Sample Submission Guidelines

  1. Choose the appropriate sample collection container. The WVDL offers a variety of supplies such as tubes (including Serum Separator, EDTA, and No Additive), vials for milk or feces collection, swab kits, and media.
  2. Please avoid using gloves, baggies, and whirl packs for samples. These vessels are prone to breakage and leaking, leading to potential contamination and rejection of the sample.
  3. Samples need to be in secondary containment before packaging for shipping.
    1. The WVDL offers foam vial racks and blood tube shippers available for order.
    Foam vial rack loaded with plastic sample tubes stored inside a cardboard shipping box.
    Example: Vials properly positioned and seated inside foam vial rack.
    Cardboard blood tube shipper containing filled blood collection tubes.
    Example: Blood tube shipper fully loaded and organized prior to sealing.
    1. Metal racks and plastic wrap are available by contacting the lab. This is the preferred method of containing and organizing samples for large blood tube or ear notch submissions.
    Metal sample rack with blood collection tubes arranged sequentially in a grid pattern.
    Example: Metal Rack showing preferred sequential racking order
    1. Metal and foam racks need to be plastic wrapped or put into resealable plastic bags to keep samples in place and protect them from breakage or leaking during transport.
    2. Please keep samples in the sample order they appear on the submission form.
  4. Samples must be labeled and accompanied by a submission form and/or spreadsheet for large submissions. The most up to date submission forms are available on our website here. Samples submitted without paperwork may experience a delay in processing and testing samples and may incur an additional fee.
  5. Any submission can be done online through our CoreOne for Labs client portal. We also offer an electronic spreadsheet for animal details. To ensure efficiency and timely result reporting, all large-volume submissions must be submitted through the portal or via the provided spreadsheet.

Shipping and Packaging Guidelines

Packaging Samples

  1. You will need...
    1. insulated shipper envelope or an insulated cooler with a rigid cardboard outer box
    2. packing material
    3. absorbent material
    4. resealable plastic bags or plastic wrap
    5. ice pack(s) if applicable
    6. Completed submission form or portal form
    Assorted shipping supplies laid out, including an insulated box labeled 'Thermo Chill RUSH! PERISHABLE INSULATED', frozen gel packs, zip bags, and paperwork.
    Overview of required shipping supplies prior to packing.
  2. Bag or plastic wrap racked samples.
  3. Add absorbent material to the bag to absorb any spilled sample.
    Racked sample tubes enclosed inside a sealed plastic bag along with white absorbent paper to contain leaks.
    Example 1: Place rack and absorbent material together inside a sealed plastic bag.
    Individual sample vials grouped inside a sealed plastic bag containing absorbent sheets.
    Example 2: Ensure individual tubes are additionally bagged with absorbent padding.
  4. Place contained samples in the insulated shipper envelope or an insulated cooler with a rigid cardboard outer box.
  5. Surround samples with bubble wrap or packing material to minimize the amount of movement in shipping to avoid breakage.
    Plastic-bagged samples positioned firmly inside a rigid white styrofoam container nested within an outer cardboard box.
    Pack samples securely into the insulated cooler to prevent movement during transport.
  6. Place as many ice packs or as much dry ice as needed in the box if applicable (See Tests and Fees page on our website for shipping temperatures).
  7. Place paperwork in a resealable plastic bag to protect it from potential sample spillage.
  8. Place bagged paperwork inside the insulated shipper envelope or an insulated cooler.
    Sealed plastic bag containing submission paperwork placed flat on top of the inner foam lid inside the outer box.
    Place bagged submission paperwork on top of the foam lid before sealing the box.
  9. Seal box and ship!

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