Regulations and granting agencies require the tracking of all biological materials being acquired, transferred or disposed of.

Biosafety Acquisition, Transfers, Inventories and Disposal

What are biological materials?

Regulations and granting agencies require the tracking of all biological materials being acquired, transferred or disposed of. This includes purchases, internal & external transfers, and destruction.

The definition of biological materials covered by the biosafety program are:

• Genetically modified organisms that may be hazardous to humans or the environment; ‘infectious’ biological products; microorganisms; and human/animal tissues, cells, blood and bodily fluids.
• The term ‘infectious’ includes biological toxins, viruses, bacteria, fungi, parasites, and other organisms/genetic systems that, by virtue of their replicative properties, are potentially harmful to humans, animals and the environment.

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How to obtain biological materials?

Permit holders must take several steps when purchasing, obtaining or receiving biological materials. The following table indicates the regulations that may apply to the obtaining of biological materials (depending on the classification and type of organism).

1. UBC Bio Permit must be amended to include any biological material (as defined above) prior to receipt.
2. Human Pathogens or Toxins must be reported to the SRS Research Safety Office prior to receipt.
3. Imported Animal Pathogens that are not also a human pathogen or toxin,must be reported to the SRS Research Safety Office prior to receipt.
4. Imported Plant Pests must obtain a Plant Pest Importation Permit (PDF) from the Canadian Food Inspection Agency. A copy of the application form must be sent to the SRS Research Safety Office.
5. Imported Aquatic Pests must obtain an Aquatic Pest Importation Permit (PDF) from the Canadian Food Inspection Agency. A copy of the application form must be sent to the Research Safety Office.
6. Import or Export of Endangered Species or Samples must obtain a Permit to Import, Export or Re-export Live Animals or Animal Parts or Products from the Convention on International Trade in Endangered Species of Wild Fauna and Flora (CITES).
7. Imported Non-indigenous Environmental Samples (Plants, insects, soil, water/sewage) must obtain the appropriate documentation from Canadian Food Inspection Agency or Environment Canada.
   • Soil Import Information.
   • Water/Sewage Import Information.
   • Invasive Plant/Insect Importation Information (Federal).
   • Invasive Plant Information (BC).
   • Aquatic Animal Importation Information.

8. Containment for Plant with a Novel Traits must be approved through the Canadian Food Inspection Agency. General information including importation permits.
9. Receipt of Animals or Human Samples require either Animal Ethics Approval or Clinical Research Ethics Board Approval prior to receiving the animals or samples.

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How to transfer biological samples?

Biological material transfer between research groups and/or facilities is regulated by multiple federal agencies. All researchers are responsible for ensuring that the laboratories they send materials to meet the applicable standards personnel training, documentation, packaging, hazard communication and shipment. Legal responsibility extends to dangerous goods compliance of packages received by UBC and the compliance of collaborating laboratories that UBC researcher send biological agents to. To facilitate compliance, the Biosafety Office has prepared transfer document templates to be completed for internal, domestic and foreign transfers of biological substances:

Before arranging for a pathogen to be transferred to you, please ensure the organism is listed and approved on your Biosafety Permit. For external transfers (outside of UBC researchers) researchers must ensure the receivers have the appropriate Canadian Licenses or County specific licenses/approvals.

NOTE: When shipping Risk Group 2 or higher including some human blood and body fluids, please shipments may fall under Transportation of Dangerous Goods (select TDG). You must determine the appropriate classification prior to shipment. This includes samples transferred across Vancouver.
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How to track biological inventories?

All researchers must track and document what biological materials they have on site. This includes materials in long term storage and in active use. The Biosafety Permit acts as a basic inventory but individual labs must also maintain more detailed inventories which include the following:

• Name of Material (Genus/Species/Strain/Common Name)
• Storage Room Number
• Freezer/Shelf Location/Number
• Associated Permit Number
• Required Security Measures
• Disposal Method
• Date of transfer/disposal

Safety & Risk Services has a sample Biological Inventory Form (WORD) that may be used or modified.

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How to determine biological waste streams?

There are 6 waste streams associated to Biological Materials. When in doubt which stream your laboratory waste will fall into, contact the Environmental Services Team. The following is a short summary, for full information for UBC Point Grey Campus read the procedures listed in the Hazardous Waste Manual (PDF).

Note: For the hospital sites please contact the SRS Research Safety Office with any questions.

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