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Procedures for Completion of Veterinary Recommendations

Last Updated 14 November 2014

  1. Purpose

    1. To define the standard operating procedure for completion and maintenance of veterinary recommendations.
  2. Responsibility

    1. Veterinarian (Residents/Faculty)
      1. Evaluate request for veterinary recommendation from laboratory personnel.
      2. Complete veterinary recommendation form (see Appendix A).
      3. Assign clinical number to each recommendation and maintain a log of clinical numbers in the veterinary resident office.
      4. Email completed form to principal investigator, responsible laboratory personnel, area faculty veterinarian, veterinary technicians (, husbandry supervisor, UCUCA office staff (, ULAM medical records technicians ( and the Attending Veterinarian.
      5. Check for amendment completion before recommendation expiration.
    2. Veterinary Technicians
      1. For USDA species, print veterinary recommendation form and file in permanent record to be kept at ULAM.
    3. Laboratory Personnel
      1. Place yellow acetates as necessary if veterinary recommendation involves special food or water.
    4. UCUCA Office Staff
      1. Receive emails from veterinarian with recommendation form. Include all veterinary recommendations in UCUCA monthly meeting packets.
  3. Definitions

    1. Veterinary Recommendations: These recommendations are made when an animal needs to receive treatments or have medical procedures that are not listed on the animal use protocol and are not being administered directly by the ULAM veterinary staff as treatment for a clinical issue. These recommendations are specifically intended to address an animal's well-being and are not intended for experimental design manipulations unrelated to animal welfare. Veterinary recommendations are most commonly requested when unexpected or undesired outcomes are occurring on already approved animal use protocols. Veterinary recommendations do not replace amendments to animal use protocols. Veterinary recommendations become a part of an animal's permanent record.
  4. Procedures

    1. Receiving a Request for a Veterinary Recommendation
      1. Principal investigators or laboratory personnel will request veterinary recommendations either by phone call or email to the veterinary residents.
      2. Upon receipt of a new request for a recommendation, the veterinary resident and faculty will evaluate the request and determine if a veterinary recommendation is warranted and appropriate. This will be done on a case-by-case basis.
      3. Veterinary recommendations are meant for situations that will improve animal welfare and are not intended for experimental design changes unrelated to the health and well-being of the animals.
    2. Creating Veterinary Recommendations
      1. If a veterinary recommendation is required, the veterinarian will complete the veterinary recommendation form including how the immediate implementation will benefit animal welfare (e.g., adverse consequences that will be avoided, improved pain management).
      2. The veterinarian will determine the expiration conditions of the veterinary recommendation (maximum 90 days).
      3. The veterinary resident should consult with the faculty veterinarian during this process.
      4. The veterinarian will email the veterinary recommendation to the recipients described in section 2.a.iv above.
    3. Maintaining Records of Veterinary Recommendations
      1. For USDA species, ULAM veterinary technician recipients of the ULAM-Medical Records email will print the veterinary recommendation form and place it in the medical record in ULAM.
    4. Placing Acetates and Assigning Clinical Numbers for Animals with Veterinary Recommendations
      1. The veterinary resident will assign a clinical number to animals receiving veterinary recommendations.
        1. Clinical numbers should be assigned using numbers 45,000-49,999 as described in Procedures for Veterinary Medical Records.
        2. One clinical number can be used for each veterinary recommendation. A clinical number does not need to be assigned to each individual animal.
      2. If the veterinary recommendation requires special food or water changes, the laboratory personnel will place yellow acetates on the appropriate cages or racks. If the entire room is receiving special food or water, a note should be placed on the room door as well. See Animal Care Identification and Communication Procedures for clarification.
    5. Veterinary Recommendation Expiration and Follow-up
      1. The veterinarian will check for amendment submission before the recommendation expires and contact laboratory personnel by email notifying them of the impending expiration date.
      2. Following the expiration date, the veterinarian is responsible for ensuring removal of the posted veterinary recommendation.
  5. Related Documents

    1. Procedures for Veterinary Medical Records
    2. Animal Care Identification and Communication Procedures
  6. Appendices

    1. [Appendix A: Veterinary Recommendation Form|^Appendix I.docx]