e-Protocol Animal Transfers

Create Animal Order/Transfer

Log-in to the applicable protocol in the e-Protocol system and click on the “Create Animal Order/Transfer,” then select the “Transfer Animals” option. You will then have 3 choices of transfer types: (different protocol, different account, or different location)

Each cage has a cage card identification (ID) number printed on the orange RFID card above the bar code and below the AAAA#. The Orange RFID card must remain on the cage, extra charges apply if those have to be reprinted. If RFID cards are not in place, contact ULAR in advance of submitting the transfer, to prevent delays. (The identification # starts with a ID for new orders, ‘S’ for cages that have been split, or ‘W’ for cages that have been weaned)

1. To another Protocol (Protocol to Protocol Transfer) Transfer
   Requests must be initiated from the protocol workspace of the protocol animals are currently assigned to. The receiving (“To”) PI is then selected. (Do not choose a study team member) The receiving PI will get an email alerting them to the transfer and prompting them to complete the transfer (i.e. confirm the receiving protocol, provide work tags, identify a new housing location, and request transportation if applicable)
   • ULAR staff is responsible for updating the cage cards when the cages remain in place (when a reasonable number of cages). See Updating Cages Cards for instructions.
2. To another Per Diem Account (Funds Transfer)
   Select the group(s) for which you wish to change funding information. Note that if the “back-dating” option is selected, the entire group will transfer to the new account. If you only want to select a subset of the group, you cannot backdate to the first of the month, rather in the next screen, you will choose the number of cages involved and the new fund and account information. If work tags are not available to be selected in e-Protocol, you must submit for approval using the following link https://go.osu.edu/eprotocolworktags.
   • Once complete, the research team is responsible for updating the cage cards to reflect the new work tags.
3. Transfer Animals to Another ULAR Facility or Room (Location Transfer)
   Select the group you want to transfer to a new location. (You must select the correct combination of location and work tags/account) In the next screen, you will choose the number of cages and provide the new housing location.

Check Transfer Status

The status of transfers can be checked at any time under the Animal Orders and Transfers tab.

Movement of Cages Related to Animal Transfer Requests

ULAR To-Move

When a transfer requests ULAR to move cages (assigned as default), cages must be clearly identified by the lab and each cage ID provided in the transfer request comment box.

Examples of identification methods to designate the cages to be moved include the use of a clear acetate with a label “transfer to Postle Hall 89d” or “transfer to Dr. XXXXX 2010A00023” or a post-it note at the cage level.

Protocol transfer with PI Movement of cages

The research team must provide the unique cage ID in the e-Protocol transfer request to prevent delays.

The research team must (in order):

1. Verify the transfer has been approved in e-Protocol
2. Physically move the cages
3. Update information on the cage card(s) with the original orange RFID card remaining in place

Updating Cage Cards

• Protocol to Protocol Transfers
• The incorrect PI and Protocol number must be crossed off on all cage cards present (both white and orange).
• The new PI and Protocol number must be clearly noted on the orange RFID card since that should always remain with the cage.

Creating New Stickers

• Creating labels – templates are available online ((e.g. 1 in x 2 5/8 in - Avery 5168)
• and can be requested by ULAR
• Fields to include
  • Each cage must have ONE PI and Protocol clearly identified
  • Work tags
  • Primary lab contact +/- lab manager (strongly encouraged for direct communication through ULAR-MED)

Article ID: 16
Created: February 14, 2024
Last Updated: February 14, 2025

Online URL: https://ohiostateresearch.knowledgebase.co/article/e-protocol-animal-transfers-16.html