Policies

Privacy

In the course of doing business, OADDL obtains clients’ personal information such as name, address, phone number, etc., from the submission form and through other communications. To assure privacy of client information, clients’ online accounts are secured from unauthorized access by a variety of means: firewalls on our computer systems, account access via User ID and password known only to the client and account verification before access to results is granted to our computer system.
Confidentiality

The OADDL submittal form is our contract. This submitter is the “bill to” and “report to” party unless otherwise specified by the submitter. Exceptions to information sharing: 1) to fulfill government mandates, 2) comply with a lawfully submitted subpoena, 3) authorization from the submitter of record. Additionally, OADDL is required to notify the Oklahoma State Department of Agriculture, Food and Forestry, USDA/APHIS/VS, OSU Research Compliance, OSU Biosafety Officer and/or CDC of specific diseases/conditions including but not limited to reportable diseases and select agents.
Ownership

Unless written agreements are in place prior to submission to OADDL, all submitted materials plus any biological or chemical material derived from the submission shall be the property of Oklahoma State University. Any use of such derived material is by permission of Oklahoma State University.
Referral Testing

OADDL reserves the right to forward samples to reference subcontractors for tests not currently available at OADDL. Tests designated with an “R” or “Referral” on our submittal form and Fee Schedule are sent to referral labs since they are not offered at OADDL (additional shipping fee may apply).
Laboratory Closures
OADDL closes on all state mandated holidays or closings due to inclement weather ordered by OSU. On all such holidays (except for Thanksgiving day and Christmas day) and on weekends, OADDL shall operate an emergency service for submissions between 8 a.m. and 5 p.m. An emergency/after-hours fee will be assessed on such submissions.
- For your convenience, small samples may be deposited 24/7 in the west (receiving) entry of OADDL. Specimens may be deposited in the following:
  - Mini-refrigerator: culture swabs, fresh tissue, blood samples, Trichomoniasis PBS tubes
  - Incubator: Trichomoniasis pouches
  - Pass-thru window: specimens that can be maintained at room temperature (e.g. formalin-fixed tissues, blood culture bottles, Campylobacter culture tubes, etc.)
Inclement Weather

Oklahoma State University will occasionally close campus due to inclement weather to protect the safety and well-being of students and staff. As an essential service unit, OADDL will do its best to safely maintain limited routine business operations. Employees will continue to process incoming submissions (USPS, UPS, FedEx, and drop-offs in our receiving vestibule) and laboratory workers will continue to perform essential duties as safely permitted. Incoming calls will receive a voicemail to leave a message (which would be returned the next regular business day) or select an option to schedule to drop-off animals for necropsy. This will put you in touch with on-call personnel.
Necropsy Submissions

OADDL does not accept any live animals for euthanasia prior to necropsy. Animal bodies are received for necropsy exam or rabies testing at any time during routine business hours (8.am. – 5 p.m., Monday – Friday). Boxed samples for rabies testing can be dropped 24/7/365; after-hours submitters should call the number on the signs at the west side entrance and an OSU police officer will grant access to the rabies drop-off fridge.
Disposition of Remains

OADDL does not accept donations of animals for necropsy. All animal submissions will incur a disposal charge based on weight. For biosecurity reasons, OADDL will not release remains back to the owner once it has been accepted into our facility. Disposition of animal remains must be made at the time of submission. If private cremation (with return of ashes) is not selected, the animal will be disposed of by routine disposal streams. Animals identified for private cremation will be held for approximately two weeks following submission. The submitter is responsible for making arrangements with a third-party crematory. The crematory will pick up the remains at OADDL.
Billing

In compliance with OSU financial policies and procedures, OADDL cannot directly accept or receive any payments from clients. All payments must be made to the OSU Bursar and must include an OSU Bursar account number. Payment can be made by mailing a check or online at the Bursar’s office using web check or credit card (additional fee applies). Additional billing instructions are available on the billing page.

Clients are billed monthly by the OSU Bursar on the 1^st business day of each month. The monthly bill includes cases finalized from the 21^st through the end of business on the 20^th of each month. Each client will be responsible for providing the minimum and proper information required by OSU Bursar to verify a previous account exists or for creating a new account. Statement notifications are emailed monthly. Each client should work directly with the Office of the Bursar to ensure statements are being sent to the proper email address. Issues often arise from former students who have previously maintained an OSU Bursar account but provided the Bursar with a current email address.

The Office of the Bursar accepts cash, checks, and online credit card payments. Payments are due prior to the 15th of each month. If the 15th falls on a weekend, the due date is extended to the next business day without penalty. All past due accounts accrue a penalty at the rate of 1.5% monthly (19.56 APY).

Bursar accounts are reviewed quarterly and accounts with past due balances without a pre-arranged and acceptable payment arrangement may be referred to a collection agency. OADDL client accounts with past due Bursar balances over 90 days without a pre-arranged and acceptable payment arrangement made with the Bursar, will be placed on hold to prevent accepting future cases/samples and accruing additional charges, until or unless the client rectifies their past due balance.