Based on our 2017 client survey, the following is a list of actions and initiatives our Centre has taken in 2018 in direct response to your feedback.
Moving forward in 2019, we will endeavor to address new issues as they arise yet limit our focus to 3 issues at a time and only add more items as we make progress on the active initiatives.
Rest assured, we are listening to what you are saying.
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Exports take a long time
We endeavor to process all requests within 5 working days of receipt yet cannot control how long the process takes as the receiving institution is also implicated with the export. -
Who are the Team Leaders?
We have the names and contact information of each team leader readily apparent and accessible in each facility. -
What is a dirty cage?
We have initiated a formal project for this and can provide the documented scope upon request. -
Dead mice not tagged
Standard labels for dead animals have been created and are available in all our facilities. -
Cages changed then returned to new location on rack
A new procedure was developed whereby filter tops are inserted in all empty spots on the racks before cages are brought to the hood. This step reduce the risk of placing a cage at the wrong location. -
Too much food placed in hoppers
A new guidance from the CCAC is forthcoming on this matter as well as a new visual poster has been posted in each facility. -
Breeders eating their pups
This is a common challenge within most animal facilities. Our animal care staff are trained not to handle pups under 4 days old. If you experience such problem, consult a CMARC veterinarian. -
Signatures are difficult to get for administrative processes
We have eliminated several processes that require "wet signatures" such as facility access and keys and will continue along these lines for other processes. -
Less paper processes preferred
We now have online forms for imports, exports, transfers, facility access, pharmacy orders and workshop registration. -
Tone of language used in signs is threatening
We have taken down many signs in the facility and hope to have more face-to-face cordial, professional and respectful interactions. -
Poor communication of sick, dead animals and flooded cages
We only communicate for clinical cases (sick or injured animals) when an action is required of the research staff. Questions regarding clinical cases can always be sent to the generic animal health technician (AHT) email aht.arc [at] mcgill.ca. When animals are found dead, a card is placed on the cage with the date and animal information. -
The team leaders are sometimes hard to contact
We have endeavored on a pilot project to invite research staff to our daily team meetings and have created one generic email for all team leaders. The team leaders at the Goodman Cancer Centre can be reached by emailing gccteamleaders.cmarc [at] mcgill.ca -
Vendor issues are not communicated with PIs
We have asked vendors to contact us in advance of issues and have created a new section on our website to relay this information. We have also endeavored to target these messages directly to those that might be impacted as opposed to a mass message that might get lost in cyberspace. -
Do staff review Animal Use Protocols (AUPs) and know details of disease progression
Not all staff have access to the AUPs, the animal care managers and AHTs do review them regularly and share important aspects with the staff. We encourage research staff to share information as well with our staff on a regular basis. -
Anesthetic machines missing in surgery room
Two machines are permanently kept at the Goodman facility surgery room for use by research staff. When the hood is booked, the machine is also automatically booked, no additional request is required. -
Surgery room warming kits lacking
More kits were purchased and available in the surgery room. -
Not enough euthanasia stations
We evaluated this issue, with the current layout of the anteroom, we do not conceive that we can add more stations. -
Lack of clean cages on evenings and weekend
We have revised the weekly workflow to ensure we leave the facility each day and week with supplies available for this coming in at night or the weekend. -
Clean cages lack grills
This has been added as a checklist item for new cage construction. -
Lack of grills and clean cages in the quarantine room
The quarantine room is now under the portfolio of our Veterinary care staff and this is checked daily. -
Rough handling of animals by staff
We are working on continuously retraining staff on handling and validating their training. Moreover, we are training staff how to respond if they see colleagues handling animals roughly. -
CMARC staff using hoods
We have made specific schedule arrangements with labs to make the change stations more accessible at pre-determined times. Contact your facility manager for more information. -
Rotation of staff in rooms
Staff rotation in rooms was implemented so that not just one person knows the conditions of any one room. The idea was that the entire team of 5 to 7 people would know the particulars of all rooms under their oversight. -
Pink ribbons blocking rows on racks, what is this for?
These ribbons are there to block rows or section of racks not required. It will fluctuates depending on the census of the room. The first rows to be blocked are the 2 top and 2 bottom ones for ergonomic reasons. -
Surgery room PPE missing
Essential supplies are now stored in the surgery suite anteroom. Supplies are checked and logged daily by the animal care staff. -
Post-op monitoring cards are missing
There is now a designated area in the surgery room for the cards and this is monitored regularly by the veterinary care staff. -
Oxygen tanks low, where to put used ones and get new ones
Larger tanks are being ordered for the rooms and validation has been added to the rounds checklist for our veterinary care staff. -
Do we supply surgical drapes
We do not supply sterile surgical drapes, but these are available to purchase through our pharmacy. We do offer blue non-sterile underpads in the surgery suite. Visit our website for additional information mcgill.ca/cmarc/pharmacy -
BSL2 PPE missing
The PPE is checked Monday to Friday by our veterinary care staff in both Goodman Cancer Centre biocontainment level 2 rooms. -
Water valve process is confusing
1) Filter tops are inserted in all empty spots on the racks.
2) Filter tops must be removed, and a water valve added before placing a cage back in its place on the rack. -
Surgery shared with immune compromised and non-immune compromised labs
We have developed a new orientation and training for these special areas and do not give access to the area until everyone is properly trained. -
More regular presence of AHT might be required
We have most AHTs in the Goodman facility on daily. You can always reach an AHT by emailing aht.arc [at] mcgill.ca -
What are the typical questions a Vet would ask given a serious situation
In these situations, our protocol is to look at the AUP and that might dictate the next steps. -
Per diem comparisons across institutions
Upon request, we can share a summary of our per diem rates compared to other Canadian Universities. -
Can we penalize a vendor for not having animals in stock?
This is not something we can do yet we can request estimates in advance and ensure they would be able to ensure the availability of the strain and weight. If you message us at animalbuyer.cmarc [at] mcgill.ca, we can do this for you. -
Booking anesthetic machines and tubing kits is complicated
Only one form is required to book the machine and kit. It is always recommended to submit requests at least 5 working days in advance to ensure availability. -
Poor communication for changing standard operating procedures (SOPs)
SOPs can change from time to time. The most current SOPs can always be found at the animal compliance office website. The website was recently upgraded to improve access to information. Additionally, the animal compliance office sends notification for changes in SOPs using the Darwin application. In each SOP, a table was added to show clearly what changes were made from the previous version -
What is the operating cost of managing an animal facility?
The operating cost of managing an animal facility can vary a great deal. The basic structure is salary and benefits + ancillary or infrastructure costs (hydro and rent) + fixed non-salary expenses (PM contracts, repairs and maintenance) + variable to census non-salary expenses. This is offset by external revenues + internal revenues + institutional support or subsidy and external grants.