supplies and Pharmaceutical Orders

AVP orders are placed twice a week. Please submit any order requests by Monday or Wednesday 11:00 a.m. to ensure they are included in that day's order. Any urgently required pharmaceuticals and supplies continue to be ordered ASAP.

Supply and pharmaceutical orders should be made through Mosaic. Step by step How-To documentation and videos are available on SharePoint.

Alternatively, requests may be submitted using the Supply Order Form. Please note that valid protocols are required for all pharmaceuticals.

Associated Veterinary Purchasing (AVP) Catalog
As reference, researchers can now view the AVP catalog by visiting avpbc.com before submitting order requests to anca.orders@ubc.ca. Please visit our ACUP SharePoint page for details.
 

Animals Ordered from Commercial Vendors

Animal order requests should be submitted through Mosaic. Step by step How-To documentation and videos are available on SharePoint.

For Non-Mosaic facilities, order requests may be submitted using the Animal Order Form.

Please note that valid protocols are required for all orders. Commercial vendor orders, such as those from Charles River, Envigo, Jackson Laboratory or Taconic, must be received prior to 12:00 p.m. (noon) on a Tuesday for delivery the following week.

If there are any concerns or questions about an animal order received, please contact the ACUP Procurement Team at anca.orders@ubc.ca or call 604-827-4938 within 48 hours. The ACUP Procurement Team will be responsible for communicating with the Facility Manager, researcher/lab, veterinarian, and vendor as required.
 

Animals procured from within UBC (Transferring animals between ACUP facilities)

Investigators that procure animals from within the ACUP (their own facility or another UBC Animal Facility) must request the transfer in Mosaic using the ACUP transfer task as outlined in the Mosaic – ACUP Animal Transfer How To document found on the ACUP SharePoint page.

Investigators in facilities not using Mosaic must complete the Transport/Transfer Request and email to anca.orders@ubc.ca and cc the sending and receiving facility.

The ACUP Procurement Team will obtain veterinary approval for all animal transfers.

For any animal transfers, a minimum of 24 hours’ notice is required. Approvals may take up to 72 hours (not including holidays and weekends).

One way to support the 3Rs is to identify surplus animals and/or tissues that can be donated to other research labs. For details on the newly launched Animal and Tissue Donation Program and how to participate, please see our AWC Animal & Tissue Donation Program SharePoint page.
 

Animals procured from non-commercial vendors

The following instructions apply to Investigators/Study Teams wishing to procure animals from non-commercial vendors (e.g. another university, hospital, institute, or other source, excluding wild-caught):

  • Complete the Animal Order Form: Non-Commercial Supplier and email to anca.orders@ubc.ca.
  • Complete section 1 of the import questionnaire and then forward this form along with any applicable documents (e.g. Health Requirements for Incoming Rodents Letter) to the veterinarian or export coordinator of the exporting institution to complete. This letter sets out the requirements for a current health report that will need to be submitted to the ACUP Procurement team.
    • Note: If there is no veterinarian or export coordinator at the exporting institution, please forward the forms directly to anca.orders@ubc.ca and follow the additional steps listed below.
  • Send the completed forms and all supporting documents to anca.orders@ubc.ca.
  • After the ACUP Procurement Team has received the health report(s) and order form, a UBC Clinical Veterinarian will review the report for final approval.
  • Upload the completed forms and all supporting documents to the animal order in Mosaic or alternatively send them to anca.orders@ubc.ca. Once received, a clinical veterinarian will review the request.

Once the animals have been approved for import, they can be transported to UBC. For animals arriving without prior health information, the research team must inform their clinical veterinarian and facility manager (if applicable) upon arrival of the animals to coordinate an inspection.

If Animal Care Services (ACS) is managing the transport, the ACUP Procurement Team will coordinate with the non-commerical vendor to ship the animals to UBC. ACS will track the shipment, arrange customs clearance (if applicable), pick up the shipment from the airport or other location, and deliver them to the designated facility.

If ACS is not managing the transport, the transport needs to follow the steps as outlined in the ACC Procurement Guidelines.
 

Shipping/exporting animals from UBC to another institution

The ACUP Procurement Team will assist in arranging the required veterinary inspection which needs to occur within 48 hours of your shipment, as well as providing the Veterinary Health Inspection Letter that will accompany the animals. In order to assist the attending veterinarian, please complete the Animal Inspection Application and email to anca.orders@ubc.ca at least one week before shipment.
 

Transport services by ACS

ACS provides supply and animal transport and transfer services. Investigators wishing to use ACS transport services must complete the Transport/Transfer Request and email to anca.orders@ubc.ca. The ACUP Procurement Team will then coordinate the transport.