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Initial Considerations:
If specimens are shipped, they remain active in your protocol, but they can be transferred to other freezers at a different location, such as the CTRC Biorepository.
Instructions:
(1) CTRC must be added as a ‘site’ within your specific collection protocol
The ‘Administrator’ user role can perform this in your CP, otherwise request this action be performed by submitting a https://utahctsi.atlassian.net/servicedesk/customer/portal/4/group/39/create/74
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(2) Create a query identifying the container
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box names
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to be shipped
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You can do this by creating a query and exporting the box names
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to CTRC, view below:
(insert video)
(3) Create your shipment, view below:
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Before you begin,
Receiving Site: Identify the Site to which the samples will be sent. Contact the Biorepository Manager to determine the name of the Room (Site) where your samples will eventually reside and enter that as the ‘Receiving Site’. Ensure that the CTRC Freezer Site has been added to your CP as a Site (contact your CP admin or send an OpenSpecimen helpticket to BMIC to request).
Receiving Institute: will always be University of Utah Health
Sending Site: Identify the Site where the containers are currently stored. The Site is listed in the container overview list of the freezers.
Notify Users: Choose the name of the Biorepository Manager at the CTRC who will be receiving your boxes.
Create a Shipment
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| title | Create a shipment |
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Navigate to ‘Shipments’ using the hamburger menu on the OpenSpecimen homepage.
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Choose ‘Containers’ from the ‘Create’ button.
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Complete the required fields and any optional fields if using a shipping company. If prompted, enter a Name for your shipment. This will be autogenerated in v10.3 (Feb 2024). See descriptions above for the values to enter in these fields.
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your
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boxes
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Paste a list of Container names or scan the container names, if barcoded, into the box. Click ‘Add’ when finished.
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Choose ‘Ship’ or ‘Save Draft’ to add additional boxes at a later time.
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The shipment record is created. Proceed with sending the samples to the new location. The individuals specified in ‘Notify Users’ will receive an email with this information and they can then access and receive your containers when they arrive at the new location.
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Receive Containers at CTRC
When containers are shipped, an email should be sent to the Biorepository Manager to notify you to expect the containers.
Follow the link in the email or navigate to the shipment using the hamburger menu and choose the shipment from the list. In order to receive a shipment and store boxes, there are a few issues that need to be addressed before ‘Receiving’.
Add the Protocols to the Freezer
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Receive the shipment to Cellular Translational Research Center
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| title | Receiving into CTRC as the site: requires transfer to permanent site |
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Navigate to the shipment to view all details. There are 3 tabs:
Overview shows the details of the shipment.
Containers shows the list of all boxes shipped. Check the list against the actual boxes received.
Specimens shows all specimens in all of the boxes.
Follow your own SOP to confirm the integrity of the shipment.
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Click ‘Receive’ from the ‘Overview’ tab.
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Add any needed comments and edit Date if other than current date/time.
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Select the Container details where the boxes will be stored and the Received Quality.
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Transfer to permanent location
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Receive shipment directly to the Freezer Site
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| title | If the Permanent Room is used as the Receiving Site |
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For large shipments of multiple boxes, it is simpler to accept them directly into the freezer site where they will be stored. The requires that you communicate with the sender and provide the Site name to the shipper before the samples are shipped.
Follow the steps above to receive a shipment. But for Location, you can now directly choose the freezer location to store the boxes.
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