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Comprehensive Biospecimen Handling and Packaging Guidelines

This document outlines the standardized procedures for the handling, packaging, and shipping of biospecimens within the ACCRU Biospecimen Resource. It includes important information on kit and special collection requirements, body fluid and tissue specimen submissions, necessary forms, and shipping instructions. Emphasizing multi-level packaging for biosafety, the guidelines highlight the importance of matching specimen information with paperwork, maintaining appropriate temperatures during transit, and addressing packaging materials. For any queries related to collection or shipping, contact Roxann Neumann, RN, BSN, CCRP, at 507-538-0602 or Neumann.roxann@mayo.edu.

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Comprehensive Biospecimen Handling and Packaging Guidelines

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  1. Customized Laboratory Support Roxann Neumann, RN, BSN, CCRP ACCRU Biospecimen Resource Manager

  2. Section 14 – Biospecimen Handling • Kit information, if applicable • Special collection information if applicable (e.g., samples must be collected Monday – Thursday, Friday shipments need special arrangements) • Summary table • Shipping instructions • Research base instructions

  3. Section 14.1Body Fluid Biospecimen Submission

  4. Section 14.2 – Summary Table

  5. Section 17.1 – Tissue Biospecimen Submission

  6. Biospecimen Packaging Pre-packaging (cont’d.) • Tissue Forms must be submitted with tissue specimens • - Pathology Submission Form (if applicable) • - Pathology Reporting Form (if applicable) • - Tissue Specimen Submission Form (if applicable) • - Surgical Pathology Report • - Operative Report (optional, if available) • Pathology Submission Form must be entered into the remote data entry system, if available

  7. Packaging Glass Slides Use plastic slide mailers when shipping glass slides • Recommend taping lid closed as these can open during transit and slides could be damaged. • Do not use cardboard/plastic folders. Slides can be crushed.

  8. Biospecimen Packaging Pre-packaging Verify ALL information on the biospecimens exactly matches the paperwork being submitted with specimens: - Study ID - Patient registration ID - Patient initials - Accession numbers (tissues) - Date/time of collection (body fluids)

  9. Biospecimen Packaging Pre-packaging (cont’d.) • Body Fluid Forms • Requisition Form (provided with kits or as an Appendix) must be submittedwith body fluid specimens: • Specimen Submission Forms (Forms packet) must be entered into the remote data entry system or submitted to ACCRU Operations Office if remote data entry is not available

  10. BAP Shippers

  11. Biospecimen Packaging • Materials must be securely shipped – multi-level packaging recommended: • Appropriate storage container (BAP shipping boxes) • Ziplock bag for biohazard protection • Appropriate specimen transport bag • Paper toweling • Ship in a Styrofoam container to prevent thermal damage to the specimen

  12. Biospecimen Packaging (cont’d.) • If applicable, ship specimen with appropriate supplies to maintain proper temperature of specimen • Cold pack for refrigerated specimens • Dry ice for frozen specimens • Enclose required biospecimen paperwork with specimen package • Verify the mailing address in the protocol and/or kit instructions

  13. Biospecimen Packaging (cont’d.) • Use courier or overnight (e.g., FedEx, UPS, World Courier), rather than regular postage • Body fluids: kits provide shipping label affixed to box • Tissues: submitting institution is responsible for shipping cost –cost is already figured in as part of your credit for putting a patient on study

  14. Biospecimen Packaging (cont’d.) • First point of contact for all of your biospecimen collection, kits or shipment questions should be the Biospecimen Resource Manager. • Roxann Neumann, RN,BSN, CCRP • 507-538-0602 • Neumann.roxann@mayo.edu

  15. Thank you! 

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