Exporting Rodents

Please complete an export request form through RIO 

RODENT MUST NEVER BE EXPORTED FROM UCSF WITHOUT WRITTEN AUTHORIZATION FROM THE RECEIVING INSTITUTION.

Summary of Export Procedure:

  • Complete an Export Request through RIO
    • Domestic: It is recommended you submit your request at least 2 weeks prior to your desired ship date.
    • International: It is recommended you submit your request at least 4 weeks prior to your desired ship date.
  • Make sure the form is filled out completely to avoid processing delay.
  • The receiving institution should provide you with their contact information to complete the request form.

After receipt of a properly completed request, the LARC shipping coordinator will contact the receiving institution to inform them of the proposed export from UCSF.

Some receiving institutions will request additional information:

  • The rodent shipment team will provide this information if available.
  • If additional testing is requested, the UCSF lab exporting the mice must approve the tests and will be recharged for the testing fees, technician time, and sample shipping costs.
  • The rodent shipment team will coordinate these tests. 

All requests are handled in the order in which they are received.

  • International exports usually require paperwork and authorizations from outside UCSF (i.e., authorization from a State or Federal-USDA official). This will involve additional time.
  • Please plan your exports accordingly.

Procedure for Exporting Rodents From UCSF:

​Complete Export Request via RIO.

When approval from the receiving institution has been received, the LARC shipping coordinator will notify the UCSF lab.

  • The UCSF lab will need to tag the cages with RIO-generated export number. Contact LARC supervisor or manager for label locations.
  • The LARC shipping coordinator will order shipping supplies. The cost of the supplies will be recharged to the shipping lab.
  • The LARC shipping coordinator will coordinate a ship date with the courier and notify the shipping lab of shipment date and provide packing guidelines via email. 
  • The UCSF lab is responsible for the actual packing of the mice and bringing the animals to the LARC receiving/shipping area (campus specific) between 7:30am and 9:30am on the morning of shipment. 
  • The following couriers are used by UCSF: Validated Delivery Solutions, World Courier, Optimize, and BioTrans Logistics. The receiving Institution may indicate a preference for a courier.
  • The cost of shipping will be recharged to the shipping lab, unless the receiving institution has provided you with a courier account in advance. 

Special Notes Regarding International Exports:

  • You may provide any additional forms that are produced and required by foreign countries.
  • ALL countries require direct inspection of the animals by a veterinarian. Rodent Shipment will coordinate this exam, but scheduling may affect the timing of your shipment. Please plan accordingly.
  • International exports usually require paperwork and authorizations from outside UCSF (i.e. authorization from a State or Federal-USDA official). This will require additional time.
  • Executed paperwork and documents will be provided to you by LARC shipping coordinator. They MUST accompany the mice at courier pick-up to avoid shipment delay.

International Shipments Review Process

To ensure compliance with federal regulations, the UCSF Office of Ethics and Compliance requires all international shipments to undergo review and approval by the UCSF Export Control Unit prior to being sent.

Steps to Complete Your Shipment Review:

  1. Fill Out the Export Control International Shipment Review Form
    Complete the form before initiating your international shipment to ensure compliance and avoid delays. UCSF Export-Control-International-Shipment-Review-Form.pdf
  2. Submit for Review
    Email the form to the UCSF Export Control Unit [email protected] and cc [email protected].
  3. Approval Process
    The UCSF Export Control Unit will notify you once your shipment is approved or if additional information is required.
  4. Notify LARC with Export Clearance
    Send a copy of your export clearance to LARC at [email protected]. LARC cannot process export requests until clearance is received.

A sample form can be viewed here . 

For more information or support, visit the Export Control website or contact the Export Control team at [email protected]

Summary of Lab Responsibilities for Animal Export:

  • Completing RIO export request form.
  • Tagging the cages for export.
  • Lab members need to pack the animals and bring to LARC shipping/receiving area (campus specific) between 7:30am and 9:30am on the scheduled ship date. 

Material Transfer Agreements

In alignment with UCSF best practices, a Material Transfer Agreement (MTA) is needed for all outgoing animal shipments. MTAs are essential for documenting transfers, defining the recipient’s use of the materials, and establishing legal protections to safeguard UCSF’s interests.

The MTA Service Team within the UCSF Office of Technology Management (OTM) is available to assist. They can help with drafting and executing MTAs, address any questions you may have, and provide guidance throughout the process.

For more information or support with an outgoing MTA, visit the OTM website or contact the MTA Service Team at [email protected].

For any questions or concerns please email [email protected].

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