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  • Procedures for Completion of Veterinary Recommendations
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Last Updated 10 February 2017

  1. Purpose

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

    1. Veterinarian (Residents/Faculty)
      1. Evaluate requests for veterinary recommendations. Draft and file recommendations, monitoring for expiration.
    2. Veterinary Technicians
      1. For USDA species, print veterinary recommendation form and file in permanent record to be kept at ULAM.
    3. Husbandry Supervisor
      1. Print veterinary recommendation and place in appropriate animal housing room. Provide yellow acetates as needed.
    4. Laboratory Personnel
      1. Place yellow acetates on cages as necessary per the veterinary recommendation (e.g., special food, water, enrichment).
  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 medical 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 a veterinarian.
      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. The veterinary resident should consult with the faculty veterinarian during this process.
      2. If a veterinary recommendation is required, the veterinarian will complete the veterinary recommendation form (see Appendix A), including how the immediate implementation will benefit animal welfare (e.g., adverse consequences that will be avoided, improved pain management).
        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. A log of clinical numbers is maintained on the network share drive located at: \\\ULAM\ULAM_General-Veterinary\Veterinary-Recommendations
          3. One clinical number can be used for each veterinary recommendation. A clinical number does not need to be assigned to each individual animal.
        2. The veterinarian will determine the expiration conditions of the veterinary recommendation (maximum 90 days).
      3. The veterinarian will email the completed veterinary recommendation to the following stakeholders: principal investigator, responsible laboratory personnel, faculty veterinarian, veterinary technician, husbandry supervisor, Animal Care and Use Office (, and Attending Veterinarian.
    3. Maintaining Records of Veterinary Recommendations
      1. The veterinarian will save a copy of the completed veterinary recommendation (File name: Clinical number, PI name, Species) on the network share drive located at: \\\ULAM\ULAM_General-Veterinary\Veterinary-Recommendations
      2. For USDA species, the ULAM veterinary technician 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. If the veterinary recommendation requires changes in standard husbandry operating procedures, the laboratory personnel will place yellow acetates on the appropriate cages or racks. If the recommendation applies to the entire room, a labeled yellow acetate should be placed on the room door. 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
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