IACUC Procedure 003: Live Animal Transfers

1. Purpose: This policy ensures that all transfers are conducted in a manner that upholds animal welfare, complies with applicable federal regulations and guidelines, and maintains continuity of institution and IACUC oversight throughout the transfer process.

2. Scope: This policy ensures that all transfers are conducted in a manner that upholds animal welfare, complies with applicable federal regulations and guidelines, and maintains continuity of institution and IACUC oversight throughout the transfer process.

3. Policy Statement: The transfer of live vertebrate animals into or out of Ohio University may require coordination among several offices, including the Technology Transfer Office (4.2), Laboratory Animal Resources (LAR) (4.3), Institutional Animal Care and Use Committee (IACUC) and IACUC staff (4.4), and the Attending Veterinarian (4.5). Researchers must begin planning early to allow adequate time for the review, approval, and logistical arrangements that may be necessary before a transfer can occur.

4. Procedure: The sections below describe the role of each office, recommendations on when to engage them, and the information researchers should be prepared to provide.

NOTE: Researchers are strongly encouraged to familiarize themselves with Sections 4.2-4.5 prior to initiating a live animal transfer, as each office has distinct responsibilities, review timelines, and information requirements. Early engagement and understanding of these processes can help avoid delays and support a more efficient review process.

4.1 At-a-Glance Planning Checklist- This checklist is intended as a high-level overview of the transfer process. Refer to Sections 4.2 through 4.5 for full instructional details, requirements, responsibilities, and timelines for each office.

1	Technology Transfer Review- Determine whether an MTA, UBMTA, licensing agreement, permit, or other contractual review is required for the transfer. See Section 4.2	☐
2	Laboratory Animal Resources (LAR) Consultation- Discuss housing availability, transportation logistics, quarantine requirements, health documentation, and anticipated timelines. See Section 4.3	☐
3	IACUC Review- Determine whether the transfer is adequately described in an approved protocol or whether an amendment, new protocol, or other IACUC action is required. See Section 4.4	☐
4	Attending Veterinarian (AV) Consultation- Consult with the AV as needed regarding animal health status, importation requirements, quarantine considerations, biosecurity concerns, and other veterinary matters associated with the transfer. See Section 4.5	☐

4.2 Engaging Tech Transfer- For questions, contact techtransfer@ohio.edu.

Role	Reviews and executes Material Transfer Agreements (MTAs), Uniform Biological Material Transfer Agreements (UBMTAs), and other agreements that may be required to facilitate the transfer of animals. Technology Transfer also assists in identifying ownership, licensing, intellectual property, and contractual considerations that may affect the transfer.
When to Engage	In most cases, Technology Transfer should be the first office you engage once a live animal transfer is being considered. Early engagement is particularly important when the transfer involves coordination with another institution, specialized animal lines, intellectual property, or existing contractual obligations.
Applicable Scenarios	A) Incoming Transfers: Animals are being transferred to OHIO from another institution or organization. B) Outgoing Transfers: Animals are being transferred from OHIO to another institution or organization. C) Internal Transfers: Prior to transferring any animals that a researcher received from outside of OHIO or any new animals that were created at OHIO using another party’s animals, the Technology Transfer Office should review the applicable agreement(s) to ensure there are no issues with ownership, licensing, or sponsorship, or no contractual restrictions that apply to the animals being transferred amongst OHIO researchers.
Information Needed	For outgoing transfers, a request for an MTA should be submitted via the TTO Agreement Portal. The request form will collect the following information: Species, strains, or genetically modified lines involved in the transfer. If a limited number of animals are being transferred, that information should be included as well. The purpose and scope of the transfer. Information regarding the recipient institution and recipient scientist. Copies of any existing agreements, licenses, permits, or contractual restrictions associated with the animals. Information regarding whether animals will be permanently transferred, temporarily transferred, or returned to OHIO at a later date. Any fees being charged for shipping
Other Planning Considerations	Some agreements may restrict or prohibit the transfer of animals, their progeny, or associated intellectual property. Agreement review and negotiation timelines vary depending on the complexity of the transfer and the responsiveness of external organizations. Early consultation with Technology Transfer can help identify and address these considerations before they impact project timelines. Incoming transfers should be initiated by the institution that owns the animals. Researchers should have the provider scientist initiate an MTA request with his/her institution’s technology transfer office as early as possible to avoid delays.

4.3 Engaging LAR- For questions, contact lar@ohio.edu.

Role of LAR	LAR assists with transportation planning, animal receipt and intake, housing assessments, quarantine coordination, facility preparation, animal movement logistics, maintenance of facility records, and coordination of animal health information needed for veterinary review.
When to Engage	Researchers should engage LAR as soon as transfer plans are being considered. For incoming and outgoing transfers, researchers should generally plan to contact LAR approximately one month (or earlier) before the anticipated transfer date.
Applicable Scenarios	A) Incoming Transfers: Animals are being transferred to OHIO from an external institution or organization. B) Outgoing Transfers: Animals are being transferred from OHIO to an external institution or organization. C) Internal Transfers: Animals are being transferred between approved OHIO IACUC protocols, rooms, or facilities.
Planning Considerations	A) Incoming Transfers: LAR will coordinate with the sending institution to obtain animal health information for review by the OHIO Attending Veterinarian (AV). Researchers should anticipate possible quarantine requirements. Quarantine will involve dedicated housing, environmental monitoring, and diagnostic testing performed by a third-party laboratory. Because testing and follow-up evaluations can require several weeks, quarantine timelines may vary. B) Outgoing Transfers: LAR will coordinate with the receiving institution regarding animal health documentation, transportation requirements, and transfer logistics. Approved animal transportation providers, such as World Courier or Validated Delivery Solutions, may be required depending on the circumstances of the transfer. Researchers should work with LAR to determine responsibilities for preparing and packaging animals for transport. C) Internal Transfers: LAR will work with the research team to develop an appropriate transfer plan, including housing considerations, animal movement logistics, and any required updates to facility records.

4.4 OHIO IACUC Approval- For questions, contact compliance@ohio.edu to connect with IACUC Staff.

Role of the IACUC	Ensures that animal transfer activities are reviewed and approved and that the protocol accurately reflects the source, disposition, use, transportation, and housing of animals involved in the transfer.
When to Engage	Before animals are transferred into, out of, or between OHIO IACUC protocols, researchers must ensure that all aspects of the proposed transfer are reflected in the IACUC-approved protocol(s).The approved protocol(s) should accurately describe the animals involved, the transfer scenario, and any resulting impacts on animal numbers, housing, transportation, acclimation, quarantine, personnel, procedures, or other approved activities. If the approved protocol(s) do not adequately account for the transfer and its associated activities, an amendment will be required before the transfer can proceed. NOTE: When an amendment is required, the content of the proposed changes will determine the applicable IACUC review pathway. Researchers should consult the IACUC Office compliance@ohio.edu and the Know Your Options: IACUC Review Pathways Guide for additional information regarding amendment submission and review requirements.
Applicable Scenarios	A) Incoming Transfers: Animals are being transferred to OHIO from an external institution or organization. B) Outgoing Transfers: Animals are being transferred from OHIO to an external institution or organization. C) Internal Transfers: Animals are being transferred between approved OHIO IACUC protocols.
Information Researchers May Need to Provide	A) Incoming Transfers- Examples include, but are not limited to: Animal source (e.g., commercial vendor, academic collaborator, government agency, or other institution). Species, strain, stock, genetically modified line, or other animal designation. Number of animals to be received. Any resulting changes to approved animal numbers. Any changes to approved housing, husbandry, acclimation, quarantine, or study activities resulting from the transfer. B) Outgoing Transfers- Examples include, but are not limited to: Species, strain, stock, genetically modified line, or other animal designation. Any resulting changes to approved animal numbers. Receiving institution or recipient organization. Description of transportation methods and animal welfare considerations, as applicable. Whether animals will be permanently transferred or returned to OHIO at a later date. Note any procedures to be performed while animals are off-site. Any planned activities upon return, including acclimation/quarantine, housing changes C) Internal Transfers (Protocol A → Protocol B)- Examples include, but are not limited to: Protocol A must identify the animals being transferred and the receiving protocol number. Protocol B must account for receipt of the animals and any subsequent use under the receiving protocol. Species, strain, stock, genetically modified line, or other animal designation. Number of animals being transferred. Any resulting changes to approved animal numbers on either protocol. Any impacts on approved procedures, housing locations, animal use categories, or other protocol elements.
Planning Considerations	If animals will return to OHIO following an outgoing transfer, the protocol should note any procedures performed while off-site and activities that will occur upon their return, including acclimation, quarantine, housing, or other animal care considerations.

4.5 Veterinarian Consult & Records (Rodent Specific)- For questions, contact rosensteel@ohio.edu.

Role of the Attending Veterinarian (AV)	The Attending Veterinarian reviews animal health information to assess risks associated with the introduction or transfer of animals and provides recommendations regarding animal health, quarantine, housing, biosecurity, and other veterinary considerations. The AV may also consult with researchers when specialized strains, health concerns, or unique husbandry requirements could impact animal welfare or facility operations.
When to Engage	Veterinary review is generally coordinated through Laboratory Animal Resources (LAR) for incoming animal transfers. Researchers should engage LAR early in the planning process to allow sufficient time for collection and review of animal health information before a transfer occurs. Additional consultation with the AV may be necessary if health concerns, biosecurity risks, or specialized animal care requirements are identified.
Applicable Scenarios	A) Incoming Transfers: Animals are being transferred to OHIO from another institution, organization, or vendor. B) Outgoing Transfers: The receiving institution requires health records, veterinary information, or additional documentation before accepting animals from OHIO. C) Specialized Animal Models: Transfers involving immunocompromised animals, unique strains, or animals with specialized husbandry needs that may require additional veterinary evaluation.
Information Researchers May Need to Provide	Animal health records from the sending institution, typically including approximately one year of available health monitoring data for rodent colonies. Information regarding facility health monitoring practices. Personal protective equipment (PPE) requirements for animal areas. Quarantine and animal importation practices used by the sending institution. Information regarding any known disease outbreaks, exclusions, or other health-related concerns. Additional information requested by the AV based on the species, strain, source, or transfer circumstances.
Planning Considerations	Following review of the available health information, the AV may identify additional concerns or request supplemental information. If concerns arise, the AV, LAR staff, and research team may meet to discuss options and develop an appropriate path forward. Some animal strains, particularly severely immunocompromised models, may require additional evaluation to determine whether they can be safely and effectively maintained within OHIO facilities. In certain circumstances, animals may not be suitable for direct importation into OHIO facilities. Alternative approaches, such as rederivation through a commercial vendor or specialized service provider, may be considered. While these situations are uncommon, researchers should be aware that alternative options may be available. Requirements for large animal species and some commercial vendors may differ from those described above, as the availability and type of health records can vary substantially by species and source. Veterinary review requirements will be determined on a case-by-case basis.

5. Definitions:

Material Transfer Agreements (MTAs)- A legally binding agreement that governs the transfer of research materials between organizations. MTAs define the rights, responsibilities, restrictions, and terms associated with the use, ownership, and distribution of transferred materials, including live animals and their progeny when applicable.

Uniform Biological Material Transfer Agreements (UBMTAs)- A standardized agreement developed for the transfer of biological research materials between participating institutions.

Amendment- A modification to an existing IACUC-approved protocol. Amendments may be required when changes occur to approved animal activities, including but not limited to animal numbers, personnel, procedures, housing, animal sources, animal disposition, or transfer-related activities. Amendments must be reviewed and approved before the proposed activities described in the amendment take place.

6. References & Resources:

NIH-OLAW FAQ “May an investigator transfer animals and research to an institution different than the grantee institution?”- https://olaw.nih.gov/faqs#/guidance/faqs?anchor=50360
Guide for The Care and Use of Laboratory Animals (pg. 75)- https://grants.nih.gov/grants/olaw/guide-for-the-care-and-use-of-laboratory-animals.pdf

7. Change History:

Version Number	Details of Change	Approval Date
1.0	New IACUC Procedure	10/13/2026

8. Date of Last Review & Acknowledgement: Stakeholders involved in this process should be notified of substantive changes to this SOP and provided an opportunity to update related procedures. Annual review is recommended to maintain alignment across participating units.

Office/Unit	Date of Last Review & Acknowledgement
Technology Transfer	09/18/2026
Laboratory Animal Resources
Attending Veterinarian
Office of Research Compliance (IACUC Staff)

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