Procurement and Supplies

1. Complete and submit UMD Central Animal Procurement System (CAPS) form.

2. DLAR verifies protocol alignment, order details, and facility readiness.

3. The PI or designee may order animals, but the facility management must be aware of the impending order prior to its placement. If animals will be housed in 4th Floor Biology, forward the form to the facility manager at biol-animals@umd.edu for space approval.

4. DLAR will review, and after approval, the PI or a designated team member may place the vendor order.

5. DLAR coordinates with facility managers to ensure the arrival, housing, and care of the incoming shipment.

6. The transfer of animals from one protocol to another must be tracked for animal usage. Please complete and submit an Animal Transfer Form.

• Rats and mice may only be ordered from the approved list found here.
• An approved source requires barrier production practices, genetic management and monitoring, microbiologic standard, health surveillance and shipping in a manner to maintain health status.
• Obtaining rats and mice from sources other than the approved list requires approval from the University Attending Veterinarian (AV).
• Health information including results of surveillance testing will be required from the originating source.

To ensure timely review and coordination:

• Submit CAPS forms at least 5 business days before the desired delivery date.

• Additional time may be needed when ordering from unapproved vendors due to quarantine or health testing requirements.

• Plan ahead: Especially around holidays and university closures.

• Verify your protocol: Ensure species, strains, and numbers match your approved IACUC protocol.

• Understand vendor availability: Some strains may have limited production or extended lead times.

• Account for quarantine: Required for unapproved vendors and may impact study timelines.

• Stay in communication: Contact the Import/Export Coordinator or DLAR with questions about order status or vendor requirements.

• Investigators must have an approved IACUC protocol that specifically authorizes the use of the animals.

• A completed CAPS Form must be submitted to DLAR for review and approval.

• DLAR will confirm submission and approval via email.

• Requests are reviewed to ensure alignment with the approved protocol, including:

  • Animal quantity

  • Species and strain

  • Holding location and available housing resources

• The Facility Manager will be consulted prior to ordering to confirm space and resource availability.

For more information, visit the IACUC website.

• An approved IACUC protocol is required before any wild animal capture or manipulation.

• For wild-caught animals that will:

  • Be housed in a UMD facility or

  • Be euthanized upon capture

• A CAPS Form must be submitted to DLAR as soon as possible after capture.

1. Approved Commercial Vendors

Animals may be imported from the following approved sources without additional veterinary approval: approved list found here.

2. Unapproved Sources

If animals are obtained from any source not listed above, import approval from the Clinical or Attending Veterinarian is required.

Investigators must indicate the use of an unapproved source in the Unapproved Vendor section of the CAPS Form and provide:

• Name of the exporting institution

• Name of the exporting investigator

• Veterinarian’s name and contact information or

• Facility manager or export officer contact information

Additional requirements include:

• Twelve (12) months of animal health testing results from the exporting institution

• A description of the institution’s sentinel program

Only a veterinarian may approve the import. Once approved, the DLAR Import/Export Coordinator will coordinate all arrangements with the exporting institution.

UMD PIs may request UMD Animal Transport Vehicle pick-up at a reduced cost for local institutions.

3. Material Transfer Agreements (MTA)

• The university requires that all materials received into the institution have a fully executed Material Transfer Agreement (MTA) on file prior to import.

• For additional information, please refer to the MTA page.

Animals received from vendors or institutions not on the approved vendor list must undergo a quarantine period of at least 2–4 weeks, based on health history and veterinarian discretion.

During quarantine:

• Animals will be tested based on prior health history.

• Animals housed in quarantine for more than three (3) months will require sentinel animals.

Protocol-to-Protocol (Same PI)
If an investigator wishes to transfer animals between protocols under the same PI, an Animal Transfer Form must be submitted to document the change.

Between Different PIs
If animals are transferred from one UMD investigator to another, an Animal Transfer Form is required and must be signed by both investigators.

Within the United States

Investigators must complete Sections 1–3 of the Animal Export Form and submit it to DLAR@umd.edu.

• Section 2 requires contact information for the receiving institution.

• Section 3 requires detailed animal information.

The DLAR Import/Export Coordinator will provide health surveillance test results, sentinel program descriptions, and any additional documentation requested by the receiving institution. Once approved, DLAR will arrange transportation.

The investigator or research staff is responsible for identifying the animals being shipped.

International Exports

International exports begin using the same process as domestic exports; however, requirements vary by country.

Some international shipments may require approval from:

• A UMD veterinarian

• A USDA veterinarian

• Regulatory authorities in the receiving country

The DLAR Import/Export Coordinator will work directly with the PI to:

• Identify country-specific requirements

• Obtain necessary approvals

• Coordinate documentation and logistics

• Provide updates throughout the process

• Entire cage shipment: Clearly label the cage card with “Ship to ______.”

• Partial cage shipment: Identify animals using individual IDs (ear tag, ear notch, tattoo, etc.).

• If animals do not have individual IDs, place them in a separate cage and clearly label the cage card.

All animals must be examined before travel arrangements are finalized.

DLAR can pick up or deliver animals to:

• Local institutions

• Airports

Transportation services are available within a 50-mile radius of campus.

Requests should be submitted with adequate lead time to ensure availability.

• Submit the DLAR Supply Request Form at least 48 hours before items are needed.

• DLAR confirms availability or notifies you if an item requires special ordering.

• Availability is not guaranteed; backorders may occur depending on vendor stock.

Supplies and medications may be picked up during designated hours:

Tuesdays & Thursdays at 1:00 PM – 3:00 PM

DLAR will notify you by email when your order is ready for pick-up. Please wait for confirmation before arriving.

Out-of-Stock or Special-Order Items

• DLAR will contact you if an item is unavailable.

• Special orders may require additional processing time.

• Researchers will be notified when items arrive via email.

EtO Sterilization Requests

• Submit the Supply Request Form and then call 301-405-4921 or email DLAR to schedule drop-off.

• Advance scheduling ensures staff availability and proper handling.

Controlled Substances

• DLAR cannot order, store, or dispense controlled substances.

• PIs must obtain their own OCSA license and DEA registration.

• Refer to the IACUC website for further guidance.