LAT Chapter 4: Administrative Responsibilities
Define indirect costs
"Support costs" incurred by facility which are not specifically identifiable with a particular species or project
How long does a trial period for a per diem rate calculated for?
1 year
What are examples of direct costs?
1. Cost of animals 2. Maintain animals 3. Salaries for program staff 4. Cost of feed, bedding, and other supplies 5. Salaries 6. Fringe benefits 7. Equipment 8. Supplies 9. Other department or facility operational expenses
What do policies do for institutions?
1. Create a safe work environment 2. Fair hiring and work practices 3. Fiscal integrity 4. Principles of animal welfare in research
What are some important interpersonal skills?
1. Effective listening 2. Clear verbal and written communications 3. Problem solving 4. Conflict resolution
Describe how to organize goals.
1. Goals for day, week, month. 2. Create a to do list. 3. Make timeframe for each goal. 4. Make time for routine tasks and unexpected problems
Essential steps in job planning include what?
1. Identify goals 2. Organize based on priority 3. Identify resource requirements 4. Schedule activities required to achieve goals
What are the 4 types of USDA records that must be kept for 3 years?
1. Minutes of IACUC meetings 2. Protocol records 3. Semi-annual inspection reports 4. Dog/cat acquisition and disposal records
What PHS (NIH) records must be kept for 3 years?
1. Minutes of IACUC meetings 2. Semi-annual inspection reports 3. Accreditation inspection records
Standards of conduct that are expected of employees and mechanisms for reporting noncompliance are also in policies. What can be included in these policies?
1. Sexual harassment 2. Discrimination 3. Workplace violence 4. Conflicts of interest 5. Smoking and alcohol consumption
Give some examples of training that the AWR requires.
1. Species basic needs 2. Appropriate handling and procedures 3. Proper pre and post procedural care 4. Ways to apply 3 R's 5. Aseptic surgical methods and procedures 6. Proper use of a esthetics, analgesics, and tranquilizers 7. Methods of reporting deficiencies in animal care and treatment
What should you do when delegating tasks to someone?
1. Specify the procedures to be followed 2. Time frame for completion 3. Expected outcome
How long should FDA (GLP) records be kept?
5 years following submission of application for FDA approval or 2 years after approval, whichever is shorter
What kind of record is kept on controlled drugs?
A logbook - checking them in, usage, inventory list updated every 2 years, and disposal records
What must records be able to do if they are in a GLP environment and why?
A review must be able to follow the study documentation to recreate the study's activities. To helps to assure regulatory authorities that the study conclusions accurately represent the results obtained in the study
What is the timing for keeping ID tags?
A year after animal is euthanized or disposed of for possible review by a USDA inspector
Who specifies training objectives for research and technical personnel to meet the requirements for humane care and use of animals?
AWR
Records must be what?
Accurate and up-to-date
What are cost centers?
Activities or entities that have expenses but do not directly produce revenue
What do per diem rates include?
All direct costs and a percentage of indirect costs
The training coordinator usually has a relationship with who?
Animal facility director, the IACUC, or compliance office
Some facilities use paper to record, track, and report data, while other may used what?
Automated programs
How can small issues usually be resolved?
Between the individuals themselves
Larger species (NHP, dogs, rabbits, cats, agri animals) may have records for what?
Clinical evaluations, vaccinations, treatments, and other health related info
What animal identification is required for dogs and cats?
Collar and tag or tattoo
What are ways cage cards can be differentiated?
Color-coding can reflect strain, designation, sex, breeding, health status, study manipulations, etc
What should be included on training documentation?
Date, subject matter, who attended, duration of training, names of trainer
What is a valuable tool for supervisors and an essential part of time management?
Delegating tasks
Are per diem rates based on per animal or per cage?
Either way is used
What can be used to control access to room to indictable who have been trained for that room?
Electronic key system
What are some examples of indirect costs?
Facility operation and maintenance, security, admin salaries, and facility/equipment depreciation
Per diem rates are the same for all species.
False
The training program and training method are very specifically regulated by the regulations.
False
Comparisons of per diem rates per university is very important.
False. Every facility has different cost centers, needs, research, etc
What are examples of an animal husbandry cost center direct cost?
Feed and bedding
After delegating a task to someone, what should you do?
Follow up to ensure it has been completed and provide motivational feedback
How long should staff records be kept?
For as long as their employment
What types of records must researchers keep?
From procurement of animals to their final disposition at study termination
What else can automated programs due besides records?
Generate cage cages that identify cages or animals
PHS Policy requires what types of records and for how long?
Grant application, research proposals, and changes in research activity; 3 years after the completion of the activity
What are examples of cost centers?
Husbandry, cage washing, and specific technical, veterinary, and laboratory services
Who may look at training records?
IACUC, AAALAC site visitor, USDA inspector
What is included on a cage card?
ID number, species, strain, source/supplier, date received, DOB, sex, protocol number, billing ID numbers, name of PI, and general remarks such as weight and color
Why are animal census sheets kept?
If the facility recovers operating costs of the research
What should be considered when establishing goals?
Immediate goals vs future goals
How are policies given to employees?
In a handbook for new employees and on their website
How are larger issues usually handled?
Intervention from management and/or HR
If noncompliance occurs, what can happen?
It can jeopardize the institution's regulatory standing, public perception, and even funding
What happens if one cost is connected to more than one center?
It is allocated to each center in proportion to its use
Managing time has a direct impact on what?
Job productivity
What is cost analysis?
Method of allocating costs to specific cost centers
What are examples of variable costs?
Most expendable supplies and labor costs for husbandry and technical staff
Give some examples of types of training.
Online, in person, books, and showing technical skills
What can a comparison of actual costs and costs budgeted reveal?
Operation inefficiency and cost reduction opportunities
How should tasks be scheduled?
Order of importance and deadline demands
What does per diem rate calculations start with?
Prepare a trial budget which lists all known costs related to animal facility operations, referred to as internal costs.
How can you prevent an employee from feeling overwhelmed and dissatisfied with their job?
Prepare them well to complete their task
What are some types of sound cost accounting methods?
Preparing program budget, establish rates for services, and tracking costs throughout the year
What PHS (NIH) record must be kept for 3 years after completion of study?
Protocol records
What do some states require with the DEA license?
Register the license
What are examples of fixed costs?
Rent, utility costs, depreciation, and preventative maintenance
What type of record guidelines do the AWR(USDA) require?
Similar to PHS Policy requirements
Why do some larger breeding facilities keep separate records on breeding production?
So most efficient breeders can be identified
What are examples of an animal husbandry cost center indirect cost?
Staff uniforms
Who in the facility must be initially trained and have refresher courses?
Staff, scientists, visiting scientists, technicians, students, managers, IACUC members (including nonaffiliated members), maintenance and janitorial staff, trainers, and animal research administrators
What is crucial between staff and supervisors for organizing and completing projects?
Strong rapport and clear communication
What specifies the requirements for procurement, storage, use, and disposal of controlled drugs?
The Controlled Substances Act
What is a per diem?
The cost charged to maintain one unit, such as one animal or one cage per day
What happens once costs have been identified?
They are allocated to cost centers
What are some examples of administrative duties?
Training, security, recordkeeping, budgeting, and cost accounting
What types of mice are breeding records most important for?
Transgenic or inbred rodents
A cost center may be assigned both direct and indirect costs.
True
Allocation of costs to the proper cost centers provides a basis for recovering costs for services.
True
Identification of individuals costs provide a basis for anticipated budget and for comparing actual costs to budgeted costs.
True
Indirect costs are typically assigned to individual activities based upon predetermined and facility-specific cost allocation methods, such as admin salaries can be added by a predetermined percentage of salaries to the direct labor costs for a specific activity.
True
Lab animal records help facility personnel and investigators determine whether procedures are performed according to SOP's and schedules.
True
Large facilities can have a dedicated team of vets and AALAS technicians to do training.
True
Many different record keeping systems are available but they must be able to store records and maintain them.
True
Room logs are used to ensure all required activities are completed and documents, such as temps, changes, washing of room, census, etc.
True
Some institutions subsidize some of the expenses associated with maintaining an animal facility
True
Training may be also used for personnel who have not contact with animals so they know regulations and educate them about benefits of research and humane care.
True
You may need to reassess the order of priority and deadlines as the check list is being completed.
True
Who regulates controlled substances?
US Drug Enforcement Agency (DEA)
What USDA record must be kept for 1 year?
USDA dog and cat tags
What is a fixed cost?
Usually consistent throughout the budget period and do not vary according to animal census or demand of technical support
What are variable costs?
Vary based upon demand
How long should studies and project records be kept?
Well after the study is complete and made available as report or other publication
How can protocols help with training?
You can see who is on a project, their experience, etc which will see what training they have and need
Define direct costs
Costs directly attributed to specific research project
What must be kept to maintain controlled substances on site?
Current DEA license
