PDS Sample Submission Packaging and Shipping

1. Ensure that:

• All samples (tubes, individual slides, sample containers, etc.) are clearly labeled with owner’s last name, animal ID, sample source (e.g. serum vs. urine, eye vs. ear swab, etc.). Individual slides must be labeled; Labeling slides holders alone is not adequate.
• Include a list of identifying numbers or names if submitting multiple samples.
• Submit separate samples for each test if sample requirements are the same (e.g. FeLV/FIV & chem. Panel – send 2 serum samples)
• Blood/cytology slides are packaged in a separate box from formalin containing vessels. (Exposure to formalin will adversely affect staining and render the slides useless).

2. Complete the appropriate submission form(s) as needed for tests required.

• Ensure the submitting clinic name, veterinarian name, signature and date of sample collection are present.
• Ensure the owner information, animal data and history are complete.
• When selecting tests, ensure all appropriate boxes are checked off (e.g. check Small Animal and check the appropriate test panel such as Standard or Kidney/Electrolyte).

3. Packaging Instructions

Transport Canada and IATA (International Air Transport Association) regulations stipulate guidelines for proper packaging of samples. Please refer to the following website for complete information (http://www.usask.ca/dhse/tdg/links.php).

The following packaging instructions are recommended:

a. Primary Container (holds the sample)

Leak proof, plastic, wide mouth opening

• External aspect of container must be de-contaminated (Clorox or Lysol wipes)
• Please Note: a single plastic bag is insufficient for solid specimens > 1 kg.
• Do not submit liquid samples or solid samples within fluid in plastic bags.

b. Secondary Container

• Leak proof and holds enough absorbent material to absorb all liquids/ samples present in primary container
• wide mouth opening
• clean external surface; decontaminate if required.

c. Tertiary packaging

• Can be a rigid cardboard box if sample < 10 lb.
• Should be rigid plastic (e.g.: cooler) if sample is > 10 lb or sample is (or) contains large volumes of liquid.

The submission form is placed in a separate plastic bag to protect from possible spills/contamination. If the submission form is on the outside of box, please ensure that the couriers don’t put their shipping label over this information.

4. Shipping

• Place the bagged submission form on exterior of tertiary package in an envelope. Receiver must be able to access paperwork without sample contact.
• Contact PDS for Courier Rates.

5. Unsuitable Samples

• Feces in gloves or milk in whirl-pak bags.
• Needles attached to syringes or within stoppers.
• Slides taped to sides of boxes or wrapped in newspaper may inadvertently be discarded. Use bubble wrap or slide mailers.
• Pooled samples from multiple animals in the same bag/jar of formalin.
• Blood/cytology slides packaged with formalin containing vessels.

A submission may not be processed if contamination of the packaging poses a risk to personnel or if the sample is spoiled, contaminated or inappropriate.

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